Batch update related o/s docs. to archieve Materials

[former_member287204]

Dear Experts,

We will plan to execute archieving for Material nos. Before archieving the Materials nos., I know that the related documents must also be completed and archieved first. The list of our Materials nos. are belong to Finished Good so the related documents are Inquiries, Quotations, Sales Orders, Delivery Notes, Billing, Interco. Billing (for most of Delivery Notes) and Accounting documents. However, we found that some of the documents were not completed as below -

1) Delivery Note - "Interco. Billing Status (VBUK-FKIVK)" = "A - Not yet processed (Relevant)". Refer "Screen_95 Sep. 15 17.19_Q1.jpg" for details.

2) Billing - "Posting Status (VBRK-RFBSK)" = "Blank - Error in Accounting Interface". Refer "Screen_93 Sep. 15 16.55_Q2.jpg" for details.

3) Accounting document - Not Cleared. Refer "Screen_94 Sep. 15 17.01_Q3.jpg" for details.

As the above o/s documents had already been lasting for many years and our users might not be able to proceed these documents (from the operational point of view). If we developed a customized program to directly batch update the relevant database table so as to update the status of the above documents to "Completed" or "Cleared", is it feasible to proceed this (for archieving) ? and will there be any impact on this ? >

Many Thanks,

KH Fong

[prashant_sharma21 · Accepted solution]

Hello Fong,

As you mentioned these documents are exist in the system for many years so I believe now they are not relevant for current business.

Inter company: 007001988 Not Cleared: You may ask to respective FI team to clear the corresponding a/c document.

Inter Company: 7005457: I believe due to account determination you are getting this error, cross check account determination in invoice.

Deliverty: 8001362: You can make delivery status complete (if you do not want to processed further) using t-code: VL_COMPLETE.

Let me know.

Thanks,

Prashant Sharma

[former_member287204 · Accepted solution]

Dear Prashant Sharma,

Thanks for your reply.

For the above o/s DN status, your suggested T-Code "VL_COMPLETE" does not exist. Could you advise ?

Tks,

KH Fong

[prashant_sharma21 · Accepted solution]

Hello Fong,

How it is possible it (T-code: VL_COMPLETE )is working in your system.

Could you please cross check please or are you getting any error ?

if no further document required after Deliverty: 8001362 then you can delete the delivery as well.

Thanks,

Prashant Sharma

[JL23 · Accepted solution]

the transaction VL_COMPLETE exists already since 2007, it came with OSS note 992587 - Manually closing completed deliveries

[former_member287204 · Accepted solution]

Dear Prashant Sharma,

Found the error as below -

Transaction VL_COMPLETE does not exist

Message no. S#343

For your ref., our SAP version is ERP 2005 w/o any EHP.

Tks,

KH Fong

[JL23 · Accepted solution]

it is delivered with service pack SAPKH50016, but you can always install it from the OSS note

[former_member287204 · Accepted solution]

Thanks Jurgen,

Could you also advise whether your above advised service pack SAPKH50016 can be supported in our SAP ERP 2005 w/o any EHP ?

Tks,

KH Fong

[JL23 · Accepted solution]

Thats not my field of expertise. ask your Basis consultant. Implementing service packages is usually done as a project and may take several weeks.

[former_member287204 · Accepted solution]

Dear Jurgen,

For the OSS note 992587, found that we also need to create program "SHP_DELIVERY_COMPLETE" and TCode "VL_COMPLETE" by ourselves, so what is the usage of your above advised support package "SAPKH50016" ?

Even if the support package "SAPKH50016" is also useful, it contains 1726 notes, should we download and install all of these in our system ?

Tks,

KH Fong

[former_member287204 · Accepted solution]

Dear Jurgen / Expert,

Any idea on the above questions ?

Tks,

KH Fong

[prashant_sharma21 · Accepted solution]

Hello Fong,

Could you please discuss this about support package "SAPKH50016" with your basis team they might give you answer.

Thanks,

Prashant Sharma

[JL23 · Accepted solution]

If one or two notes can solve your issue, why do you consider to implement 1726?

If you could have done this is 2 hours, why do you want to spend several hundred hours to implement the service package?

A OSS note is produced to fix a bug, some are there to enhance functionality. While they are meant to fix a bug it is possible that a fix for one problem can create another problem.

A software company either has regular intervals to release service packages or they wait until a certain threshold of fixes are put together.

While your home computer is just a small fish in the Microsoft universe, they do not care and update your computer in the background. Updating business software is not that careless. It has to be planned in advance, it has to be tested, you may have to update own developments, you certainly have to take care about modifications, have to decide if you want to keep them or if the update got the desired function in standard and you can get rid of the modification.

The service package is not for MM alone, it has also notes from other modules.

I guess your company has some reasons that they are still in ERP 2005

Ask this question your boss or directly your CIO.

[former_member287204 · Accepted solution]

Dear Jurgen / Preshant Sharma,

On P.1 of OSS note 992587, it mentioned "The program and related transaction are delivered in Release 7.00 in the standard system, while in earlier releases, they can be implemented using this note (see the implementation description below) or with Support Packages.".

Does it mean that either implementing the note by creating the Program "SHP_DELIVERY_COMPLETE" with TCode "VL_COMPLETE", or installing the Support Package can also let us access the TCode "VL_COMPLETE" in our system ?

Is the Support Package "SAPKH50016" used for Release 5.0 and the Support Package "SAPKH60008" used for Release 6.0 ?

Many Thanks,

KH Fong

[JL23 · Accepted solution]

yes and yes.

