Archiving MM_EKKO

[Former Member]

We have started archiving mm_ekko obbject . Situation which i am facing is that when i ran write job to archive few month of data i was able to archive majority of that data but for some purchase document i get this message "Change date of purchasing doc. item within retention period".

I have checked the config for all the doc type and we have specified residence time 1 and 2.

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. Now when the user pull up the information for these document it still coming from SAP DB .

Can some please provide the config information which i need to change for such document . The delivery date which is mention on these document are in the range of date for which i am archiving.

Please provide some information on how i can archive such document

Thanks

[Former Member · Accepted solution]

Dear Andy,

Thats really weird.

What is the release you are using??

In Standard SAP, You have different residence times.

SAP set the deletion flag if residence time one is met, but residence time 2 not yet.

If both times are met, the PO gets archived.

for examples see OSS note 948493 - Residence time in new reports RM06EV47, RM06BV47 .

And if you are using 4.6c Version, then OSS note 588463 .

A document item gets deactivated (deletion indicator) if you have more than one items in a document, but not all fulfill the archiving criteria, then the once that fulfill the criteria get deactivated, the other remain untouched. But the document gets only archived if all items are deactivated.

Please check and let us know.

THanks

Murtuza

[former_member192897]

You would have got a detailed log of Purchase orders which were not archived due to various reasons. Was this purchase order is on the list.

The system archives complete documents only, and only if all the items in the document fulfill the criteria for deletion. Assume that a purchasing document has 100 items, 99 of which satisfy the deletion criteria and one of which does not. The document will not be archived. The system only sets the deletion indicator for the 99 items.

[Former Member]

Thanks Ashok , Murtuza.

Yes i read about these residence time for documentation and i am asking my BA to look into this .

The things which look strange to me is that all these document which i am not able to archive and showing this message "Change date of purchasing doc. item within retention period" . I have ran pre-processing job for them . All the document which was able to archive i went ahead and directly archived them by running "write job".

Do you think running pre-processing job might have impacted these document ?

[Former Member]

Also when i display the document in Me23n i get a message displayed as "document is archived" but document information is still present in sap db as when i look up the document in alo1as i can pull the information from SAP DB .

Which make sense as the archive write file never got created and data never got deleted to be send to archive server.

How can i create archive file for such document and delete ,send to storage server

Thanks

[JL23]

Lets become more practical.

What is actually your residence time 1 and residence time 2?

What is PO creation date? What the last change date? check PO header and PO item changes, check in PO history when the posting was.

When did you run prepocessing job, when you archiving job?

How did you run archiving, with one-step or 2step archiving?

A preprocessing job, flags all items in a PO for deletion that fulfill the archiving criteria and selection.

The write job then writes all POs that have all items flagged for deletion into an archive

then a delete job reads the archive and deletes all corresponding records from the tables (EKKO, EKPO etc.)

This archive is at this moment usually in SAPs file system, the store job then moves the archive from the files system to a content server (e.g. IXOS)

Try to answer above question and I am sure we can answer your question

[Former Member]

Jurgen here is the information regarding the document i am trying to archive .

What is actually your residence time 1 and residence time 2? = 30 days

What is PO creation date = 08/1998

What the last change date check PO header and PO item changes == 02/2002 check in PO history when the posting was.

When did you run prepossessing job === Put the document number , doc type and category . Selected the one step procedure

Once the pre-processing job was finished then ran the write archiving job.

How did you run archiving, with one-step or 2step archiving? I have selected one step procedure check box in pre-processing job.

Thanks

[JL23]

are you certain that this PO was in your prerun and write job? did you see this PO number in the spoolfile of these jobs?

I am just asking as I have seen many threads here where people had set a deletion indicator at PO header with mass transaction.This just has the effect that SAP assumes this record is already archived and waits for deletion. but deletion run first reads the archive to make sure that data is archived and readable before it deletes the record from the tables.And as it does not have an archive, it cannot delete the records.

[Former Member]

Write job spool definitely show the document number in spool as i have just run the job for this document only.

Pre-proc job don't show anything .

In table EKKO i see the the column "LOKEZ- Deletion indicator" has field value of "L".

How can i solve this issue .

[JL23]

What does the job log tell you for this PO number? does it say archived, or does it list any other message?

if it list the message that there was a change, then I guess that you ran prepocess job without the one step flag. Hence you can only archive this PO after the 30 days have been past.

If the message says archived, then you should see this archive, except you ran archive writing as a test run.

[Former Member]

This is the job log

===========

Job started

Step 001 started (program RM06EW47, variant MM_EKKO_V1_W,

Archiving session 000044 is being created

1 of 1 purchasing docs processed

1 of 1 purchasing docs processed

Job finished

==========

Here is log in spool

===================

XXX00000002 Change date of purchasing doc. item within retention period

=====================

[Former Member]

I was able to archive the data . I created a new variant and used that to archive the doc which were not getting archived early.

What i think is that either the document got archived because of the new variant or i had not touched the document for around 7 days and ran yesterday and they got archived. It could be that there some flag set in some table which prohibits document to get archived once preprocessing is run and there is some issue in write archive.

Any how i archived the document and thanks all for input.