archiving retail site and business partner in s/4hana 1909 · 2020. 10. 7. · business partner in...

October 2020

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Archiving Retail Site and Business Partner in S/4HANA 1909

Until you too have a Delete button, use this click-by-click guide to achieve Site-Master-archiving nirvana.

of 42 master data aficionado October 2020

Archiving Retail Site and Business Partner in S/4HANA 1909 - Paul R. Gendreau, Jr., Business Process Principal Consultant, Retail and Fashion, SAP North America Digital Business Services - Clara Villalobo-Galindo., Business Process Principal Consultant, Retail and Fashion, SAP North America Digital Business Services

Revision 01.00.018 on 10/07/2020

Retail Site: One business object comprised of many technical objects, each of which must be considered when archiving. Archiving is a seldom-executed process in the course of implementing SAP Retail. And archiving of Site Master is even less likely to occur, unless as a necessary corrective for mistakenly created data. That’s a less-than-ideal occasion for dusting off old or never-practiced archiving skills. Worry not! You’ll be prepared for success with this detailed guide to archiving Retail Site, Business Partner, and dependent objects. Archiving Site, Site Business Partner, Site ERP Customer, and Site ERP Vendor is a necessarily mind-numbing and repetitious process, so increasingly little detail is provided as this document progresses. The steps for archiving Site Business Partner, Site ERP Customer, and Site ERP Vendor also apply to plain old Business Partners and dependent objects too, so you’ve now got those in your bag of tricks.


Background and Assumptions This document describes a process that is outside of and not related to any production archiving process, which typically aims to physically delete data from the transactional ERP system, but first carefully stores it elsewhere for later use. In contrast, we use the word “archiving” herein, which is technically correct, but our intention is to simply delete master data, not to also archive it for later retrieval. We’ll use standard archiving functionality to delete mistakenly created master data, and there is no requirement to save the archived data for any reason. Archive files created by execution of the Archiving process may be deleted by Basis after process execution.

• This document assumes that archiving is occurring in the Development Gold client to delete erroneously created Site and Business Partner data.

• The example scenario illustrates archiving Site DC Z123.

• The Business Partner of Site DC Z123 includes a Site ERP Customer and a Site ERP Vendor, both of which must also be archived. The steps would not be different for a Site Store. Although, depending on Site configuration, a Site Store might not include a Site Vendor.

• All activity takes place in client A1X-400, which permits cross-client customizing.

• Archiving is typically executed in two steps per Archiving Object (WRITE and DELETE), which are distinctly executed. We’ll simplify the process by executing only the WRITE step and configuring the system to automatically perform the DELETE step.

• SAP Information Lifecycle Management (ILM) setup is not required to archive Retail Site or Site Business Partner.

SAP Client Settings T-Code SCC4 - Client Settings is generally managed by Basis and, by client, restricts possible customizing.

This document assumes execution in the Development Gold client, with settings as shown above, permitting all manner of customizing. If cross-client customizing is not permitted for the client in which you are executing Archiving, then some customizing

https://help.sap.com/viewer/7ce8e5dc89d7407e8baa9de7b775f31f/750%20SP12/en-US/7fe188e04fdd462e8ec330bb80efc389.html


steps must be performed in a client where cross-client customizing is permitted (i.e. your development client, if it is a separate client). If you don’t have access to SCC4, then the settings are visible via SE16N in Table T000.

• Changes and Transports for Client-Specific Objects

T000-CCCORACTIV - Control changeability of customizing in this client No automatic recording of changes for transport 1 Changes are recorded in transport request 2 Customizing in this client cannot be changed

• Cross-Client Object Changes

T000-CCNOCLIIND - Maintenance of objects for all clients not permitted Changes to repository and cross-client customizing allowed 1 No changes to cross-client customizing objects 2 No changes to repository objects

Prerequisites to be Performed by Basis

SAP Notes As of S/4HANA 1709, there is a list of SAP Notes to check and apply, if relevant. Note that the following were mandatory prerequisites for successful execution in an S/4HANA 1709 sandbox system.

• SAP Note 2584636 - Issue during site archiving

• SAP Note 2540631 - FI_ACCPAYB & FI_ACCRECV: Customer/Vendor FI data is not archived because of "linked business partner exists" error

• SAP Note 2551778 - New persistence for organization-dependent business partner data (manual steps)

• SAP Note 2557321 - Obsolete data structures used for archiving Using T-Code SE80, confirm afterwards that /SCMB/D_BPTMCMP (line 12) has been removed from method IF_EX_ARC_OBJECT_ADD_TABLE~ADD_STRUCTURES of class /SCMTMS/CL_BPTM_ARCHIVING

• SAP Note 2557440 - Program to fill organization dependent business partner data in new database table

(manual steps pre and post)

• SAP Note 2559307 - LOEVM field updation for Customer and Supplier

• SAP Note 2561195 - Central Deletion Flag for Customer/Supplier LOEVM in S4

• SAP Note 2601009 - FI_ACCPAYB - Vendor FI data is not archived because of "linked business partner exists" error

https://launchpad.support.sap.com/#/notes/2584636https://launchpad.support.sap.com/#/notes/2540631https://launchpad.support.sap.com/#/notes/2551778https://launchpad.support.sap.com/#/notes/2557321https://launchpad.support.sap.com/#/notes/2557440https://launchpad.support.sap.com/#/notes/2559307https://launchpad.support.sap.com/#/notes/2561195https://launchpad.support.sap.com/#/notes/2601009


• SAP Note 2609978 - Customer and Supplier should be archived if Business partner is archived

• SAP Note 2636194 - FI_ACCPAYB and FI_ACCRECV - Set deletion flag impossible due to obsolete transaction

• SAP Note 2680648 - Report WS_ACSITE_DELETE, incorrect selection texts As of S/4HANA 1909, there is a list of SAP Notes to check and apply, if relevant.

