Skip to Content
avatar image
Former Member

SBR reports for shipping

Dear experts,

we have a strange situation in our system: reports used for shipping orders (saved in CVDDH) are SBR reports, instead of SBE.

My understanding was that released reports (with specification and phrases symbols replaced) were saved as SBR. Once parameter symbols were replaced (for example, material description when shipping to a customer), the report became SBE report. This was the one actually sent by report shipping orders.

In our system, we have automatic report shipping active, but no SBE entries AT ALL in CVDDH. They are all SBR.

This is causing a big impact when trying to archive DRAO table..

Any idea why this could be happening? Is there any place where this can be configured?

Many thanks in advance,

Irene

Add comment
10|10000 characters needed characters exceeded

  • Get RSS Feed

11 Answers

  • Mar 06, 2017 at 04:40 PM

    Welcome Irene,

    My understanding was that released reports (with specification and phrases symbols replaced) were saved as SBR. Once parameter symbols were replaced (for example, material description when shipping to a customer), the report 
    became SBE report. This was the one actually sent by report shipping orders. 

    Your understanding is correct!

    But most SAP EHS systems (all systems that I know) are set up in a way that the send out SBEs are deleted after some time.
    Only the RAW report and the values of the parameter symbols are stored.
    Therefore the system is able to re-generate / display the SBE from the stored SBR and the stored parameter values...

    This is done to save a huge amount of space - imagine how mach HD space all those SBEs would need!

    Therefore you can only remove SBRs from the system once you do not need them anymore for legal reasons; which I think is a minimum of 10 years.

    Hope this helps a bit

    Mark

    P.s: Most clients opt for an external DMS system instead of storing the data in DRAO

    Add comment
    10|10000 characters needed characters exceeded

  • avatar image
    Former Member
    Mar 07, 2017 at 09:34 AM

    Hi Mark,

    Thanks for your reply.

    So, is it correct that all our entries in CVDDH have "EH&S doc type" (field EHSDOCCAT) = SBR?

    Our issue is: our DRAO table is huge, and we have realized that we have many SBE entries. But, when using the archiving reports provided by SAP, we are not able to archive any entries.

    SAP mentions that report RC1_DVSARCH_PREP can only archive reports for which document keys exist in table CVDDH for SBEs, and ESTDH for SBRs. And, as mentioned before, our CVDDH table has no entries with SBE.

    We are a bit lost here... any advice?

    Thanks,

    Irene


    Add comment
    10|10000 characters needed characters exceeded

  • Mar 08, 2017 at 08:09 PM

    Hello Irene

    may be still you did not get 100% the message which Mark tried to explain. This is the "simplified" story

    Normal WWI reports are stored in such way that they belong to "SBR". In "Report distribution" the overall process generates the final report and a new report of type"SBE". This report is stored in database (e.g. DMS) for (in most cases) may be 30 days. After that the reportis deleted by the system

    Coming back to "DRAO" topic: There is an "old blog" exisitng discussing "DRAO": (will not serach for that: please do that by your own) There is no "real" chance to work on the topic. What you can do (with preparation etc.): you can work on "historic" reports as such that these reports get "zipped". But then they are not "direct" available in "CG54" etc. In doing so the amound of "byte" are reduced in database.

    Last but not least. You can "archive" old reports. There is an EHS appraoch available (check onlien help). Never tried. We have had same "issue". One option to work on taht: used an "external" DMS. IN this case DRAO data is reduced (and othere DMS data). Teh "negative" effect is:

    a.) you need additional hardware

    b.) this hardware must be up and running all the day (RFCetc.)

    We are using this approach. Once a "day" roughly any two years "issues" come up with this external archive. If this issue comes up during the "job" (whicxh is used to handle report distrbution) your company will get in "!panic" mode. Luckily. This never happened on our side

    PLease check Online SAP help for archiving SBR repoorts or for"zipping" reports (here as well some quite old trheads exists)

    C.B.

    Add comment
    10|10000 characters needed characters exceeded

  • Mar 08, 2017 at 07:56 AM

    Hi Irene,

    Was the decision to store the SBEs taken on purpose during the implementation of the EHS project /
    were people even aware that SBE are stored?
    I'm asking because most companies do not store the SBEs and just want to make sure that you really want to save them, and therefore archive them.

    Check the customizing activity "Specify Shipping Reasons"

    to see what your intended set up on the storing of SBEs actually is.

    Choose the correct entry e.g. SD_CALL + DELIVERY + MSDS_DIST and hit the detail button:

    It is the check mark for 'Final Report' (SBE):

    If this flag is not set someone decided to not safe the SBEs - or never looked at it because that's the default setting. If that is the case then there's no need to archive the SBEs as you did never intend to store them.

    Hope this helps

    Mark

    Add comment
    10|10000 characters needed characters exceeded

  • Mar 09, 2017 at 07:23 PM

    Dear Irene

    if you check table entries you should fone entry in CVDDH referring to "SBR" and one referringto "SBE". In CVD1 more or less there is only a reference to "SBR" report (If i remember correct) and no additional memory is allocated in DMS.

