Contents Introduction .................................................................................................................................................. 3 Advantages of database archiving ............................................................................................................ 3 What is an Archiving Object? ........................................................................................................................ 3 Archive Information System ......................................................................................................................... 3 How to find the relevant Info Structure for each object .......................................................................... 4 How to activate info structures ................................................................................................................ 5 How to fill an Info Structure...................................................................................................................... 6 How to create a new info structure .......................................................................................................... 9 Archiving Configuration steps ..................................................................................................................... 11 Cross – Archiving Object Customizing..................................................................................................... 11 Archiving Object – Specific Customizing ................................................................................................. 12 Define Delete jobs ............................................................................................................................... 13 Basis Customizing .................................................................................................................................... 14 Application Specific Customizing ............................................................................................................ 16 Define “Residence time” for Archiving object .................................................................................... 16 Sales Document Archiving .......................................................................................................................... 18 Archiving object Sequence ...................................................................................................................... 18 Archiving – Step by Step ............................................................................................................................. 19 Pre-requisites to archive sales documents ............................................................................................. 19 Step 01: Pre-Processing .......................................................................................................................... 19 What are Spool Parameters and why? ............................................................................................... 21 Check Suitability for Archiving ............................................................................................................ 23 Step 02: Writing ...................................................................................................................................... 25 Step 03: Delete ........................................................................................................................................ 28 Step 04: Read .......................................................................................................................................... 30 Archiving management tool........................................................................................................................ 31 Archiving statistics ...................................................................................................................................... 32 Retrieving SD documents from archiving ................................................................................................... 33 Retrieving Delivery Documents .............................................................................................................. 33
Retrieving Billing Documents .................................................................................................................. 35 Read archived SD documents from document relationship browser (DRB) .............................................. 35 What is DRB? ........................................................................................................................................... 35 Read archived SD documents from archive Info system ............................................................................ 38 Useful SAP Notes on SD Archiving .............................................................................................................. 41
Introduction As the time goes on any database system can suffer from performance issues due to large volume of data. Once data volume is high, it uses more resources hence system performance get dropped. To avoid such cases, data which is no longer used by the system should be removed from the database and kept in a separate place for later references. During archiving, data is automatically compressed by up to a factor of 5. This process is known as Archiving.
Advantages of database archiving
Resolves storage space and performance problems caused by large volumes of transaction data
Makes master data easier to handle and to keep up to date
Ensures statutory data retention rules are observed
Ensures that data can be re-used at a later date, for example in new product development.
What is an Archiving Object? The archiving object is the core of the SAP archiving concept. The archiving object determines what is archived and how. It also describes which database objects must be handled together as a commercial object and which must be interpreted independently. Data in the R/3 Database can only be archived using archiving objects, which describe the data structure and context.
Archive Information System The Archive Information System (AS) is a generic tool for indexing data archives and is fully integrated into the SAP Data Archiving environment. The indexes created with this tool, which are called Archive Information Structures, are used to display archived data. First you should check if an information structure already exists that you could use for reporting. You can then change this information structure to suit your needs. If there is no information structure available that you can use, you can create a new one. You define the information structure to be used for archive reporting. In doing this, you specify which source fields from the archive are copied to which fields in the information structure. You do this with the help of application-specific field catalogs, which are included in the features of the Archive Information System.
In simple terms, if you need to retrieve data after archiving took place, you need to activate all relevant info structures for that archive object first.
How to find the relevant Info Structure for each object Transaction: SARA
Press button option Same can be directly reached through the transaction SARI.
Click on button User search help or Press “F4” under “Archiving Info structure” field
Use search option in the F4 help
Enter relevant archive object under
field and press Enter key
You’ll be able to see all relevant “Info structure” for that object here.
Important: You have to find relevant info structures for all your archiving objects before archiving any data. Then you need to activate those.
How to activate info structures Transaction: SARA
Press button option Same can be directly reached through the transaction SARI.
Press on button. Transaction: SARJ will get you to the same window as well. Enter relevant info structure
Press button If it’s successful, system will give a message like this;
Important: Same has to be done for all relevant info structures in all relevant archive objects. For example, for archiving object: SD_VBAK; you have to activate below info structures.
How to fill an Info Structure This step is optional. (Only if you have done archiving without activating Info structures) During an archiving delete run all (activated) archive information structures belonging to an archiving object are filled automatically. Also the Archive Development Kit (ADK) transfers all data records found in the archive to the AS interface. From the defined info structure, the AS filters the data from the data records transferred and enters it in a transparent database table together with an access key. This table serves as the basis for later searches. This function allows you to fill an information structure with data from the available archives if the delete program has already processed those archives. Transaction: SARA
Click on
button
You can directly access this window from the transaction SARI
Click on
Enter “Archive Object” and press
You can view the status of all relevant info structures here from the traffic light system.
button button
Mark all info structure with red light and click on
Choose processing time as “Dialog” for below message
You’ll get a message as below
Press Enter After that all traffic lights should turned to green
button
How to create a new info structure This step is optional. If required; you can create new info structures to read archived data. An information structure is only valid for one archiving object. Several information structures can be defined for one archiving object. Eg: For archiving object SD_VBAK; you have below set of info structures.
