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1. with reference to SAP arch Path name archive add on Ipbstetit Diagram 13 Selection screen of the index generation program Generally the secondary indices for documents G L accounts customers and ven dors are created during each indexing run This means that you can access the PBSc software PBS archive add on CFI Administration 27 documents and the document lines of an account G L account vendor or cus tomer directly via the secondary indices The selection of the SAP archives of the archiving object FI_ DOCUMNT and the migration object BELA can be carried out manually or automatically In case of manual selection a list of SAP archives is offered after you have pressed the button SAP archive Only SAP archives created between the dates in dicated are displayed We recommend to process during each run of the index generation program only one SAP archive file If an SAP archive is selected which was already processed during an earlier run of the index generation program an error message is displayed Thus you avoid double indexing in the PBS archive add on within a directory In case of an automatic selection all SAP archives between the indicated dates are indexed into the PBS archive add on SAP archives which have already been pro cessed are not considered so that automatic selection also never admits to index an SAP archive into the PBS archive add on for a second time In addition it is possible t
2. Execute F8 i Execute and Print Ctrl P di Execute in Background F9 M Exit Shift F3 46 S8H8 St oss f es ive add on CFI F accounting documents data from SAP RA Archive Select manually SAP archive from 01 01 1990 Select automatically SAP archive from 01 01 1990 max number phys files 999 Diagram 16 Under SE38 way through the menus to schedule a job PBS a software PBS archive add on CFI Administration 32 Important The PBS archive add on for Accounting Documents has to be constructed for each client separately During the runtime the program generates an archive add on for accounting doc uments from the archive data and transfers this archive add on into the indicated path The program generates new directories and files Diagram 17 Gesamt 32 drws rws owe 2 e3ladm sapays 512 Dez Z 56 BELEGE AEWECWEECWE 2 e3ladm sapsys 512 Dez 2 156 BIBOOL wuerz sun45 pbs wuerz2 3 cd BELEGE wuerz sun45 pbs wuerz2 BELEGE 4 dir Gesamt 112 YWHEWE EWE e3ladm sapsys 100 Dez 2 756 QO3AF_ Laut YWE EWE EWE e3ladm sapsys 1057 Dez 2 156 OOSAF Protokoll EWE OWE CWE e3ladm sapsys 2 Dez 2 156 QO3AF Restart YEWHEWE EWE e3ladm sapsys 50 Dez 2 156 QO3AF Steuerung YWE EWE EWE e3ladm sapsye 100 Dez 2 156 OOSAF Summen EWE IOWH CWE e3ladm sapsys 7050 Dez 2 156 o03co000000001 EWE CWE OWE e3ladm sapsys 1600 Dez 2 156 O03CcoO000000021 wuerz sun45 pbs wuerz2 BELEGE 5
3. PBS PBS PBS PBS_45 PBS main menu ZPBS Click on button PBS Click on button PBS archive add on archive add on PBS CFI menu ZCFI PBS CFI PBS CFI Please note that it can be necessary to enter n or o before all PBS transactions other than original naming area If you get a message such as function code cannot be selected or anything similar after entering e g pbs cfi try again with n pbs cfi Another way to integrate the PBS transactions into the R 3 system is the entry of the PBS report names under the SAP original transaction names in transaction ta ble TSTC This is a modification which can be reversed and is carried out with the report PBS CFI_TMOD respectively ZZCFTMOD Set up PBS transaction code realizes the modification Then being in the SAP menu the user is provided with all PBS CFI display transactions under the SAP original transaction names Set up SAP transaction code reproduces the original SAP status i e resets the modi fication of table TSTC PBS a software PBS archive add on CFI Administration 10 2 3 Navigation from Release 4 6 From release 4 6 the navigation has completely changed due to the implementa tion of the SAP Easy Access technique This has also its effects on the transac tions in the environment of the PBS archive add ons The delivery of the PBS archive add on CFI contains area menus PBS PBS main menu of the PBS modules and P
4. Ai Select manually Select manually SAP archive from 01 01 1990 to 31 12 9999 max number phys files 999 All archive files Non indexed archive files amp Select automatically amp Delete old runs Input control document receipt Pe es G L account indexing es Document specific selections Input control index generation Output control index generation Activate index at runtime C Delete previous index at runtime Sequential processing Se M Runs per main index 10 M Perform consolidation for 10 complete main indices Parallel processing Execute parallel index gen on 0 processes gt Scheduling server M Complete parallel index generation with consolidation PBSc software PBS archive add on CFI Administration 60 3 Example Normal archiving with subsequent index generation More than three archive files are created You should perform the archive file se lection automatically and set the to date so large that you can then also use the same variant in the future Parallel processing should be used for the output control with subsequent consolidation After completion of a business year the main index area should be shifted into the long term index jrar Edit Goto System el ES Oe ee el alle index generation archive add on CFI F O amp Data from SAP ERP Central Component 6 0 l Select manually ai Select automatically Select automati
5. 4 1 10 New multi purpose Index from Release 4 0B With customer patch 1 to the final release 2nd edition additional secondary indices are available accelerating considerably the retrieval via the document header fields posting date entry date document date document type and reference doc ument number if the document number has not been predefined The new index can be created either only for those documents which are added during a new indexing run or they can be constructed again for the complete ar chive stock In the first case the only thing the user has to do is to use the standard index gen eration program contained in customer patch 1 for the final release 2nd edition from now on In this case the old stock remains unaffected and the new docu ments receive all additional secondary indices However in this case the old stock does not have these indices Therefore having received customer patch 1 you should consider providing the existing archive at first with the new indices by carrying out an index setup run For this purpose you can use program PBS CFIFLDR9 see next section 4 1 11 Later construction of the multi purpose Index from 4 0B Preconditions for the later construction of the new index in an old stock A PBS archive add on CFI F which can be read is available under SAP R 3 re lease 4 0B or higher You can also provide data migrated from R 2 or archives constructed under release 3 x now available i
