How to identify who has archived or deleted the purchase order

[Former Member]

Hi ,

I have a situation, where PO is archived and currently i am able to read it from archive server but i am not able to check who has set the deletion indicator for the PO to archive.

i have checked below things.

1. No change log exists for header and item changes

2. No job spool exists to see when the PO was selected for archive.

I had seen in system that users are scheduling archive jobs in production system and the PO in question has already has the all relevant document posted in PO history like GR and invoice receipt..

since PO has completed all the transactions and also met the residence period check so this might have archive by user schedules archive job.

Questions :

1.Please let me know if there is any way to check who has archived PO

2. Is it possible to reload the archived PO tables like EKKO and EKPO and all relevant table ( Note: in AOBJ there is no reload program avialable)

Please help me with your inputs.

Thanks and Regards,

Santosh K

[JL23 · Accepted solution]

You can find the user in transaction SARA for object MM_EKKO. Click the Administration button and open the completed archiving runs, then double click a single run to see the user ID.

If your archiving is well structured then the user has written an appropriate note for the archving run that allows to identify period and company which is included.

Otherwise it is a kind of a Sisyphean task to find the appropriate archiving run.

You either would need to identify it by run date, or you need to search for your PO file by file using the READ button.

No, purchase orders cannot be reloaded.

[Former Member · Accepted solution]

Hi Jurgen,

Thank you for the quick reply, before posting question i have read all your inputs in other archive related questions and i was expecting your reply, thank you again.

coming to my issue : Currently i do not have spool or  a log to see the details and more over there were many sessions created in management tab during that archive time period and i am trying to check each session.

i could not even find the change log in tables CDHDR or CDPOS..

do you suggest any other way to identify when and who archived the PO.

Regards,
Santosh Kinagi

[JL23 · Accepted solution]

It would be an odd approach if you could find change logs for a purchase order in CDHDR and CDPOS after its archiving, as the purpose of archiving is to remove all related data for a PO from the productive database and this includes even the change logs.

I am not aware of another approach that could give you the user.

Archiving is in general not a transaction that should be used by anyone who wants to get rid of a single document. You should have a strategy for archiving, this should have been discussed and agreed with the business, and a very limited number of users should be allowed to execute archiving in general since there are a lot legal aspects that have to be known and considered.

If all is well planned and configured then you should only find a system user who ran the  yearly scheduled archiving job.

[Former Member · Accepted solution]

Hi ,

I did not find any change log in tables and totally agree with you, There is only one user is scheduling the archive job in production but some times documents are not getting archived due to standard sap checks and business process is very complex, business expects or gets a invoice from vendor even after 2 or 3 years of the PO date and GR date... this is due to conflict etc..

I had seen in system that user tried retrieving the files by clicking on retrieve file option and he was assuming that PO will get reloaded to table.

Thank you for your inputs.

Regards,
Santosh Kinagi

[JL23 · Accepted solution]

Reload archive is greyed out in the menu, since there is no standard program to bring an old PO consistent back to the tables. If you archived with a wrong selection and this happened just yesterday for some thousand POs then you should open a call at SAP Support to get some help with a reload program.

In general you can only archive business completed documents, as you PO was archived, it can be assumed that it was complete. If you get now an invoice after 3 years then I would question that invoice. If it is okay and your PO was closed with the GR/IR clearance since you had no invoice at that time in the past then post the invoice without PO relation in Finance module only.