Transaction: SARA
Click on
From
From press button Give a ID, Description, relevant archive object and Field Catalog for new info structure as follows
Press
button screen, click on
button
Enter relevant Development Package (Get it from Technical/Basis consultant)
Press
Now from
, add fields you want to be in the selection criteria
from “Optional fields” table to “Info structure fields” table by highlighting and clicking button
Once done, Press
Now you have created a new info structure. You need to activate this structure before using it for archiving. To activate it; please refer; “How to activate info structures” section in this document.
Archiving Configuration steps Transaction: SARA This transaction is a one stop shop for all archiving related settings, such as customizing, pre-processing, archiving, deleting, reading, management, etc. Before archiving an object, you need to customize relevant settings.
Enter relevant Archive object
Press
button
Cross – Archiving Object Customizing
Accept all default settings in
section
You can review the defaults and update them appropriately. For example, you may want the system to check for files in the file system or for stored files, have the system verify the archive file existence before deleting, indicate the maximum amount of data you can write to the archive file, and give the name of the server group name for a background job.
Archiving Object – Specific Customizing
Click on section
under
Press Under “Settings for Delete Program”, you have to maintain given 2 variants
To maintain “Test Mode Variant”, click on Mark “Test Mode” option
Click on button Enter a name under “Meaning” field. Here I’ll user same Name as Meaning.
Press
Press
Now click on “Live Mode Variant” and press Create the variant there as per above mentioned steps.
button
button and come to
screen button
This has to be done to all relevant objects. Define Delete jobs Once archiving is done, you need to delete archived data from the data base. You can setup this in 3 ways. This you can define under “Delete Jobs” section.
Select
if you want to manually carry out deleting.
Once done, Press
Basis Customizing In this step you have to define the archive file path. This path is a global setting for the entire client. (Object Independent) You can specify the external storage system and based on the configuration, the system automatically transfers the archived files to the subsystem. You should link the external storage system to the SAP system for file transfer. If you haven't specified the external storage system, you can use the SAP Content Management Infrastructure. As the name specified, this is done by basis consultants.
Click on
Here you specify cross- client file paths.
under
section
Highlight “ARCHIVE_GLOBAL_PATH - Global path for archiving files” line and click on node in “Dialog Structure” section
Highlight the relevant System details and click on
option.
As per my example, my archive files are saved to “G:\usr\sap\archive\”
Application Specific Customizing Define “Residence time” for Archiving object What is Residence time? The residence time refers to the amount of time that has to pass before a business object to be archived. Residence time is measured in number of days and is entered in application-specific Customizing for a specific archiving object. The residence time can begins either with the creation date of the document, or with the last change date. Transaction: SARA
Press
Click Section
button under “Application-Specific Customizing”
Same can be accessed from the transaction VORA as well.
Enter Sales Organization, Sales Document type & Residence time in days here
Press
and get the TR number
Note: If you haven’t maintained the above step, you’ll get below error message during the archiving process. Message no. VB801 - Internal error: DYNSQL_GENERATE_WHERE_CLAUSE (4)
Eg:
Sales Document Archiving Archiving object Sequence Archiving has to be done in a sequence. For example, to archive sales document, you need to archive delivery, billing first. (It’s like you need to archive all depended data of it first.) In order to find depended objects, go to transaction SARA.
Enter the object under “Archiving object” field
Press You can see the dependent objects in graphical mode.
With the network graphic, you can display an overview of the existing archiving objects, their interdependencies, and the status of the most recent archiving.
By double clicking each box, you can directly go to relevant archiving screen. By dragging the navigation box in the navigation area, you can get all dependent objects.
Archiving – Step by Step Scenario Eg: I’ll get single sales document and archive. SO # 1000093
Pre-requisites to archive sales documents Please refer SAP Note 481577 - Archivability criteria for sales documents
Step 01: Pre-Processing Some archiving objects require a program that prepares the data for archiving. This program flags data to be archived, but it does not delete any data from the database. Preprocessing programs must always be scheduled manually and are run from Archive Administration. This is not available for all archiving objects. Transaction: SARA
Enter relevant object
Press Enter a variant ID
Click on button Set relevant selection parameters. (As per my example; EI have to enter the Sales Document no) Mark below tick boxes
Press button Give a description under “Meaning” field
button
Press
Click on
Click on
button button to enter a start time for archiving process.
Based on scheduling or immediate execution, you have to setup data in this screen.
If it’s a immediate execution, click on
Click on
button
,
Now you need to maintain Spool Parameters for the archiving process. What are Spool Parameters and why? Controls the print output of the generated archiving log. You can choose Properties to maintain additional properties of the spool request. You do not generally change these properties for each spool request. If you have not configured any printer Enter LP01 or LOCL .These output types comes with the system and just create spool and the spool will be deleted based on the Basis Configuration. Spool parameters that are already specified in the user defaults or in the user-specific print parameters are automatically applied. Otherwise, you only have to specify the spool parameters for the execution of the first ction in an archiving session. They are retained until the end of the archiving session.