6. Update to administration table O PBS a software PBS archive add on CFI 9 Migration from R 2 to R 3 9 1 SAP Migration Tool SAP AG provides a migration tool which does not only allow to migrate resident da ta in case of some modules also archived R 2 documents are migrated into the R 3 system This tool consists of two parts The R 2 part used to create a sequential transport file from the R 2 documents which is transferred into the R 3 system The R 3 part data conversions and reallocation of keys which can be very com pany specific are carried out in the R 3 part of the SAP migration tool All neces sary entries can be defined with the central transaction DMIG From version V45 please do not confuse this version with the R 3 release 4 5 the SAP migration tool contains the following migration objects relevant for the PBS ar chive add on CFI Administration 73 SAP migration object R 3 archiving object R 3 archiving object Fl_DOCUMNT MM_MATBEL R 2 residence BELG MBEL R 2 SAP archive BELA MBLA 9 1 1 Migration Objects As with regard to data conversions and key conversions there is practically no difference between an R 2 document from the residence and an archive document the migration objects BELG and BELA on the one hand and MBEL and MBLA on the other hand have been defined in a way that the same adjustments to conver sion and key conversion variants are used respec
7. cated during the last run of the administration table updates Via double click you can select from this list the run for which the log is to be displayed When selecting the radio button Check admin table the basic information regard ing the location of the archive is provided and you can see if the administration ta ble on database is available in its latest version i e if the administration table was loaded newly after the last indexing run If you select Check archive inventory a new screen is opened the Archive check program that checks the archive on file system level During the checking procedure all files are read In case the checking procedure is carried out with pa rameter Check if cluster can be decompressed all tables will be decompressed additionally We recommend to carry out a checking of the archive before data backup by checking of decompression PBS a software PBS archive add on CFI Administration 69 7 R 3 System Settings 7 1 Hard Disk Space The PBS archive add on for Accounting Documents is constructed in file systems independent from database see chapter 4 1 2 The system administrator s task here is to reserve free storage capacities for the archive construction For the re served disk space a file path has to be defined which can be used by the PBS ar chive programs In addition a restriction of the write read authorization on this file path exclusively for the supplied PBS prog
8. cd pbs wuerz2 BIBOO1 wuerz sun45 pbs wuerz2 BIBOO 6 dir Gesamt 112 YWEEWE EWE e3ladm sapsys 928 Dez 2 56 003AF_ZZFFILE YWEEWE EWE e3ladm sapsye 50 Dez 2 156 OOSBF Steuerung EWE CWE OWE e3ladm sapsys 100 Dez 2 256 QO3BF Summen YWHEWE EWE e3ladm sapsye 300 Dez 2 156 OO3EO0530013400186 YWEEWE EWE e3ladm sapsys 2950 Dez 2 156 OOS3700530000015188000001 EWE ICOWH CWE e3ladm sapsys 900 Dez 2 156 OO3LO0530000100000000001 EWEEWE EWE e3ladm sapsye 300 Dez 2 156 OO3V001340018600531997 wuerz sun4s pbs wuerz2 BIBOO 7 Diagram 17 PBS archive add on CFI after initial construction on file system level Directory BELEGE contains in addition to general control information the com plete documents in document clusters In directory BIBxxx the secondary indices are managed besides the general control information The directory is marked at the end with a serial number here 001 After the successful generating of the accounting document archive the index gen eration program displays an archive selection statistic Diagram 18 At the end of a completed run the message Archive add on CFI successfully set up must be displayed PBS a software PBS archive add on CFI Administration 33 The logs are kept in directory BELEGE and can be displayed any time via the menu Diagram 12 gt Archive gt Accounting gt History 02 12 1998 Index generation program for accounting documents into the PBS Online Archive CF
9. if you have decided to delimit via posting period and fiscal year also remain blank Otherwise there is the danger that not all archived documents of the requested fiscal period are archived The Key date is the relation date for the account type and the document type run time At the time of the archiving run the parameter should be a past date or as default value proposed the current date At Program Control you must not select Test Run If this parameter was marked the archiving would only be simulated but no archive file would be created Neither would documents be removed from the database In case of mass data we also recommend to delimit to Only incorrect docs in det log 3 3 3 Starting Date and Spool Parameters The next thing to do is to fix the starting date and to update the spool parameters The settings made her depend on the situation at the customer s We only recom mend to carry out the archiving run at times where the load on the system is low at night during the weekend During a first archiving after a long phase of unlimited database growth you should archive in each run only one fiscal year see Diagram 11 in case of a large data volume only one quarter of a fiscal year and schedule at least a complete weekend for this job or jobs 3 3 4 Archiving Rota Further archiving runs should then be carried out in regular periods Example Your document volume in FI is ca 100 000 documents per month l e the load
10. sponding index setup program see Diagram 12 in the menu of CFI via gt Archive Accounting gt Load Documents explained in this chapter or via gt Archive gt Materials Management gt Load documents explained in chapter 4 2 PBS a software PBS archive add on CFI Administration 26 Attention If your company is situated in a country of the European Commu nity and if the local currency has already been converted to the EURO there are two different types of SAP archive files i e such files created before the conversion of the local currency e g DM archives and such files created after EURO archives When indexing these SAP archive files into the PBS archive add on you must take care that on the same day either only DM ar chives or only EURO archives are processed 4 1 Archiving object FLDOCUMNT Program Edit Goto System Help BIB G60 DAHR Sanaa fhe index Generation archive add on accounting documents D amp data from SAP R 3 Archive Select manually SAP archive from 01 01 1990 To 31 12 9999 Select automatically SAP archive from 01 01 1990 To 31 12 9999 max number phys files 999 Delete old run Run Document selection Lower limit account period 199001 Check docs to be added Check existing stock Scope archiv y Archive system GIL ace index Def from document with copy SAP doc Def from master General constr
11. the new version constructs the new indices for all new doc uments We recommend If possible please test the index consiruction at first in a test system by using a copy of the existing PBS archive First step Before merging new archive data with the new version of the index generation program to the existing PBS archive it is necessary to construct the missing indices later on see above Therefore the first step is to create a variant for the index setup program PBS CFIFLDR9 starting this program in the back ground If you do not start the program in the background but in the online mode a window is opened Please only confirm if a small PBS archive add on CFI F is provided with the new index for test purposes Normally the index construction especially of large data quantities should be carried out in the background Please consider extremely long runtimes In case of large stocks of about 10 mil lion documents and more you should plan a complete weekend If you have been successful at the end of the run a statistic is displayed which you can compare with the statistic of the last indexing run in the PBS standard should such statistic still be available Second step By using archive tool PBS CFI_SCAN you have now a technical view to the documents the indices up to now and the new multi purpose index Third step If in the Fl part of the archive tool all index types can be displayed cor rectly you can conti