• SAP Note 2937778 - Archive Site Master via WS_ACSITE - Deletion does not work

• SAP Note 2965674 - WS_ACSITE: Deletion step does not work

T-Code FILE or SFILE - Define Logical Path Define a Logical Path. Archive files are stored in the file system of the SAP Application Server under a physical path and file name that is derived from a user-definable logical path or file name. By default, the system uses the logical file name ARCHIVE_DATA_FILE and the logical path name ARCHIVE GLOBAL PATH as defaults. Consequently, the names only need to be changed if they must be adjusted to meet special requirements.

See SAP Note 35992 - File name/directory for application archiving.

T-Code FILE or SFILE - Assign Physical Path Assign Physical Path to the Logical Path.

T-Code FILE or SFILE - Define Logical File Create a Logical File definition and assign the Logical Path.

Master Data Preparation

T-Code SE38 - Execute Program SAPF047 Program only needs to be executed once, not for each Site.

Run program SAPF047 to establish customer/vendor relationship in table KLPA - Customer/Vendor Linking. SAPF047 puts together the link information in table KLPA (Customer/Vendor Linking) so that links (for example, specification of an alternative payee or dunning recipient) can be taken into consideration during deletion or archiving.

T-Code SE38 - Execute Program BUPSELG0 T-Code SE38 - Execute Program BUPSELG5

When starting an archiving process for object CA_BUPA for the first time, you would be prompted to first execute program BUPSELG0.

https://launchpad.support.sap.com/#/notes/2609978https://launchpad.support.sap.com/#/notes/2636194https://launchpad.support.sap.com/#/notes/2680648https://launchpad.support.sap.com/#/notes/2937778https://launchpad.support.sap.com/#/notes/2965674https://launchpad.support.sap.com/#/notes/35992


Execute the above in listed sequence. Both programs need only be executed once, not for each Site.

BUPSELG0 - Generation Program for SELECT OPTIONS for Differentiation Types BUPSELG5 – Generation Program for SELECT OPTIONS for Change Document Objects When running these programs, note that the system will not issue any messages! Other than a brief hourglass, there may be no onscreen indication that the program executed.

T-Code SE38 - Execute Program SAPRCKMJX Program SAPRCKMJX (Deactivating the Material Ledger) must be executed for each Site where the material ledger for the Site Valuation Area has been made Productive (i.e. T-Code CKMSTART has been executed for the Site Valuation Area). The list of relevant Site Valuation Areas (relevant Sites) can be determined by checking Table CKMLV and Field MLBWI - Material Ledger Live in Valuation Area. Program SAPRCKMJX displays a log at the end of execution and advises: Please deactivate the Material Ledger in Customizing now.

You may disregard the prompt to deactivate the Material Ledger in customizing. It’s unnecessary to do so because configuration for Assign Material

Ledger Types to Valuation Area (T-Code OMX3) and Activate Material Ledgers for Valuation Areas (T-Code OMX1) will both be deleted in the first step of archiving Site Master (using archiving object WS_ACSITE).

During normal Site maintenance, Material Ledger is made Active and then made Productive for a Site. When a Site is created, material ledger configuration was created (likely copied from reference Site) to make material ledger Active for the Site Valuation Area:

• SPRO > Controlling > Product Cost Controlling > Actual Costing / Material Ledger > Assign Material Ledger Types to Valuation Area (T-Code OMX3)

• SPRO > Controlling > Product Cost Controlling > Actual Costing / Material Ledger > Activate Material Ledgers for Valuation Areas (T-Code OMX1).

• OMX1 sets a flag in T001K - Valuation area (T001K-MLBWA - Material Ledger Activated in Valuation Area)

Then the material ledger was made Productive for the Site Valuation Area, by executing T-Code CKMSTART - Production Startup of Material Ledger

• CKMSTART sets a flag in CKMLV - Material Ledger Control Records (CKMLV-MLBWI - Material Ledger Live in Valuation Area).

Execution of SAPRCKMJX - Deactivating the Material Ledger begins the unwinding of the above three steps by clearing the flag in CKMLV - Material Ledger Control Records. This program removes the material ledger Productive flag but does not remove the material ledger Active flag for the Site Valuation Area.


Overview

To archive a Site, proceed as follows:

1. Use T-Code WB02 set the Site Closing date. 2. Use T-Code WB06 and WB02 to set all Deletion flags. 3. Use T-Code SARA to archive the discrete Site Master objects. Archive the Site objects only in the following order:

• Retail Site (archiving object WS_ACSITE)

• ERP Vendor (archiving object FI_ACCPAYB) o MM Data o Company Code Data o General Data

• ERP Customer (archiving object FI_ACCRECV) o SD Data o Company Code Data o General Data

• Business Partner (archiving object CA_BUPA) The order of archiving objects is critical. T-Code AOBJ can be used to view the definition of each archiving object, including the list of tables that will have rows deleted.

T-Code WB02 – Change Site The maximum closing date of the site must be the current date minus 1 day. Start Transaction WB02 for the Site to be archived. Click Goto Opening Times from the main menu. On the next screen, enter a valid value in field 'Closing date'. Click Continue (may require 2 clicks) to close the Opening Hours screen, then click Save to commit the change.