Click on
Press Once above 2 steps are completed, traffic lights has to be turned to green.
Now press button You’ll get a system message like this.
To check the log on processing status, click on button In the “Job Overview” you can see the status of the job.
in same screen.
Click on the line and press
Now press and come to Now you need to write the Archive file.
button to see details.
You can check whether any SD document can be archived by executing below report. Check Suitability for Archiving Transaction: SE38
Go to the transaction.
Enter the report name as S3VBAKPT and press
Enter sales document number you want to check
Press
You can see the result as follows
. (This report is for SD documents only)
Make sure you mark below tick boxes under “Document Selection” section
Step 02: Writing This program creates archive files and writes data to them. It does not delete the data from the database. You can specify in archiving object-specific Customizing, whether the delete program is automatically started after an archive file is created.
In the
maintain the relevant object.
Press button Enter a variant ID for write data to archive file.
Click on Click on below options
By selecting residence time calculation.
button to create a variant.
you specify, last change will have an impact on
Make sure you set “Production Mode” option
Set below settings for logs
Click on button to maintain variant attributes Enter description for variant in “Meaning” field
Press
Press
Press
button
Press
to start immediately.
Press
Press
Press Now you should be able to see all traffic lights are turned to green.
Now press
Click on
Press
and come to
screen
button
button button to see the log. button till you get “Finished” Status
Click on
to view details.
You have created the Archive file successfully.
Press
and come to
Step 03: Delete The data is usually deleted from the database, but in some circumstances, the archived data is only flagged for deletion in the database. You can specify in Customizing for archive objects whether archive files are to be automatically passed to an archive system via ArchiveLink after processing.
Click on
button to delete the archived files from the database.
Click on
with your user ID
Mark tick boxes for the relevant archive session.
Press
Press
button
Press
to start immediately.
Press
Press
Press You should be able to see all traffic lights are turned to Green.
Now press button. You’ll get Make sure you un-tick “Test Mode” button
Press
Press
Once job is finished, click on
button
message.
to check the log. button till you get “Finished” status for the job. to see the log
If the deletion is successful, you will not able to access the sales document in VA02, VA03 transactions.
Same process is applicable for each archive object. Eg: SD_VBAK - Sales Documents RV_LIKP – Deliveries SD_VBRK - Billing Documents
Step 04: Read You can read archive data via this option. Transaction: SARA
Enter relevant archive object and press
Press
Enter the relevant document number
button
button
Press button If you know the relevant archive session, then select that or mark all archive sessions
Press
button
Archiving management tool In the transaction SARA, if you press button, you can see Sessions, Files Archiving Objects, Job details, Physical File Name, Logical Path, File Name, size and the status.
Enter the object
Press
button
Archiving statistics This is used to see statistics about space saved in MB. From the transaction SARA,
Enter the archiving object
Press
button option.
You should be able to see the statistics of the data archiving for that object.
Retrieving SD documents from archiving Some archived documents can be viewed directly from SAP transactions.
Retrieving Delivery Documents When you archive delivery documents, you can read them via VL03N transaction. But, system issues a message as follows,
You can see the
icon in the header area as well.
To view connected documents (Sales order, billing, etc) you have to use the menu option, Environment > Relationship Browser
It will display all documents that are connected to this delivery.
Retrieving Billing Documents Transaction: VF07 Once billing documents are archived, you can read them from the transaction VF07.
Enter the billing document number
Press Enter key
Read archived SD documents from document relationship browser (DRB) What is DRB? Using the DRB, you can display linked objects or documents. Generally, these are documents resulting from a common business transaction or belonging to a common process. The DRB groups the documents together across applications. Typical accounting and logistics documents are included in the DRB.
As of SAP Web Application Server Release 6.20, workflow logs and I-docs are also displayed in the DRB. All objects are connected to the DRB so as to allow access to archived data.
Transaction: ALO1
Select the relevant category
Press Enter relevant document number
Select
Press You’ll get the archived data as follows
By using
option
you can view details of the delivery document well.
Read archived SD documents from archive Info system Transaction: SARA
Enter archive object and press
button
From button
screen, click on
From button
screen; press
Enter relevant “Archive lnfostructure” and press
Enter relevant document number you want to retrieve and press
You should be able to see the relevant document overview
Click on button to view the document Select the relevant data object and press Enter
You’ll be able to view the document as follows
If you select
option, you’ll be able to view data relationship browser.
Useful SAP Notes on SD Archiving Below listed are some useful SAP notes on SD archiving.
547748 - FAQ Archiving of Sales Documents 492938 - FAQ Document Relationship Browser 481577 - Archivability criteria for Sales Documents 488970 - Archivability criteria for billing docs 99388 - Archive Information System 102446 - Archiving objects, Application Area, Customer Messages 497768 - Reloading archived deliveries (object RV_LIKP) 373568 - Archiving SD Reloading documents not supported
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