12. under the header Application specific Customizing with the menu options Maintain Account Type Life or Tcode OBR7 Diagram 7 and Maintain Document Type Life or Tcode OBR8 Diagram 8 A completely cleared document remains in the database as long as the archiving program does not intent to archive this document Now after the clearing date the runtimes which can be maintained here must have been passed so that the docu ment is transferred to the archive file These runtimes are so to say minimum run times which the document passes beyond its clearing date in the database This way you can prevent archivable documents from being archived yet From a tech nical point of view however this is not desirable load on the database and when using the PBS archive add on CFI also not necessary from the accounting point of view We therefore urgently recommend to define all runtimes to the smallest possible value namely one day see Diagram 7 and Diagram 8 PBS a software PBS archive add on CFI Administration 20 Which of the archivable documents are really archived and which of them have to remain in the database should be restricted at a different place via posting period and fiscal year see The Archiving Job below 99 raldxR me Diagram 7 Account type runtimes transaction OBR7 recommended default values archiving object FI_DOCUMNT The runtimes are generally indicated in days If a runtime or even an accoun
13. 0B or higher You can also provide data migrated from R 2 or archives constructed under release 3 x now available in 4 0B or higher with the new index at a later date if the PBS archive add on CFI M was constructed correctly Preparations At first make sure that a data backup of the PBS archive add on CFI M has been carried out This is necessary because the program cannot start again in case of a later construction of the new indices if this run is terminated Import the enclosed transport request here customer patch 5 first edition or higher with unconditional mode U26 PBS a software PBS archive add on CFI Administration 46 Realization If you want to provide the existing archive at a later date with the new indices you must not carry out an additional indexing run with the new version of PBS CFIMLDR39 before the run of the index setup program The index setup pro gram can only handle old stocks correctly but it is not able to deal with merged stocks partly containing the new index However if you do without the new indices when dealing with the old stock and on ly construct the new documents with the new indices you can continue as usual with the runs of the new PBS CFIMLDR3 and ignore the next paragraphs of this chapter From now on the new version constructs the new indices for all new doc uments But in this case you are in now way allowed to start the index setup pro gram again finally agreeing to
14. 2001 PBS Index 4 6c FYR 2001 Ensure that the paths entered here can be accessed from the SAP system To do this use SAP transaction AL11 Display SAP Directories After you have entered all the paths you must activate them To do this first select all existing entries using the option Choose Then run the program using the op tion activate PBS a software PBS archive add on CFI Administration 67 6 Test Tools up to SAP Release 4 6C A utility is available to manage and check the PBS archive add on CFI which can be started as described in Diagram 28 via gt Archive gt Archive Tool Display contents of archive add on accounting and material doc EEEEE e Statwith key E G O O O O Q O O A Q Q Q Q Diagram 28 Delimitations of the archive tool PBS a software PBS archive add on CFI Administration 68 You can use this program to display documents respectively secondary indices di rectly from the PBS archive add on CFI In the basic list the physical indices are displayed Via function button Choose you can display the entries per index If you select Job logs FI at first the runs of the index generation program which have been carried out already are displayed in a list Only the indexing runs from the current archive path are displayed The current archive path is the path indi
15. CFI menu you can move to the corresponding de limitation program by gt Customizing gt Accounting gt Dynamic Selections or by gt Customizing gt Materials Management Dynamic Selections see Diagram 14 In the delimitation program all delimitations you can select are listed With a double click on the corresponding line the delimitation is selected and a green tick is displayed see Diagram 15 Having selected all requested delimitations you must save the selection From this time the dynamic selections are available in the index generation program Document Number Document type Document Date Doc status Pasting Date Company Code Cross co code no Entry date Fiscal Year Local Currency Posting Period Currency Reference Diagram 15 Select options in the Customizing of the dynamic selections for financial accounting documents Important If the PBS archive add on CFI is used for documentation purposes balance audit trail accounting reconciliation the dynamic selections must be se lected in a way that a period related evaluation is still possible PBS a software PBS archive add on CFI Administration 31 4 1 5 Restart With the restart option you can cover yourself from cancellations of the index gen eration program for example by a system shutdown If a run is cancelled the next run can reset the status of the PBS archive add on to the status before the cancelled run and then proce
16. If in the MM part of the archive tool all index types can be displayed correctly you can continue with the construction of the archive Use as usual in dex generation program PBS CFIMLDR3 which now also constructs the additional index At the end please always update the administration table with PBS CFIMFILE PBS a software PBS archive add on CFI Administration 47 Fourth step To test the accesses to the new indices please select Material un der Account Display in the menu of CFI Then you get to the submenu with the different material displays 4 2 6 Update of Administration Table In order to access the archive via online transactions it is necessary to define the current directory tree of the PBS archive add on in the database table PBS CFIFFILE 4 x respectively ZZFFILE 3 x The report which updates this table can be started after each merge run if you want to access the PBS archive add on after each run However the run needs to be carried out only once which is after the processing of the ast archive file You can access the report if you select in the screen as displayed in Diagram 12 Archive Materials Management gt Activate Archive If not enough TABLESPACE was reserved for this table and if the directory tree needs more space than having been reserved due to the large number of merge runs a cancellation may occur during the update on the table Please keep in mind that the program should run in