T-Code WB06 – Set Archiving Marker Enter the Site number. Click the Deletion flag button.

T-Code WB06 – Set Archiving Marker Check the option for Archiving Marker. Press Save.

T-Code WB06 – Set Archiving Marker Choose Yes. When the Change Archiving Marker dialog closes then choose Exit to exit T-Code WB06.

What just happened? At the time of Save, in T-Code WB06, the system transfers the corresponding Deletion Flags (also known as Archiving Markers, or Archiving Flags) to dependent tables of the Site, Business Partner, Site ERP Customer, and Site ERP Vendor (if a Site Vendor exists, as is always the case for a distribution center). These are the relevant tables and fields:

• T001W-ACHVM (archiving marker of Site/Plants/Branches)

• BUT000-XDELE (Deletion flag of BP: General data I)

• KNA1-LOEVM (deletion flag General Data in Customer Master)

• LFA1-LOEVM (deletion flag Supplier Master - General Section) You should confirm that the above deletion flags were set.


What expectedly didn’t happen? The following deletion flags were not set:

• KNB1-LOEVM (company code deletion flag Customer Master - Company Code)

• KNVV-LOEVM (deletion indicator Customer Master Sales Data)

• LFB1-LOEVM (company code deletion flag Vendor Master - Company Code)

• LFM1-LOEVM (deletion flag Vendor master record purchasing organization data) The last 4 deletion flags will subsequently be manually set, using T-Code BP, and saving the BP record after reach step.

What if something went wrong? Read this section if the linked ERP Customer and ERP Vendor basic data were not marked for deletion.

The following deletion flags should have been set when the Business Partner deletion flag (BUT000-XDELE) was set by T-Code WB06:

• KNA1-LOEVM (deletion flag General Data in Customer Master) o This can be observed by using T-Code SE16N to check the value in table-field KNA1-LOEVM, or by starting T-Code

BP, choosing BP role FLCU00 (FI Customer), and looking at the Customer: General Data tab. Scroll to the bottom and observe the Central Deletion Flag:

• LFA1-LOEVM (deletion flag Supplier Master - General Section)

o This can be observed by using T-Code SE16N to check the value in table-field LFA1-LOEVM, or by starting T-Code BP, choosing BP role FLVN00 (FI Vendor), and looking at the Vendor: General Data tab. Scroll to the bottom and observe the Central Deletion Flag:

The linked ERP Customer and ERP Vendor can still be archived (deleted) even if their deletion flags are not set. Later, during Archiving steps, we’ll call out an option to “Consider Deletion Flag.” If this option is selected, then it is necessary to have first set all the ERP Customer and ERP Vendor deletion flags. If the “Consider Deletion Flag” option is not

selected, then not only is it not necessary to set the last 4 deletion flags, it also won’t matter if KNA1-LOEVM (Customer, Basic Data) and LFA1-LOEVM (Vendor, Basic Data) are set. With that said, we prefer to more safely follow the standard process and consider the deletion flags during archiving. You may find that the Central Deletion Flag fields are not visible in T-Code BP, in either or both the Customer or Vendor General Data views. If this is the case, or if the linked ERP Customer and ERP Vendor basic data were not marked for deletion by the execution of T-Code WB06, then check these SAP Notes:



• SAP Note 2609978 - Customer and Supplier should be archived if Business partner is archived

https://launchpad.support.sap.com/#/notes/2559307https://launchpad.support.sap.com/#/notes/2561195https://launchpad.support.sap.com/#/notes/2609978


In particular, SAP Note 2609978 describes that:

• Currently, Supplier and Customer are not marked for deletion when the linked BP is marked for deletion.

• Usiong T-Code BP, Customer and Supplier can be marked for deletion without marking Business Partner for deletion.

• The above is not the right behavior. Customer and Supplier should not be marked for deletion without marking Business Partner for deletion. Hence Customer and Supplier deletion flags are disabled in the UI.

Based on the above, the expected system behavior is that execution of T-Code WB06 will set the deletion flags for KNA1-LOEVM (Customer, Basic Data) and LFA1-LOEVM (Vendor, Basic Data). Either ensure that deletion flags for KNA1-LOEVM (Customer, Basic Data) and LFA1-LOEVM (Vendor, Basic Data) are set or, in later steps, do not make use of the option to “Consider Deletion Flag.”

Assuming the above is correct … Let’s set the last 4 deletion flags, using T-Code BP. Save the BP record after reach step.

T-Code BP – Change Business Partner Choose BP Role FLCU00 (FI Customer) then click the Company Code button. For each company code, check the Customer: Status tab, set the Deletion Flag, and Save. Confirm that KNB1-LOEVM (company code deletion flag Customer Master - Company Code) has been set.

T-Code BP – Change Business Partner Choose BP Role FLCU01 (Customer) then click the Sales and Distribution button. For each sales area, check the Status tab, set the Deletion Flag, and Save. Confirm that KNVV-LOEVM (deletion indicator Customer Master Sales Data) has been set.

T-Code BP – Change Business Partner Choose BP Role FLVN00 (FI Vendor) then click the Company Code button. For each company code, check the Vendor: Status tab, set the Deletion Flag, and Save. Confirm that LFB1-LOEVM (company code deletion flag Vendor Master - Company Code) has been set.

https://launchpad.support.sap.com/#/notes/2609978


T-Code BP – Change Business Partner Choose BP Role FLVN01 (Vendor) then click the Purchasing button. For each purchasing organization, check the Purchasing Data tab (look for the section named Additional Purchasing Data), set the Deletion Flag, and Save. Confirm that LFM1-LOEVM (deletion flag Vendor master record purchasing organization data) has been set.

