Archiving of MM_EKKO

[Former Member]

Hi Expert,

We have started archiving mm_ekko obbject . Situation which i am facing is that when i ran write job to archive one year of data i was able to archive majority of that data but for some purchase document i get this message" Retention period not yet reached"

Also when i check these document in ME23N i get a message displayed that "Document is archived" but i don't see any archive file created for these document which i can delete and store in the archive server.

Can some please provide the config information which i need to change for such document .Please provide some information on how i can archive such document.

Help is appreciated.

Regards,

Shweta R

[Former Member]

This message was moderated.

[JL23]

Be patient and wait until your residence period is over and then you will be able to archive the document. Didn't you maintain the retention period yourself?

PO has 2 residence periods, the first to set the deletion indicator and the second from that time to archiving. Standard delivery is 30 days for both, which is actually pretty useless in reality where those times are defined during the project and usually set to a much higher number of days.

The message is a little misleading as this message is issued if the PO has past successfully the first residence time

[Former Member]

Hi Jurgen,

Appreciate for your quick response.

Requirement is i have to archive date of year 2010 and retnetionperiod is already maintained.

As per residence time 1 and 2, is laready maintained . I have not maintain by my self.

i didnt understand the meaning of message:retention period not yet reached ". Does it mean that residence time 2 has not reached or both the residence time should reached to avoid these message.

If i run a transaction ME23N then system shows an messgae " PO has already archived".

i have to answer the client regarding these message.

Regards,

Shweta R

[JL23]

Best you tell me  the details of your setup then I can explain it to you based on this as example, even everything is explained in vast detail in help.sap.com if you search with the keyword MM_EKKO  and not to forget the F1 field help on each involved field.

What is your residence time 1 and 2 for the document type of your PO in question?

When did you run the the preprocessing step of this archiving?

[Former Member]

Hi Jurgen,

Appreciate you quick respone.

1) Setup: Arching of PO is of year 2010. No data is changed after 2010.

2 Residence 1 and residence 2: 30 30

3) Preprocessing: Yesterday we run the preprocessing step and getiing the below issue:

No GR planned Invoiced >= Ordered

No history for purchasing document item

Quotation Received

Change Date of Purchasing Item Within Retention Period   

Delivery costs have not been cleared 

Invoiced quantity not the same as GR quantity                           

Item is Locked      

Retention period not maintained

4) Write : Yesterday we run Write step and getting below issue:

User has no authorization for purchasing organization XXXX.

Residence time not yet reached

Residence time not maintained

Can you please guide me to proceed further

Thankyou in advance.

Regards,

Shweta R

[JL23]

looks like a big gap in knowledge, what about starting with help.sap.com or even taking the 3 day training?

If you ran it yesterday then you have to wait for another 29 days to archive the documents that got yesterday the deletion indicators.

Locked items prevent a document from being archived, since it is purpose of locks to restrict any further processing, unfortunately many consultants do not know the difference between locked and deleted and propose locks , even here in the forum.

Of course you need to have authorization to archive documents that belong to a certain organization. Get this sorted internally. You either have to less authority or you selected more than you are responsible for. Be aware that you can create a big damage if you archive too much.

Residence times have to be customized for any combination of document category (RFQ, PO, Contract) per document type and item category combination. you missed to maintain customizing for all combinations you have according to your selection.

and of course you can only archive completed documents, a document where you have more invoice value than received is not completed, it has a difference and nobody cared about, all those errors that show up have to be closed, usually by humans. with a much higher effort now since they do not even remember those cases and have to do analysis and more.

[Former Member]

Hi Jurgen,

Thanks a lot for your guidance.

Now i am clear oth retention period not yet reached message.

Regards,

Shweta R