17. Navigation Administration Board PBS a software PBS archive add on CFI Administration 50 5 1 1 Administration Board The PBS Administration Board is the central administration instrument of the indi ces that have been generated using the ADK technique and that have been stored in so called archiving runs index areas All further descriptions refer to both archiving objects Fl DOCUMNT and MM _MATBEL supported by the PBS archive add on CFI The following diagram shows the initial screen of the Administration Board GI aft 6868 She DHHid fe oe Administration Board accounting doc 1 main indices i 23 gt LJ a G et B Sie eE m Diagram 26 Administration Board CFI F Description of the individual icons You can use this function to shift an index area from the main index into the long term index or vice versa The index area is available within the main index where it can be fur ther merged and consolidated The index area is not auto matically made available as a long term index for further processing for index generation Furthermore access here can be restricted This is in accordance with the previous PBS long term archive By converting a main index into a merge index it is ensured that this index area is no longer subject to the automatic merging of the index generation It is possible to restrict access rights for the long term index Here you can define and maintain th
18. SE14 With this utility you can initialize the tables completely by executing the option Activate and adjust database and choosing Delete data E Table Goto Extras System Help g a HICA BAR Sti fen ABAP Dictionary Utility for Database Tables Indexes Storage Parameters Check Object Log H Name PBS CFIFFILE Transparent table Short text Contents archive add on CFI F Last changed MEIER 06 03 2007 Status Active Saved Exists in the database Execute database operation Processing type Direct O Background O Enter for mass processing Create database table Delete database table Activate and adjust database O Save data PBS a software PBS archive add on CFI Administration 64 This should be executed for the following tables for the accounting document in dexes PBS CFIFFILE PBS CFIFFILE_OT and PBS CFI_PATH The tables for the material documents are PBS CFIMFILE PBS CFIMFILE_OT and PBS CFIMPATH b Old index data should be still used and the storage location remains the same In this case access to the old archive data should be possible via the PBS index without any further maintenance If the file directory in which the index files are lo cated on the server has not been changed the PBS administrative information is still valid and can also be evaluated in the
19. areas increases A larger number of index areas that are available to users however increases the run times during evaluations particularly when accessing a single document This can be resolved by performing a consolidation when reaching a certain number of main index areas In this case a consolidation program is started which combines the available main index areas into a main index area With parallel processing it is possible to do without merge runs completely and to split up the individual index generations between several processes and servers PBS a software PBS archive add on CFI Administration 57 Here it is also possible to perform a subsequent consolidation in order to reduce runtimes during accesses This variant is only sensible if you have to perform a lar ger number of index generations 5 1 3 Consolidation KJ i OR PBS archive add on CFI F accounting document index consolidation ADK Vey It is possible to combine several index areas into one index using the button Consolidation in the Administration Board This results in a better overview and shortens access times when accessing the archive When making an entry the index areas can either be selected manually or all main index areas are used The program must process at least two and a maximum of 90 index areas The created index area can be made available to users with the parameter Acti vate index at runtime The entry areas
20. construction and administration of the PBS archive add on CFI as easy as possible At first data archiving with trans action SARA is discussed the second topic is the PBS index construction from the SAP archive files The modular user manual of each PBS archive add onis composed of partial man uals Part A Installation Part B Administration Archive Construction and Maintenance Part C Application Programs Transactions Part D Migration Support R 2 gt R 3 if available There are additional manuals for the PBS utilities Conversion Tool Archive Browser Translation Tool Should you have questions regarding the installation of the PBS archive add ons or if you have problems when installing the software please call directly the Service Hotline of PBS Software GmbH Phone 49 6251 174110 Fax 49 6251 174 174 Email hotline pbs software com Release Compatibility The PBS archive add on CFI discussed in this manual runs with the basis pro grams of SAP AG 69190 Walldorf Baden R 3 system releases 4 0 4 5 4 6 R 3 Enterprise PBSc software PBS archive add on CFI Administration 8 2 Overview of the PBS ar chive add on CFI 2 1 Nomenclature Speaking in the R 2 environment of Reorganization when actually meaning the Ar chiving of completed documents the first term today is mostly allocated to the physical reorganization of the database whereas the second means writing com pleted doc
21. into a long term index After completion of an archive year you should shift the main index area into the long term index You can do this by selecting the index area and pressing the respective icon alIHi 6e SHR SH 5S hei Administration Board accounting doc 7 main indices i 23 gt Lo 1 ED aBa Main indices 6 Example Creating extending and changing a long term index When doing this all main indices have to be temporarily shifted into the long term index The long term index that is to be modified is then shifted into the main index This step is obsolete if you want to generate a new long term index An archive year can then be generated as described in Example 1 After the generation has been com pleted the generated index area has to be shifted into the long term index and the temporarily stored long term indices have to be shifted back into the main index ar ea 7 Example Deletion of a run from an index area During deletion of a run from an index area first check from which index area a run should be deleted If it is not the latest main index an alternative index has to be entered under Input control index generation and should be activated via the radio button Now runs for dele tion can be selected under Delete old runs For a deletion run it is only possible to start a sequential processing without any limitation of runs or consolidation During this procedure an activation