T-Code SE16N – General Table Display Confirm that the deletion indicator has, in fact, been set in each relevant table.

Only the first two are mandatory. Later, if the “Consider Deletion Flag” option is not selected, then all but the first two are ignored.

• T001W-ACHVM

• BUT000-XDELE

• KNA1-LOEVM

• KNB1-LOEVM

• KNVV-LOEVM

• LFA1-LOEVM

• LFB1-LOEVM

• LFM1-LOEVM

General Check Confirm that the Sites to be archived are no longer used anywhere (for example, promotions, allocation tables, and so on) and that no listing conditions (WLK1) or stock data (MARC) exist for these Sites. If these conditions are fulfilled, then you can archive the Sites using T-Code SARA and archiving object WS_ACSITE.

T-Code SARA Customizing (for object WS_ACSITE)

T-Code SARA – Customizing for WS_ACSITE

The steps in this section of the document will be repeated for each archiving object. The steps are the same for each archiving object, only the archiving object name differs.

If this is the first use of archiving object WS_ACSITE then the following one-time activities must be performed for this archiving object. Maintain the entry for Archiving Object WS_ACSITE then click the Customizing button.


T-Code SARA - Customizing In the section for Archiving Object-Specific Customizing, choose to maintain Technical Settings.

T-Code SARA - Customizing If you receive a message that “Changes to Repository or cross-client customizing are not permitted” then the three cross-client steps that follow must be performed in a client that does permit cross-client customizing (or ask Basis to permit cross-client customizing in this client).


T-Code SARA - Customizing Take note of the setting for Content Repository, which is a cross-client setting. If a value is set and a corresponding Repository has not been configured, then an error message will be raised when attempting to Save:

As the intention of this exercise is simple deletion, not archiving, a Repository isn’t relevant. If the default value of A2 is present, then it likely must be deleted. Remove the value of A2. Depending on SCC4 settings, you may be prompted for a Workbench Request if this setting is changed.

T-Code SARA - Customizing Take note of the setting for Logical File Name, which is a cross-client setting. Choose the Logical File Name that was configured by Basis for this Site Archiving (deletion) process, per the section of this document named Prerequisites to be Performed by Basis. Depending on SCC4 settings, you may be prompted for a Workbench Request if this setting is changed.


T-Code SARA - Customizing Take note of the setting for Delete Jobs, which is a cross client-setting. If Delete Jobs is set to Start Automatically, then the Delete step occurs automatically after the Write step. If Delete Jobs is set to Not Scheduled Automatically, then the Delete step must be separately and manually initiated after the Write step. That’s a significant number of additional steps. Either log on to a client that permits cross-client customizing and maintain the setting for Delete Jobs or be prepared to manually execute the Delete step. As we prefer Start Automatically, for simplicity, the Delete step is not illustrated in this document. However, it’s essentially a repetition of the Write step: After performing the Write step, click the Delete button, choose a Write file, create a Productive variant, and Execute. Depending on SCC4 settings, you may be prompted for a Workbench Request if this setting is changed.

T-Code SARA - Customizing If this is the first time for this object, a client-specific variant for TEST and PRODUCTIVE must be created. Even though the variant name values for TEST and PRODUCTIVE are shown here, the variants, in fact, do not exist. To see that the variants are not created, click the F4 Help button for the Test Mode Variant to display the available Variants:

If only entries for SAP&PROD and SAP&TEST are displayed, as shown above, then TEST and PRODUCTIVE do not exist and must be created. If entries for TEST and PRODUCTIVE do exist, as shown below, then the variants do exist and the remaining steps of this document section may be skipped.


T-Code SARA - Customizing Click the Variant button for the TEST variant.

T-Code SARA - Customizing Choose Test Run. Then choose Attributes.

T-Code SARA - Customizing Maintain a Description and then Save the Test variant.


T-Code SARA - Customizing Click the Variant button for the PRODUCTIVE variant and repeat the steps made for the Test Variant but choosing the option for Production Run.

T-Code SARA - Customizing Choose the option for “Produktion Run,” maintain Attributes (Description) and Save the Productive variant.

T-Code SARA - Retail: Site master record (with object WS_ACSITE)

T-Code SARA Maintain archiving object WS_ACSITE. Click the Write button.

T-Code SARA Maintain a Variant name: SITEZ123 Then click the Edit button.


T-Code SARA Create a new Production Mode variant for Archiving Object WS_ACSITE. Maintain the Production Mode variant as shown. Maintain the Plant number to be archived. Choose Production Mode

Do not select Delete with Test Variant.

Set the log options. Then click Attributes to maintain Variant Description.

T-Code SARA Maintain the Variant Description and then Save. Back (F3) to return to the Main screen.

T-Code SARA Click Start Date button.

T-Code SARA Click the Immediate button. Click the Save button.


T-Code SARA Click Spool Parameters button.

T-Code SARA Choose LOCL (or an appropriate printer) Click the Continue button.

T-Code SARA Click the Execute button.

Click the Job Overview button.

T-Code SARA – Jobs Three jobs were created and executed:

• ARV_WS_ACSITE_DEL20181120203814

• ARV_WS_ACSITE_SUB20181120203811

• ARV_WS_ACSITE_WRI20181120203811 The spool of each job may be viewed (if one exists) by selected the row and clicking the Spool menu option. Then choose Display Contents for the spool.