    BUt as mentioned. in different thread discussion was seen regarding "DRAO" table. The "nature" of EHS (by design) forces that DRAO will increase dramatically based on number of WWI reports etc.

    Check https://archive.sap.com/discussions/thread/3383971

    C.B:

    Add comment
    10|10000 characters needed characters exceeded

    • Hi Christoph,

      if you check table entries you should fone entry in CVDDH referring to "SBR" and one 
      referring to "SBE".

      CVDDH contains exactly one entry for each send out document - if I'm not completely wrong.

      You can see what documents have been send / are still there in this section of the report shipment header:

      Status: Completed / not Archived

      SBR and SBE are there

      Historic / Archived Request

      Only SBR is there - SBE has been deleted

      BUt as mentioned. in different thread discussion was seen regarding "DRAO" table. The "nature" of EHS (by design) forces that DRAO will increase dramatically based on number of WWI reports etc

      If you use an external DMS the size of the DRAO table will increase by exactly 0 bit.
      The EHS System is designed so it can use an external DMS - either via KPRO or in former time Archive-Link.

      Kind Regards

      Mark

      jctjh.png (7.5 kB)
      ydtpm.png (6.8 kB)
  • avatar image
    Former Member
    Mar 15, 2017 at 02:12 PM

    Dear Mark, Christoph,

    Thanks for your replies. We are not trying to save final reports (the flag is not set in our configuration).

    We have analysed different options for DRAO size: archiving options described in notes 586293, 915854... compresion as described in 1300393, 413150.

    And our final decission was to use SAP standard archiving methods for DRAO:

    But our issue is that the SAP report works on SBE reports from table CVDDH. And when checking number of SBE entries in CVDDH, the number is ZERO:

    So, of course, the SAP archiving program does not work.

    To my knowledge, and as christoph explained, generated reports in WWI are saved as type SBR (First generation: specification and phrase symbols replaced). Then, when shipping the report, SBE is generated (Second generation: with parameter symbols replaced - material name, etc). The report shipping order should be saved in CVDDH with the information of the report which has been sent... but not the report itself.

    But in our system, this entry is not saved with SBE type, but with SBR:

    In our configuration for shipping reasons, "final report" flag is not set for any combination:

    I'm trying to find out where the SBE entries we have in DRAO are coming from (if they don't exist in CVDDH)

    My fear is that the second generation of reports, for shipping, is creating SBR and not SBE...

    Hope I was able to explain the issue.

    Any ideas?

    Thanks,

    Irene

    Add comment
    10|10000 characters needed characters exceeded

    • Hello Irene,

      We are not trying to save final reports (the flag is not set in our configuration). 

      Good - but why don't you then just delete the SBEs from the DMS (DRAW, DRAO etc....)? Why do you want to archive documents that you never wanted to safe in the first place?

      I'm trying to find out where the SBE entries we have in DRAO are coming from (if they don't exist in CVDDH

      The reason might just be, that the DMS deletion report for SBE was never executed! Is the program MCDOKDEL running for the document type SBE?

      Please run MCDOKDEL in test mode and share the result


      Hope this helps

      Mark

  • Mar 18, 2017 at 11:00 AM

    Dear Irene

    sorry. now you are lost. Therefore I will try again

    1.) You have a "SBR" report. This report is used in report distribution

    2.) for report distribution a "SBE" report is generated

    3.) the process is "documented" in CVDDH (and other related tables). Therefore you must ! have an entry there referring to SBR and you will have an entry referring to SBE. But this "SBE" document is a kind of "virtual". document. The reason is. this document is deleted "automatically" (in most cases) after 30 days. So in CVDDH you will see the reference to SBE document but SBE document does not exists at all any more

    So if you use CVD1 to check a report distribution request SAP is using this approach (if you have prepared standard set up etc.)

    1.) it will take data from CVDDH (referring to SBR document!) and from other CVD1 related tables (in which the so called "parameter" data is stored) and the SBE document is generated onnce again "on fly" (as the "old" SBE document has beed deleted). This generation is not ! stored in CVDDDH as this is a "local" WWI process

    For archiving: It is strongly recommended to archive only "historic" SBR documents. These documents should have an "out of scope" time range (e.g. they should be historic may be since 2 year).

    BUT (according to my knowledge) you can in this case never "reuse" CVD1 to generate the final SBE report. I am not sure (or to be precise I have doubts) there is no "archive" mechanism available for CVDDH entries. So if you archive "SBR" documents you can not use CVD1 any more.

    BEFORE YOU ARCHIVE: make sure that you have an "appropriate Status net (e.g. a status "after" historic (e.g. "Archived"): Using this approach you can make sure that the end user understand that there is no report any more in CG50/CG54 (to select)

    Honestly: we don not use archiving; so my knowledge is limited here.