22. of runtime you want to do without some older paths when retrieving the data you can set the read access field active again to SPACE via Maint or as de scribed in the previous chapter Should you have chosen Deactivate the corresponding entries in the administra tion tables are deleted and the variable active in the path table is set to SPACE If you want to have the data stored on slower media again available in the online operation you have to reload this data into a directory on the hard disk The name of the directory is not important however the directory must be empty and is to be made known to the PBS archive accesses via Define additional archive paths In a second step the administration table for this directory is to be filled as just dis cussed You can see if you have been successful by using archive tool PBS CFI_SCAN having entered manually the path number Important Hints 1 A PBS archive path in which new ADK files are added from the running archiving procedures may not be defined and activated as main path and additional path at the same time 2 PBS can prevent that ADK files are indexed twice in one archive path by validation If several archive paths are defined please keep in mind that archive runs cannot be indexed several times The sum of all indexed ADK files must not be larger than the sum of the existing ADK files PBS a software PBS archive add on CFI Administration 40
23. on the database increases every month by the corresponding amount of data In this case you should schedule an archiving run every month or every quarter at the latest this archiving run should be followed by an immediate indexing run i e a con struction run of the PBS archive add on CFI PBS a software PBS archive add on CFI Administration 25 4 Index Generation Prog FAMS up to sap Release 4 6C As already mentioned the PBS archive add on CFI covers the R 3 archiving ob jects FLDOCUMNT and MM_MATBEL Moreover migrated R 2 data can be proc essed which has been created with the SAP migration objects BELA for archived RF financial accounting documents and MBLA for archived RF material move ments J PBS archive add on CFI C Account display C Document display gt C Report selection gt C Data Export Interface 2 Archive 2 SJ Accounting amp Load documents Activate archive History lt J Long term archive amp Define additional archive paths al Activate additional archive paths 2 J Materials management O Load documents amp Activate archive History 2 3 Long term archive P Define additional archive paths YO Activate additional archive paths amp Archive tool D J Cuptomizing Diagram 12 Navigation to the index generation programs According to whether you are dealing with pure financial accounting documents FI_LDOCUMNT or material movements MM_MATBEL you can reach the corre
24. should nevertheless read this chapter carefully because certain definitions and adjustments have to be car ried out already in the present stage regarding the later construction of the PBS ar chive add on However we do not try here to substitute the detailed SAP documentation on this topic published under the title Managing SAP R 3 Archiving Projects and pro vided in the SAPnet We urgently recommend to read this documentation without restriction 3 1 General Customizing of Transac tion SARA The ways through the menu of the transaction SARA are somewhat different in the various SAP releases Here we discuss the Customizing in release 4 0B however the adjustments mentioned here also apply for the other releases and can be car ried out at the corresponding positions Normally they can be found easily al though the details may differ compared to 4 0B PBS a software PBS archive add on CFI Administration 14 Having called transaction SARA the following initial screen is displayed Diagram 2 189 G 6 SHB HnHS fw Archive Administration Initial Screen Diagram 2 Initial screen transaction SARA Now you should enter one of the archiving objects FILDOCUMNT or MM_MATBEL covered by the PBS archive add on under Object Name and press the button Customizing Under 4 0B a popup like in Diagram 3 is displayed or un der 3 x directly in Diagram 3 8 Technical Settings Check and Delete Archiving O
25. 11 56 02 Start of Selection Delimitations log database Automatic manually MANU SAP archives from 01 01 1990 Sel SAP archives FI_DOCUMNT000749000749 001FI_ DOCUMNT EQ I Report delimitations All documents loaded X Seq no interval 1 9 999 999 Sub lim posting per 199001 Check acquis X Check stock Archive complete document Constr secondary index customer Constr secondary index vendor Sec Ind G L acc def from doc Sec Ind G L acc def from master Sec Ind G L acc constr general Path PBS archive add on CFI pbs wuerz2 DI Dd PS PS 02 12 1998 Index generation program for accounting documents into the PBS Online Archive CF RUN PROTOCOL This is run number 001 11 56 07 End of Selection 11 56 07 End read SAP archive start sort 02 12 1998 Index generation program for accounting documents into the PBS Online Archive CF Written Read Written Archived Written Acquis Stock Stock Stock Total No document indices 23 0 0 0 23 No customer indices 47 0 0 0 47 No vendor indices 0 0 0 0 0 No G L account indices 23 0 0 0 23 No general indices 0 0 0 0 0 No reference indices 23 0 0 0 23 The following SAP archives were processed 000749 001FI DOCUMNT 29 09 1998 08 46 03 in Lauf 001 am 02 12 1998 PBS archive add on CFI successfully installed Diagram 18 Archive selection statistic PBS a software PBS archive add on CFI Administration 34 4 1 7 Further Indexing Process
26. 69 6 208 nao fe Archive Administration Create Archive Files Diagram 10 Create variant for archiving job 3 3 2 Maintain Variant Here the volume of the data to be archived is determined Three topics should be considered e Requirements by financial accounting which data is to be remained in the database Relieving the load on the database archive first the archiving objects with a large data volume e Simplicity of management clear delimitation of the documents to be archived PBS a software PBS archive add on CFI Administration 23 As when using the PBS archive add on CFI the archived documents can be ac cessed as fast and comfortable as the database documents the role of the first topic is not that important In case of a large document volume the archiving can be carried out every month You can transfer completed documents even of the cur rent fiscal year to the archive It is never necessary to keep completed documents of completed fiscal years in the database For this reason the second topic is much more important If you do not know ex actly which database tables and which archiving objects put most of the load onto your database we are pleased to recommend our database analysis tool the PBS Database Analyzer PLUS In general also in R 3 a lean database should be aimed at because display transactions and batch evaluations perform faster Especially in case of the archiving runs themse
27. 70 ZZCFABST PBS a software