Archiving jobs can be viewed either by clicking the Job Overview button in T-Code SARA, or by using T-Code SM37.


T-Code SARA – Jobs ARV_WS_ACSITE_WRI20181120203811 Duration 3 seconds. This is the WRITE step.

T-Code SARA – Jobs ARV_WS_ACSITE_DEL20181120203814 Duration 13 seconds. This is the DELETE step. The number of deleted Data objects is displayed here as 0, which is unusual, and is not accurate. The table entries were deleted, and this should be confirmed as the next step.

T-Code SE16N – Tables T001W, T001K, and WRF1 Confirm that Site Z123 has been deleted from T001W, T001K, and WRF1, as suggested by the Spool output of the Delete step. The Site Business Partner, Site Customer, and Site Vendor remain in BUT000, KNA1, LFA1, and other tables.

Do not skip this step. It’s important to confirm that the table entries were deleted as expected before moving on to next steps.


If records are not deleted from any tables (T001W, T001K, and WRF1) then it’s likely that SAP Note 2680648 has not been implemented per Prerequisites to be Performed by Basis. Apply the SAP Note and then start the process from the beginning.

T-Code AL11 - Display SAP Directories This isn’t an execution step; it’s informational only. An archiving file is created on the SAP Application server, according to the configuration performed by Basis with respect to Defining Logical Path and File Names. Basis can delete these files after archive activities are completed.

Halftime Reality Check

With the above accomplished, it’s true that less than a quarter of the work has been accomplished. But archiving subsequent objects consists merely of (mind-numbing) repetition of similar steps for different objects. This will go so quickly that you’ll look back at this point in the process as “halftime” :-) Let’s review the steps in outline:

• SARA - Customizing - Technical Settings o Create TEST and PRODUCTION variants.

• SARA - Write object o Maintain Production Mode variant o Maintain Start Date o Maintain Spool Parameters o Execute

• Review logs

• Confirm records are deleted from tables. Note that the steps for archiving the Site object are illustrated above nearly click-by-click. Because the steps for Site Vendor, Site Customer, and Business Partner are similar – if not practically the same – less detail is included below.

T-Code SARA – Vendor (with object FI_ACCPAYB)

Overview and Constraints Vendor master data is stored in three different areas and the archiving process for FI_ACCPAYB must be executed 3 times, once for each area:

• General data

• FI data (company code-specific)

• MM data (purchasing organization-specific) The order of archiving objects for each area is:

1. MM - MM Data (LFM1) 2. FI - FI Data (LFB1)



3. MD - General Data (LFA1) In order for the system to only archive data that is no longer needed in current business processes, this data must meet certain conditions. To make sure the data to be archived meets these conditions, the write program performs several checks. Master data is only eligible for archiving if you have set the deletion flag in the master record in each area. When you archive general data for vendor master records, the system automatically checks whether the following conditions have been met:

• The deletion flag is set.

• The vendor is not locked for deletion.

• Dependent data of the following types no longer exists in the system: o Business partner of the vendor o Vendor plants o Customer/Vendor links o Company code-specific data (FI data) o Purchasing data (MM data) o Vendor partner roles

Additional checks may be implemented in your system via the BAdI FI_ACCPAYB_CHECK. When you archive FI data for vendor master records, the system automatically checks whether the following conditions have been met:


• The vendor is not locked for deletion.

• Dependent data of the following types no longer exists in the system: o Transaction figures o Special general ledger transaction figures o Open items o Cleared items o Store items o Customer/Vendor links o Parked documents

Additional checks may be implemented in your system via the BAdI FI_ACCPAYB_CHECK_FI. When you archive MM data for vendor master records, the system automatically checks whether the following conditions have been met:


• Dependent data of the following types no longer exists in the system: o Purchasing documents o Purchasing info records o Vendor partner roles

Additional checks may be implemented in your system via the BAdI FI_ACCPAYB_CHECK_MM.


T-Code SARA – Customizing for FI_ACCPAYB If this is the first use of archiving object FI_ACCPAYB then certain one-time activities must be performed for this archiving object. For archiving object FI_ACCPAYB, perform all the steps detailed in the section above named T-Code SARA Customizing (for object WS_ACSITE).

T-Code SARA Maintain archiving object FI_ACCPAYB. Click the Write button.

Because the steps for archiving object FI_ACCPAYB are nearly the same as the steps for archiving object WS_ACSITE, illustrated in the previous section, less detail is now provided.

T-Code SARA Maintain a Variant name, such as ZSITEZ123V1. Note that we don’t use variant SITEZ123, which was used for the previous archiving object. You’ll be creating a new variant with a different selection criterion for each archiving step. It’s best if you use a naming convention for these. Then click the Edit button.

T-Code SARA Note that this first variant is for MM Data. The process for archiving object FI_ACCPAYB must be repeated 3 times, once for each data area, in this order. 1. MM - MM Data (LFM1) 2. FI - FI Data (LFB1) 3. MD - General Data (LFA1) Maintain the Production Mode variant as shown. Maintain the Vendor Number. Optionally maintain the relevant Purchasing Organizations.

If the Purchasing Organization field is empty then data for all Purchasing Organizations will be archived. This is liklely the desired result.

Select the option for Consider Deletion Indicator. If this option is not selected, then a warning message is displayed. But you


may wish to (or may have to) not select this option if any of the Archiving flags were not previously set. Choose Production Mode


Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen.