[JL23]

For some  incorrect statuses SAP has already correction programs, so you should first check SAP Marketplace for such programs.

In general you should collect all cases and analyse to find the possible root cause. This is important to implement measures that these problems will not arise with new documents and annoy you in 5 years when archiving.

This is also important to differentiate between real inconsistencies and just lazy user behavior .

I have for example 26000 purchase order which cannot be archived, since people forgot in the late 90s to do GR/IR clearing. Later they cleared the GR/IR account in FI only. This means that MM is not cleared and FI is cleared, if I do MM clearance now then this means that is doubled in FI.

Further it is pretty important as basis for a discussion with people who can approve your desire to do hard table updates to enable archiving. I would certainly not take such decision alone, I would even discuss this approach with internal and external auditors to get their permission.

They will probably not stop you for such old documents if you can show that these issues do not exist with current business cases.

You also need to evaluate if you really want to update table entries or if you use a Z-program (copy of archiving programs with disabled error messages) for archiving. Not all situations can be solved with an update in a single field (e.g. my GR/IR clearance from above would need the check disabled in the archiving program)

[former_member287204]

Dear Jurgen,

Thanks for your reply.

For our above missing creation of Interco. Billings, missing to post Billing / Interco. Billing and missing to clear Accounting docs., even if Finance agrees to post and clear these docs., or even if Finance agrees to cancel the posted docs., new Accounting docs. will accordingly be generated & posted, so which posting period is appropriate for these new docs., current or open to the previous period to match with the posting date of the old docs. or else ?

Even if the above Billing / Interco. Billing can be cancelled, the "Interco. Billing Status (VBUK-FKIVK)" of the Delivery Note (DN) should be changed back to "A - Not yet processed (Relevant)" (it should be due to the previous config. for sales doc. type). Refer "Screen_95 Sep. 15 17.19_Q1.jpg" for details. Do you mean there is standard program(s) to correct these DN status (or other incompleted DN status) to "Completed" ? If so, could you also advise the program name(s) ?

For the action of directly updating the table entries, besides the Audit or Business impact, will there be any other impact for SAP system and/or table structure ?

Many Thanks,

KH Fong

[JL23]

Which posting date to use in such cases should be discussed internally with Finance.

In my company backposting are only allowed a few days at the beginning of the new month until Finance reporting has to be completed. Month closure would be meaningless if people can still post in the old month after the closure of the books.

As you have a delivery note in your document flow it can't be "not yet processed" in my opinion, but you should check with your SD consultant in detail. Also read OSS notes, they often give background and design information. The correction reports are mentioned or even delivered with the OSS notes.

here is document that lists a few:

I would definitely search for OSS notes to get more information about the reports, the warnings for execution are often not mentioned in SCN. Sometimes it will even harm your system if you do not understand the processes and just execute such reports. e.g. after archiving, because then the delivery might be archived and the recalculation of a sales order status would reset the status and you can create new deliveries.

Direct update is not an option for me. This is often a considered  option from people who do not know how integrated SAP is, and people who know SAP in depth don't consider this because they aware that they might miss an important part.

If you are doing archiving then I bet you will stumble over some cases that can be traced back to direct table updates. That is where my experience comes from.

[former_member287204]

Dear Jurgen,

Thanks for your reply. May be, let you know about our process for this case as below -

1) Inquiry & Quotation - we normally use Materials with numbered "Lxx" to create the Inquiries and then create Quotations with ref. to the Inquiries.

2) Sales Order (SO) - we create Sales Order item(s) with ref. to the Quotation item(s). The difference is that the Sales Order item will be automatically deleted (rejected) AFTER referring the Quotations item. Then, input another Sales Order item using another Material no. "Fxx", i.e.

SO item 10 - refer Quotation item with Material "Lxx" and rejected automatically

SO item 20 - input Material "Fxx"

3) Other subsequent docs. - after inputting the above SO item 20 with Material "Fxx", it will be followed up with Delivery Note (DN), Post Goods Issue (with Mat. doc.), Billing, post Billing with Accounting doc. generated and then clear the Accounting doc. ISSUE for the above pount 1: For most of DNs also required to proceed Interco. Billing, post Interco. Billing with Accounting doc. generated and then clear the Accounting doc.

Our purpose is to archieve the Materials "Lxx". The basic requirement of archieving this kind of Materials is to complete and clear all subsequent docs. according to the sales doc. flow. One of the above issue is for the DNs with "Interco. Billing status = A - Not yet processed (Relevant)", we could NOT test to archieve the Materials and subsequent docs; Only for some the DNs with "Interco. Billing status = blank (Not Relevant) and all other subsequent docs. in the sales doc. flow are completed & cleared, we could then test archieving these docs. and then found that only the relevant Sales Orders & Quotations & Inquiries (if any) are required to archieve in order to archieve the Materials "Lxx".

For your above list of SD standard reports / programs -

http://scn.sap.com/docs/DOC-62613

Seems no one can directly update our above mentioned "Inteco. Billing status" of DN. Could you also advise whether there is any other reports / programs / SAP note which can really update this status ? Otherwise, archieving for the relevant Sales docs. & Materials "Lxx" cannot be succeeded.

In case we have to directly update the "Interco. Billing status (VBUK-FKIVK)" of DN to "C - Completely processed", whatever using the standard or customized program(s), based on our above processes, besides the business impact, will there be any other impact on the system structure ? and anything will probably be missing ?

Many Thanks,

KH Fong

[JL23]

moved to SD since the question about billing status is not MM related