28. As standard all documents are to be pro cessed If an archive file is to be built up using sequential number intervals it should be noted that the intervals must be specified without overlaps 1 to 200000 200001 to 400000 400001 to 600000 and so on Otherwise there is the danger that individual documents are indexed twice in the PBS index area No automatic check takes place in this case In the case of general ledger indices only for archiving object FLDOCUMNT you can choose between three creation criteria If the parameter Value from document is active the field Resident general ledg er account BSEG XHRES or Line item display possible via account BSEG XKRES respectively defines whether an entry is created in the archive index ta ble for general ledger line item display If the parameter Value from master is active the index creation is done using the value from the account control for the general ledger account master This results in an index entry also being created for resident managed reconciliation accounts If the parameter General index generation was selected an entry is created for all normal general ledger items in the archive index table If this involves items of a reconciliation account for the customer or the vendor an index entry is only created for non sales related postings sales related indicator SPACE The parameter General index generation must also be selected if you wan
29. BS CFI financial accounting functions From these menus you have to generate now activity groups 4 6B respectively roles from 4 6C which then can be integrated into the user master You can also create an activity group role directly from the Easy Access menu 18 6 8H8 ana SAP Easy Access SAP R 3 You are free to choose the name of the activity group role the name can also be within the PBS naming area A PBS area menu is then transferred by pressing the function key Transfer menus from area menus by indicating the corresponding PBS menu name During the transfer the system query for the resolution of the ar ea menu is to be answered with yes The role activity group created this way can now be integrated in the corresponding user master We recommend to allocate global activity group role PBS PBS to the administrators and the special function menu PBS CFI to the end users E E B C TCT z Please see the current SAP standard documentation for more details on the crea tion of activity groups roles PBS a software PBS archive add on CFI Administration 11 SAP Easy Access PBS archive add ons Ls Ej Z Fa Other menu amp 2 va L Create role Assign 2 Financial accounting 2 PBS archive add on CFI 2 3 Account display 2 3 Vendors Account amp Display line items amp Display balances D Account interval enhanced version gt I Correspondence gt Periodic process
30. PBS a software CFI the PBS archive add on for financial accounting and material documents Manual Part B Administration Compatible with SAP R 3 4 x SAP Certified Powered by SAP NetWeaver December 16 2013 PBS archive add on CFI Administration 2 1999 2013 PBS Software GmbH Schwanheimer Strasse 144a 64625 Bensheim Germany SAPA Phone 49 6251 1740 Fax 49 6251 174 174 7 Email info pbs software com Internet www pbs software com PBS archive add ons is a registered trademark of PBS Software GmbH Bensheim SAP R 3 SAP ERP SAP NetWeaver ABAP and others are registered trademarks of SAP AG Walldorf Baden Acrobat Reader is a registered trademark of Adobe Systems Incorporated PBS a software PBS archive add on CFI Administration 3 Introduction to the PBS ILM Concept Information Lifecycle Management Information Lifecycle Management ILM means the administration of information related to the time when it is used taking into account its total costs and compli ance A conclusive efficient ILM concept must as a result control data growth manage retention rules and also ensure compliant data storage Furthermore an easy access to archived data is decisive and for example its transfer during inter nal and external audits PBS ILM Concept PBS software provides existing SAP customers extensive solutions to put into practice the requirements that were de
31. PBS a software PBS archive add on CFI Administration 45 4 2 4 New Multi Purpose Index from Release 4 0B With customer patch 5 first edition another secondary index is available for the ma terial number index accelerating considerably the retrieval via the fields posting date plant transaction type and batch number if the material number has not been predefined In the course of this new feature some additional display transactions are supplied The new index can be created either only for those documents which are added during a new indexing run or they can be constructed again for the complete archive stock In the first case the only thing the user has to do is to use the standard index gen eration program contained in customer patch 5 first edition In this case the old stock remains unaffected and the new documents receive all additional secondary indices If you have chosen this variant the old stock however can never be pro vided with the new indices at a later date Therefore having received customer patch 5 first edition you should consider pro viding the existing archive at first with the new indices by carrying out an index setup run For this purpose you can use program PBS CFIMLDR9 4 2 5 Later Construction of the Multi Purpose Index from 4 0B Preconditions for the later construction of the new index in an old stock A PBS archive add on CFI M which can be read is available under SAP R 3 re lease 4
32. archiving Thus time is saved for the data backup PBS a software PBS archive add on CFI Administration 5 Table of Contents 1 Introduction 7 2 Overview of the PBS archive add on CFI 8 2 1 Nomenclature 8 2 2 Navigation up to 4 5 9 2 3 Navigation from Release 4 6 10 2 4 Modules FI and MM 12 3 Archiving in the SAP R 3 System 13 3 1 General Customizing of Transaction SARA 13 3 1 1 Technical Settings 15 3 1 2 Basis Customizing 18 3 1 3 Deactivation of the archive information system SAP AS 18 3 2 User Specific Customizing 19 3 2 1 Financial Accounting FI_DOCUMNT 19 3 2 2 Materials Management MM_MATBEL 21 3 3 The Archiving Job 22 3 3 1 Create a Variant 22 3 3 2 Maintain Variant 22 3 3 3 Starting Date and Spool Parameters 24 3 3 4 Archiving Rota 24 4 Index Generation Programs up to SAP Release 4 6C 25 4 1 Archiving object FI_DOCUMNT 26 4 1 1 G L account indexing 27 4 1 2 Archive storage 28 4 1 3 Further selection parameters 28 4 1 4 Dynamic Selections 29 4 1 5 Restart 31 4 1 6 Batch Job 31 4 1 7 Further Indexing Processes 34 4 1 8 Update of the Administration Table 34 4 1 9 Long term Archiving Fl Documents 36 PBS a software PBS archive add on CFI Administration 6 4 1 10 New multi purpose Index from Release 4 0B 40 4 1 11 Later construction of the multi purpose Index from 4 0B 40 4 2 Arching Object MM_MATBEL 43 4 2 1 Archive storage 44 4 2 2 Scope of the archive 44 4 2 3 Batch J
33. bject Specific Customizing Technical Settings Archive Routing Basis Customizing 0 8 Cross Client File Names Paths Client Specific File Names a Change Document Lives Diagram 3 Selection of customizing transactions archiving object Fl_DOCUMNT PBS a software PBS archive add on CFI Administration 15 3 1 1 Technical Settings If you carry out now the first of the selection possibilities technical settings a screen like Diagram 4 opens under release 3 x you get there directly without the intermediate popup Diagram 5 Diagram 4 General Technical Settings You should deactivate Verify Archive Files gt Before Reading in this screen If this button is activated the archive is sequentially read for each individual access to the document PBS a software PBS archive add on CFI Administration 16 If you execute the second selection possibility technical settings you will get Diagram 5 Table View Edit Goto Selection Utilities System Help 2 afsg 6 68 CHB Sn S55 Aeon Change View Customizing View for Archiving Details Object Name FI_DOCUMNT Financial Accounting Documents Logical File Name ARCHIVE_DATA_FILE Archive File Size Maximum Size in MB 100 Maximum Number of Data Objects 120 000 Settings for Delete Program Test Mode Variant PBS_TEST Production Mode Variant PBS Delete Jobs Not Scheduled Start Automatically After Event Event Parame
