Treasury Memo Records - Expiration Date FF7B and FF63

[former_member260164]

Hi,

When I create a memo record in transaction FF63, or directly in transaction FF7B, the expiration date that I insert has no meaning in the cash management and forecast report. That is, even after the expiration date, when I analyze my forecast the memo records do not disappear. The value remains in the report, which means that we must archive or delete the memo record mannualy.

How can I make the memo record disappear automatically in the expiration date?

Can you help, please?

Best regards,

Lénia

[Former Member]

Please could someone tell me how do we retrieve the archived memos.

In FF7A I select the 'CONVERT' and it says the memo has been archived.

Thanks.

[Former Member]

Hi!

Check your configuration in Manual Planning > Define Planning Types. Check the planning type you used for the memo record you created. The "auto expir" column or check box indicates the ff;

If selected - memo records automatically expire on the expiration date for your planning type

If not selected - you will still have to transfer them to an archiving category or you delete them if you no longer want them to be included in the report

Since, I believe that your settings indicate that the auto expiration is not selected, then you will just have to delete or archive this expired memo record manually. How to do this;

To Delete:

> you go to tcode FF6A then retreive the memo record that you want to delete, double click on the memo record to be deleted then you will see the delete icon.

To Archive:

> in FF6A also, you select the memo records then click "Convert"

Regards,

Chaikaru

[Former Member]

Hi Chaikaru,

I have one related question.

What happens when you run FF6A and select the memo records to be archived and click on 'Convert'? Does the system delete these memo records?

Because my client wants to see a backdated Cash Position Report to show it to the Auditors after 3 or 6 months to justify to the auditor that they took the right decision. But when I run the FF7A report on a back date, the report does not show anything.

How can we achieve this?

Kalyan

[Former Member]

Hi Kalyan,

There's a setting in the planning types for memo records where you specify the archiving period either 6 or 12 mos. As explained in the following by SAP;

Memo records which are no longer valid can be stored in archiving

categories. These records are then no longer included in Cash Management

and Forecast, but they are still available for further evaluations (for

example, for calculating the average interest on fixed-term deposits

within the last 12 months). The records can also be reactivated or used

as a reference for new memo records.

We use memo records to reproduce planned payment flows in the bank accounts (no actual posting in the bank accounts yet) and when creating them, we specify an expiration date (date that memo record will no longer appear in the cash pos) which should be equal to the date that we expect the actual payment to come in/out from our bank accounts.

So everytime you run your cash position backwards, they will no longer appear as planned items (memo records) but already as actual items since they have already been replaced by actual postings in your bank accounts.

Regards,

Chaikaru

[Former Member]

Chaikaru,

I understand the setting in the archival type where you can say how long it can stay in the system. But in our situation we cannot wait until 6 months to archive the memo records.

We get current day bank statements, mutiple times during the day. We get it at 8.00 AM, 10.00 AM, 12.00 Noon and 1.00 PM. These are uploaded into SAP and Memo records are created. These memo records are displayed in FF7A to view the cash position.

The cash manager comes in at 8.00 AM into the office and runs FF7A. Based on this report, they take their investment decisions and enter into transaction with counterparties.

The next statement comes at 10.00 AM. We first archive all the memo records created at 8.00 AM using FF6A, uplaod the new statement received at 10.00 AM using FF_5, create memo records using FPS3. Then when we run FF7A we get the latest cash position report. Based on this report, the Cash Manager makes adjustment to the investment decision he made at 8.00 AM. This process goes on until 1.00 PM. If we don't archive every 2 hours, there will be double counting inthe FF7A report.

So even though the Archival type says you can archive after 6 months or 12 months, we cannot keep the records for more than 2 hours in the system, We archive it every two hour or as the new statement comes in.

IN this situation, how can you get a past dated cash position report? Can we retrieve the memo records from archive and run the report for a specific date in the past?

Thanks

Kalyan

[fabrizziovalencia]

Hello Chaikaru

I've checked your customizing to get memo records deleted automatically, and I see that I have the "auto expire" check box checked only for CL (clearing) documents, but I can see the memo records created when clearings are made in FF73 in report FF6B (I can see old ones with the check Cash Position checked, since 2004)

This "auto expire" customizing applies to memo records created by FF73 or there's something missing in my landscape that is not deleting propperly those records?.

Thanks in advance.

Fabrizzio.