    C.B.

    PS: the "pictures" you have inserted show that we have some "SBE" entries (do not know why) in DMS

    The "archiving" report picture has two "flags" on for SBR/IBD and one for "SBE" documents

    If there would be "really" SBE entries there. you should be abled to "archive" SBE reports

    As there "must bet" SBR reports (inDMS) you can clearly archive SBR reports (if needed)

    PPS: please reread/read these documents

    https://archive.sap.com/discussions/thread/3383971

    https://archive.sap.com/documents/docs/DOC-50194

    https://wiki.scn.sap.com/wiki/display/PLM/EHS+Classic+Data+Archiving

    Last PPS: some rare OSS notes seems to exist. E.g. check http://www.stechno.net/sap-notes.html?view=sapnote&id=1235980

    PLease check as well: https://archive.sap.com/discussions/thread/3735834

    Add comment
    10|10000 characters needed characters exceeded

  • Mar 19, 2017 at 07:32 AM

    Dear Irene

    may be check as well:

    https://www.consolut.com/s/sap-ides-zugriff/d/e/doc/YX-EHS_SR_60_70 (sorry. found only german link) But you should look for "english" page. This is explaining the "archive" process little bit.

    Soonce again in a nut shell

    CVD1 (and therefore CVDDH) uses "reference" ton an existiung !!! SBR entry and generate a new SBE entry. The SBR enry you find in CVDDH is not !! a new one. ESDTH does not ! store SBE documents. This is only related to CVDDH etc.

    PLease read carefully the links instered by myself. The "DRAO" issue is discussed there very well. Depending on the size of your company and the EHS processes you use you will get lots of entries in DRAO etc, because of EHS. If you use IBD documentsthe same will happen. ONLY if you "link" DMS to an (what is called archive) external DMS the SAP DSM will not have the many DRAO entries (but then the new hardwar must be up and running 24 h 7 days (and in our scenario this was not always the case in daily business). So this external DMS is a good option to reduce DMS storaged but might be a challenge for "ongoing" buisiness.

    C.B.

    Add comment
    10|10000 characters needed characters exceeded

  • avatar image
    Former Member
    Mar 22, 2017 at 11:27 AM

    Dear Christoph,

    Thanks for your explanation. The process is clear, I know that SBE document itself is not stored, but i would expect entries with SBE document type in CVDDH.

    As you also say in your comment:

    3.) the process is "documented" in CVDDH (and other related tables). Therefore you must ! have an entry there referring to SBR and you will have an entry referring to SBE. But this "SBE" document is a kind of "virtual". document. The reason is. this document is deleted "automatically" (in most cases) after 30 days. So in CVDDH you will see the reference to SBE document but SBE document does not exists at all any more.

    But we have ZERO entries for SBE.

    And therefore, the sap program to reduce DRAO does not work (for SBE. I know there is another option for SBR and IBD, but we wanted to start with the final reports).

    We have opened an OSS note, and also SAP support finds this data situation very strange: their reply: On the system, however, table CVDDH contains no SBE entries although there are more than 12,6 mio entries in table DRAO. This is quite a strange data situation. How come that CVDDH doesn't contain any SBEs? Don't you use the report shipping?

    We do use report shipping. I was hoping someone here had encountered the same issue and knew the cause...

    Irene

    Add comment
    10|10000 characters needed characters exceeded

  • Mar 22, 2017 at 12:30 PM

    Dear Irene

    still you are lost. PLease check this:

    USe CVD1; mark one report which was shipped and check the details of the dispatch (may be show screen here). IN detail screen you should see one reference to

    a.) a SBr document (SBR WWI XYZ)

    b.) a SBE document (SBE WWI ABC) (sorry do not know in which field this data is stored but it ! must be there ! (even knowing that SBE document is deleted)

    THERE MUST BE ONE SBE ENTRY IN DETAILS OF report request !! If not: you have a problem !!

    May be the SBE entries you still find in DRAO etc. are "old" once. PLease check that (checking DMS tables at all)

    As discussed in parallel: you should not look to "deep" on DRAO (even 12.6M Mio entries for SBE documents). PLease check the other thread. Depending on "size" of SBE report you must have lots of entries in DRAO (for thos documentds which haven't yet been deleted automatically)

    E.g. use a "very young" report reques (not older than may be 30 days). Here you should find real SBE document in DMS.

    C.B.

    PS: check e.g. https://archive.sap.com/discussions/thread/1907616

    https://archive.sap.com/discussions/thread/3383971

    PPS: please check value of customizing parameter: SRE_DS_DELETE. This parameter defines after how many days SBE reports are deleted

    Add comment
    10|10000 characters needed characters exceeded

    • Hi Christoph,

      THERE MUST BE ONE SBE ENTRY IN DETAILS OF report request !! If not: you have a problem !!

      No - Please check the screenshots I posted to your previous comment.

      Thanks
      Mark