34. cally SAP archive from 01 01 1998 to 31 12 9999 max number phys files amp Delete old runs Assign scheduling server No Scheduling server 2 suntt_esoso 9 2 Liesl Input control document receipt Ve G L account indexing Pa Document specific selections Liesl Input control index generation ial Output control index generation Output control index generation Activate index at runtime lie L poi F Delete previous index at runtime ga Check fa H x ce K Sequential processing V Runs per main index 10 W Perform consolidation for 10 complete main indices Parallel processing Execute parallel index gen on ic processes W Complete parallel index generation with consolidation PBS a software PBS archive add on CFI Administration 61 4 Example Switch from previous index generation in directories to index generation with ADK technique When doing this it should be ensured that there are no overlaps when performing the archive file selection This means that when entering a date in the field SAP archive from this should be a date that is one day later than the last archive file to be processed using the ADK technique You can display the indexed archive files using the transactions PBS CFI_Y06 for Financial Accounting or PBS CFI_Y16 for Materials Management respectively 5 Example Shifting a main index area
35. can be deleted after creation of the index area A test run can be used to check the result without making changes PBS a software PBS archive add on CFI Administration 58 5 1 4 Index Generation Examples This section provides you with a number of examples to enable you to perform the index generation as quickly and as easily as possible 1 Example Completely new creation When performing the data selection you should limit this to one archive year all archive files that were created during one year The maximum number of physical files should be set as high as possible so that they are able to be processed during one run Extract Sort Limitation You should choose parallel processing with subsequent consolidation for the index generation output control You can select the server and the number of processes using the button Scheduling server After the index generation has been com pleted shift the created index area into the long term index Repeat this step until all the archive years up to the current archive year have been processed g 3181 66 208 H0a0 Hee index generation archive add on CFi F amp H Data tom SAP ERP Centrai Conporen 60 A Select manually Select manualy O SAP archive from 01 01 1990 to 31 12 9999 max number phys files 999 All archive files D Non indexed archive files 8 Select automatically Delete old runs Scheduling server 2 su
36. cannot be made It should be made manually straight afterwards PBS a software PBS archive add on CFI Administration 62 SY 485 ell w amp Archives selected to be de Alternative index punoa C Activate index at runtime CI Delete previous index at runtime Sequential processing O Runs per main index 10 C Perfarm consolidation for 10 complete main indices Parallel processing Execute parallel index gen on processes Complete parallel index generation with consolidation PBS a software PBS archive add on CFI Administration 63 5 1 5 PBS Index Data from previous SAP Re leases After a conversion to ADK technique PBS indexes that were created in directories can still be used Thus it is not necessary to rebuild existing PBS index data Dif ferent scenarios after a system switch are explained below a Old index data from previous releases should not be used any more A prerequisite for this alternative is that all required PBS indexes are rebuilt in the new release using the method already described in this chapter Since the old ad ministrative information of the PBS indexes that were created in the earlier release still exists and is no longer valid problems can occur during read access to the PBS indexes even though the new indexes were created without problems The best way of deleting this old administrative information from the database tables is to use the SAP database utility transaction
37. ce PBS CFI_FR50 gaps in the document number assignment 3 Functions which are necessary for the administration of the PBS archive add on CFI They can be accessed via the transaction code area PBS CFI_Y e g PBS CFI_Y02 index archive PBS CFI_Y09 activate archive By assigning individual function group areas it is possible to deliberately control individual users respectively user groups PBS a software PBS archive add on CFI Administration 72 8 Check List Archive Con struction K Please tick SAP Archiving with SARA Techn Customizing Archive size approx 100 MB Data objects approx 120 000 Deletion prog Start automat Subsequent run Start automat Deactivate archive info system OOOOO User Customizing Set all runtimes to 1 OBR7 account types No account type forgotten OBR8 document types No document type forgotten OMB39 plants trans types No plant trans types forgotten OOOOOO Archiving Job Archiving quantity Delim via Fisc year Post period Test run not marked Detail log not marked Consiruction PBS archive add on CFI File system target path for PBS archive created O with administrator rights Sufficient space in target path see chapter 5 Paging area increased if necessary see chapter 7 SAP archive file available Check via SARA Management OOO Variant for index generation program created O Start only in background After index generation run
38. ct all existing entries in the displayed list Then start the program using the option activate c Old index data should be used but the storage location of the index data has changed The PBS index data from the previous release is available and still should be used but the directory in which the data is located on the server is not the same as the directory used during original index activation In this case the index data can also still be used but the administrative information must be recreated on the database To do this first delete the old administrative entries and then maintain and activate the existing paths Perform the steps below 1 Execute the steps that are described under a to delete all the no longer valid administrative information 2 Then call the Administration Board of the accounting material document indexes transaction PBS CFI_Y81N PBS CFI_Y86N Choose PBS data from prev re lease and Activate index from the menu Under Maint you must first implement all the paths in which the PBS indexes are located PBS a software PBS archive add on CFI Administration 66 E Table View Edit Goto Selection Utilities M System Help g 1 4m8 C amp O BAR 53855 HA eB New Entries Overview of Added Entries 9 EEFE Assignment path number Batch User group Description active 0001 Ypbs indexdata_46c 2000 PBS Index 4 6c FYR 2000 0002 Ypbs indexdata_46C