FAILED

SAP Note 2636194 - FI_ACCPAYB and FI_ACCRECV - Set deletion flag impossible due to obsolete transaction


• ARV_FI_ACCPAYB_DEL20181121131148

• ARV_FI_ACCPAYB_SUB20181121131143

• ARV_FI_ACCPAYB_WRI20181121131143 The spool of each job may be viewed (if one exists) by selected the row and clicking the Spool menu option. Then choose Display Contents for the spool.

Archiving jobs can be viewed either by clicking the Job Overview button in T-Code SARA, or by using T-Code SM37.

T-Code SARA – Jobs ARV_FI_ACCPAYB_WRI20181121131143 Duration 5 seconds. This is the WRITE step.



T-Code SARA – Jobs ARV_FI_ACCPAYB_DEL20181121131148 Duration 2 seconds. This is the DELETE step. The number of deleted Data objects is correctly displayed here as 1. The table entries were deleted, and this should be confirmed as the next step.

T-Code SE16N – Table LFM1 Confirm that Site Vendor Z123 has been deleted from LFM1, as suggested by the Spool output of the Delete step. The Site Vendor remain in LFA1, LFB1, and other tables.


T-Code SARA The Site Vendor MM Data has been deleted. But remember that archiving object FI_ACCPAYB must be executed 3 times, once for each data area, in this order. 1. MM - MM Data (LFM1) 2. FI - FI Data (LFB1) 3. MD - General Data (LFA1) Now repeat the steps just executed for MM - MM Data (LFM1) for the next two data areas, choosing relevent company codes when executing for FI - FI Data (LFB1).

T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCPAYB - FI - FI Data (LFB1). Enter a new variant name and then click the Edit button.


T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCPAYB - FI - FI Data (LFB1). Maintain the Production Mode variant as shown Optionally maintain the relevant Company Codes.

If the Company Code field is empty then data for all Company Codes will be archived. This is liklely the desired result.

Select the option for Consider Deletion Indicator. If this option is not selected, then a warning message is displayed. But you may wish to (or may have to) not select this option if any of the Archiving flags were not previously set. Choose Production Mode


Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen. Set the Start Date, Spool Parameters, then Execute. Review the jobs in Job Overview.

If the WRITE step has 0 data records written and the log records message “Linked business partners exist” then SAP Note 2601009 has not

been implemented per Prerequisites to be Performed by Basis. Apply the SAP Note and then start the process from the beginning. Confirm that entries have been deleted from LFB1.

T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCPAYB - MD - General Data (LFA1). Enter a new variant name and then click the Edit button.



T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCPAYB - MD - General Data (LFA1). Maintain the Production Mode variant as shown. Select the option for Consider Deletion Indicator. If this option is not selected, then a warning message is displayed. But you may wish to (or may have to) not select this option if any of the Archiving flags were not previously set. Choose Production Mode


Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen. Set the Start Date, Spool Parameters, then Execute. Review the jobs in Job Overview. Confirm that entries have been deleted from LFA1.

T-Code SARA – Customer (with object FI_ACCRECV)

Overview and Constraints Customer master data is stored in three different areas and the archiving process for FI_ACCRECV must be executed 3 times, once for each area:

• General data

• FI data (company code-specific)

• SD data (for a specific sales organization) The order of archiving objects for each area is:

1. SD Data (KNVV) 2. FI Data (KNB1) 3. General Data (KNA1)

In order for the system to only archive data that is no longer needed in current business processes, this data must meet certain conditions. To make sure the data to be archived meets these conditions, the write program performs several checks. Master data is only eligible for archiving if you have set the deletion flag in the master record in each area. When you archive general data for customer master records, the system automatically checks whether the following conditions have been met:


• The customer is not locked for deletion.

• Dependent data of the following types no longer exists in the system:


o Business partner of the customer o Plants of the customer o Customer/Vendor links o Company code-specific data (FI data) o Sales data (SD data)

Additional checks may be implemented in your system via the BAdI FI_ACCRECV_CHECK. When you archive FI data for customer master records, the system automatically checks whether the following conditions have been met:


• The customer is not locked for deletion.

• Dependent data of the following types no longer exists in the system: o Transaction figures o Special general ledger transaction figures o Open items o Cleared items o Store items o Customer/Vendor links o Parked documents

Additional checks may be implemented in your system via the BAdI FI_ACCRECV_CHECK_FI. When you archive SD data for customer master records the system automatically checks whether the following conditions have been met:


• Dependent data of the following types no longer exists in the system: o Customer hierarchies o Customer Partner Functions

Additional checks may be implemented in your system via the BAdI FI_ACCRECV_CHECK_SD.

T-Code SARA – Customizing for FI_ACCRECV If this is the first use of archiving object FI_ACCRECV then certain one-time activities must be performed for this archiving object. For archiving object FI_ACCRECV, perform all the steps detailed in the section above named T-Code SARA Customizing (for object WS_ACSITE).


T-Code SARA Maintain archiving object FI_ACCRECV. Click the Write button.

Because the steps for archiving object FI_ACCRECV are nearly the same as the steps for archiving object FI_ACCPAYB, increasingly less detail is now provided.

T-Code SARA Maintain a Variant name: ZSITEZ123C1 Note that we don’t use variant ZSITEZ123V1, which was used for the previous archiving object. You’ll be creating a new variant with a different selection criterion for each archiving step. It’s best if you use a naming convention for these. Then click the Edit button.


T-Code SARA Note that this variant is for SD Data. The process for archiving object FI_ACCRECV must be repeated 3 times, once for each data area, in this order. 1. SD - SD Data (KNVV) 2. FI - FI Data (KNB1) 3. MD - General Data (KNA1) Maintain the Production Mode variant as shown, optionally choosing the relevant Sales Organizations.

If the Sales Organization field is empty then data for all Sales Organizations will be archived. This is liklely the desired result.



Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen. Set the Start Date, Spool Parameters, then Execute. Review the jobs in Job Overview. Confirm that entries have been deleted from KNVV.

T-Code SARA The Site Customer SD Data has been deleted. But remember that archiving object FI_ACCRECV must be executed 3 times, once for each data area, in this order. 1. SD - SD Data (KNVV) 2. FI - FI Data (KNB1) 3. MD - General Data (KNA1) Now repeat the steps just executed for SD - SD Data (KNVV) for the next two data areas, choosing relevent company codes when executing for FI - FI Data (KNB1).


T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCRECV - FI - FI Data (KNB1). Enter a new variant name and then click the Edit button.

T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCRECV - FI - FI Data (KNB1). Maintain the Production Mode variant as shown. Optionally maintain the relevant Company Codes.

If the Company Code field is empty then data for all Company Codes will be archived. This is liklely the desired result.



Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen. Set the Start Date, Spool Parameters, then Execute. Review the jobs in Job Overview.

If the WRITE step has 0 data records written and the log records message “Linked business partners exist” then SAP Note 2540631 has not

been implemented per Prerequisites to be Performed by Basis. Apply the SAP Note and then start the process from the beginning. Confirm that entries have been deleted from KNB1.



T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCRECV - MD - General Data (KNA1). Enter a new variant name and then click the Edit button.

T-Code SARA Create a new Production Mode variant for Archiving Object FI_ACCRECV - MD - General Data (KNA1). Maintain the Production Mode variant as shown. Select the option for Consider Deletion Indicator. If this option is not selected, then a warning message is displayed. But you may wish to (or may have to) not select this option if any of the Archiving flags were not previously set. Choose Production Mode


Then click Attributes to maintain Variant Description, Save, and then Back (F3) to return to the Main screen. Set the Start Date, Spool Parameters, then Execute. Review the jobs in Job Overview. Confirm that entries have been deleted from KNA1 and KNVI.

T-Code SARA Customizing (for object CA_BUPA)

T-Code SARA – Customizing for CA_BUPA

The customizing steps for CA_BUPA are a bit different than previous archiving objects, so full detail is provided in this document section.

If this is the first use of archiving object CA_BUPA, then the following one-time activities must be performed for this archiving object. Maintain the entry for Archiving Object CA_BUPA then click the Customizing button.


T-Code SARA - Customizing In the section for Archiving Object-Specific Customizing, choose to maintain Technical Settings.

T-Code SARA - Customizing If you receive a message that “Changes to Repository or cross-client customizing are not permitted” then the three cross-client steps that follow must be performed in a client that does permit cross-client customizing (or ask Basis to permit cross-client customizing in this client).


T-Code SARA - Customizing Take note of the setting for Content Repository, which is a cross-client setting. If a value is set and a corresponding Repository has not been configured, then an error message will be raised when attempting to Save:

As the intention of this exercise is simple deletion, not archiving, a Repository isn’t relevant. If the default value of A2 is present, then it likely must be deleted. Remove the value of A2. Depending on SCC4 settings, you may be prompted for a Workbench Request if this setting is changed.

T-Code SARA - Customizing Take note of the setting for Logical File Name, which is a cross-client setting. Choose the Logical File Name that was configured by Basis for this Site Archiving (deletion) process, per the section of this document named Prerequisites to be Performed by Basis.


T-Code SARA - Customizing Take note of the setting for Delete Jobs, which is a cross client-setting. If Delete Jobs is set to Start Automatically, then the Delete step occurs automatically after the Write step. If Delete Jobs is set to Not Scheduled Automatically, then the Delete step must be separately and manually initiated after the Write step. That’s a significant number of additional steps. Either log on to a client that permits cross-client customizing and maintain the setting for Delete Jobs or be prepared to manually execute the Delete step. As we prefer Start Automatically, for simplicity, the Delete step is not illustrated in this document. However, it’s essentially a repetition of the Write step: After performing the Write step, click the Delete button, choose a Write file, create a Productive variant, and Execute. Depending on SCC4 settings, you may be prompted for a Workbench Request if this setting is changed.

T-Code SARA - Customizing If this is the first time for this object, a client-specific variant for IR_TEST and SL_PROD must be created. Even though the variant name values for IR_TEST and SL_PROD are shown here, the variants, in fact, may not exist. To see that the variants are not created, click the F4 Help button for the Test Mode Variant to display the available Variants:

If only entries for SAP&PROD and SAP&TEST are displayed, as shown above, then IR_TEST and SL_PROD do not exist and must be created. If entries for IR_TEST and SL_PROD do exist, as shown below, then the variants do exist and the remaining steps of this document section may be skipped.


T-Code SARA - Customizing Click the Variant button for the Test Mode Variant Named IR_TEST.

T-Code SARA - Customizing Select the option for Test Run. Select the option for Detail Log. Maintain Archiving Value: CA_BUPA. Then choose Attributes.

T-Code SARA - Customizing Maintain a Description and then Save the Test variant. Back (F3) to return to the Main screen.


T-Code SARA - Customizing Click the Variant button for the Live Mode Variant Named SL_PROD. Repeat the steps made for the Test Mode Variant, but do not select the option for Test Run.

T-Code SARA - Customizing Do not select the option for Test Run. Maintain Attributes (Description) and then Save the Live Mode Variant.

T-Code SARA – Business Partner (with object CA_BUPA)

Requirements

• You have set the deletion flag in the business partner dialog.

• The background process for archiving must be set by following these steps: o Parameterize the archiving object (here BOR object BUS1006005) using transaction DACONTROL. o Schedule and carry out the background process for data archiving on the CRM Server (transaction DACHECK).

• Make the other necessary system settings in the Implementation Guide (IMG) in Customizing of the system administration under archiving object-specific Customizing in the data archiving (archiving object CA_BUPA).

• In the case of users' own data, settings must also be made in the following transactions: o Transaction BUS7 for BDT event modules o Transaction AOBJ. Here you include your own tables in the structure definition of the archiving object CA_BUPA.

T-Code SARA Maintain archiving object CA_BUPA. Click the Write button.


T-Code SARA Maintain a Variant name, such as ZSITEZ123B1. You’ll be creating a new variant with a different selection criterion for each archiving step. It’s best if you use a naming convention for these. Then click the Edit button.

T-Code SARA Create a new Production Mode variant for Archiving Object CA_BUPA. Maintain the Production Mode variant as shown. Maintain the Business Partner number to be archived. If the Business Partner was extended to a Company Code, then indicate and archive at the same time (this is not usually the case for Retail Site Business Partner). Choose Production Mode


Set log options. Then click Attributes to maintain Variant Description.

T-Code SARA Maintain the Variant Description and then Save. Back (F3) to return to the Main screen.






• ARV_CA_BUPA_DEL20181203213024

• ARV_CA_BUPA_SUB20181203213017

• ARV_CA_BUPA_WRI20181203213017 The spool of each job may be viewed (if one exists) by selected the row and clicking the Spool menu option. Then choose Display Contents for the spool.

T-Code SARA – Jobs ARV_CA_BUPA_WRI20181203213017 Duration 8 seconds. This is the WRITE step.

If the WRITE step has a status of Cancelled, then click the Job Log button to view the log. If the job includes message “Structure /SCMB/D_BPTMCMP is

not known in ABAP Dictionary” then SAP Note 2557321 has not been implemented per Prerequisites to be Performed by Basis. Apply the SAP Note and then start the process from the beginning.

If the WRITE step has a status of Cancelled, then click the Job Log button to view the log. If the job includes message “Structure /SCMB/D_BPTMORGU

not known in ABAP Dictionary” then SAP Note 2551778 and SAP Note 2557440 have not been implemented per Prerequisites to be Performed by Basis. Apply the SAP Note and then start the process from the beginning.

https://launchpad.support.sap.com/#/notes/2557321https://launchpad.support.sap.com/#/notes/2551778https://launchpad.support.sap.com/#/notes/2557440


T-Code SARA – Jobs ARV_CA_BUPA_DEL20181203213024 Duration 4 seconds. This is the DELETE step. The table entries were deleted, and this should be confirmed as the next step.

T-Code SE16N – Multiple Tables Confirm that Site Business Partner Z123 has been deleted from the following tables, as suggested by the Spool output of the Delete step.

• BP001 - FS-Specific Attributes; Organization

• BUT000 - BP: General data I

• BUT020 - BP: Addresses

• BUT021 - BP: Address usages

• BUT021_FS - Time-Dependent Address Usages

• BUT100 - BP: Roles

• UKMBP_CMS - SAP Credit Management: Credit Master Data for Partner


Congratulations! You’ve successfully archived a Retail Site Master and its Business Partner!


Reference Good Reading

• SAP Note 2491026 - How to delete BP (with vendor/customer role) thoroughly

• SAP Note 2640553 - How to archive BP (without customer/vendor role) by SARA Check for Relevance

• SAP Note 35992 - File name/directory for application archiving

• SAP Note 690340 - Archiving sites

• SAP Note 2551778 - New persistence for organization-dependent business partner data (manual steps)

• SAP Note 2557440 - Program to fill organization dependent business partner data in new database table (manual steps pre and post)

• SAP Note 2557321 - Obsolete data structures used for archiving

• SAP Note 2584636 - Issue during site archiving

• SAP Note 2601009 - FI_ACCPAYB - Vendor FI data is not archived because of "linked business partner exists" error

• SAP Note 2680648 - Report WS_ACSITE_DELETE, incorrect selection texts



• SAP Note 2609978 - Customer and Supplier should be archived if Business partner is archived Pay attention to these more recent notes:

• SAP Note 2937778 - Archive Site Master via WS_ACSITE - Deletion does not work

• SAP Note 2965674 - WS_ACSITE: Deletion step does not work
https://launchpad.support.sap.com/#/notes/2491026https://launchpad.support.sap.com/#/notes/2640553https://launchpad.support.sap.com/#/notes/35992https://launchpad.support.sap.com/#/notes/690340https://launchpad.support.sap.com/#/notes/2551778https://launchpad.support.sap.com/#/notes/2557440https://launchpad.support.sap.com/#/notes/2557321https://launchpad.support.sap.com/#/notes/2584636https://launchpad.support.sap.com/#/notes/2601009https://launchpad.support.sap.com/#/notes/2680648https://launchpad.support.sap.com/#/notes/2559307https://launchpad.support.sap.com/#/notes/2561195https://launchpad.support.sap.com/#/notes/2609978https://launchpad.support.sap.com/#/notes/2937778https://launchpad.support.sap.com/#/notes/2965674

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