39. ctions for which a corresponding SAP original transaction exists are set in the way that an authorization check with the original transaction description is done during the runtime To realize this process the authorization for the general PBS transaction namespace PBS should be assigned in the user profile at least For all critical programs which change the PBS archive stock the authorization for the object S_ ARCHIVE activity 01 is required in the user master record The au thorization normally must be activated for the archive administrator End users ad ditionally require the S_ARCHIVE and S_DATASET authorization for an archive access in order to access to the PBS index data respectively the original SAP ar chive data by reading activity 33 Via the transaction code it is possible to divide the functions of the PBS archive add on CFI into 3 categories 1 Functions which correspond to the SAP standard These can be accessed via the original transaction code if they are completed by the PBS name space e g PBS FB03 accounting document PBS MB51 material docu ments for material etc These are normally all transactions starting with PBS F or PBS M 2 Functions which complete the SAP standard and have a character of the end user These programs are particularly the evaluation and extract pro grams They can be accessed via the transaction code area PBS CFI_F e g PBS CFI_FR25 invoice numbers which are assigned twi
40. do without the new indices in the old stock We recommend If possible please test the index construction at first in a test system by using a copy of the existing PBS archive First step Before merging new archive data with the new version of the index generation program to the existing PBS archive it is necessary to construct the missing indices later on see above Therefore the first step is to create a variant for index setup program PBS CFIMLDR39 starting this program in the background If you do not start the program in the background but in the online mode a window is opened Please only confirm if a small PBS archive add on CFI M is provided with the new index for test purposes Normally the index construction especially of large data quantities should be carried out in the batch Please consider extremely long runtimes In case of large stocks of about 10 mil lion documents and more you should plan a complete weekend This is especially the case if the old stock was not constructed with option Copy SAP document but with reference to SAP archive If you have been successful at the end of the run a statistic is displayed which you can compare with the statistic of the last indexing run in the PBS standard should such statistic still be available Second step By using archive tool PBS CFI_SCAN you have now a technical view to the documents the indices up to now and the new multi purpose index Third step
41. e user groups PBS a software PBS archive add on CFI Administration 51 By activating an index area the indices are made available to the user Only deactivated index areas can be activated WA gt ke 8 Deactivating an index area means that the indices are no longer available to users Deletion of an index area results in all dependent table con tents and the physical files being deleted o You can use the validation to perform a check for complete ness and consistency of the index generation This check can only be performed for the indices that were set up using the ADK technique D By performing a check of an index area you can determine whether the index area is completely readable and whether it was generated correctly k You can use the index area information to see which SAP archive files were indexed and some statistical values such as the smallest and largest value of each index per company code W Bj The log of the run for an index area provides information about the number of processed indices about the runtime and the selection criteria E By using the program PBS CFI_SCAN it is possible to select an index area and display its content a You can use this button to call the program PBS CFIFU001_ADK This enables you to test access to the archive index This program can serve as a template for your customer specific modifications a The index generation
42. ed as if the cancelled run never had taken place An index run is correctly completed if finally the complete log is available saying at the end Archive add on CFI successfully set up If you do not receive this log or only partly because of a cancellation the next index run should be started with the same delimitations like the cancelled run especially with the same input file However the restart option cannot be considered as a protection against ma nipulations of the PBS archive add on path on the operating system level After creating this path its subdirectories BELEGE and BIBxxx and the files inside must not be deleted manually except in case of a completely new construction or to re load a data backup For this reason we still recommend a periodical data backup of the PBS archive add on path with all files contained e g after each or say eve ry fifth or tenth successful merge run 4 1 6 Batch Job If all necessary definitions have been made the selection screen can be saved as a variant Here you should not start the batch job via Program Execute in Back ground because this way only the spool parameters can be maintained Instead you should use SE38 or Tools ABAP Workbench ABAP Editor and indicate the name of our index generation program 3 x ZZCFLDR3 4 x PBS CFIFLDR3 to schedule the job via Program Execute Background see Diagram 16 In this case all job control possibilities are offered
43. er turnover indicator SPACE Parameter General constr must also be selected if you want to create G L account indices for postings to the account types A assets and M material 4 1 2 Archive storage This parameter indicates the file path in which the PBS archive add on is gener ated Please keep in mind that the path name has not more than 54 digits and ends with a slash UNIX respectively a backslash Windows NT It is impor tant that this path is defined in the system This path cannot be defined ex plicitly by the index generation program Please provide an own path for each in dex setup program Unix users have to keep in mind that the R 3 administrator lt SID gt adm is the owner of the indicated directory and has read and write authorizations for the directory Write authorizations are activated in the example of the directory pbs cfi with the command chmod u w pbs cfi However if the owner is to be changed please contact the system administrator 4 1 3 Further selection parameters 4 1 3 1 Document Selection Check docs to be added The value indicated in the lower limit account period is checked in all documents from the above mentioned archive files An index for older documents is not con structed younger documents are processed as described in chapter 4 1 3 2 Check existing stock All documents that were already processed in previous runs are checked against the value indicated in the lower
44. ers for accessing If the index area is not activated it is stored as a deactivated index area and can then be activated via the Administration Board If several index generations are to take place over the number of archive files this can only be done by means of an index activation After merging an index area the read index area is no longer required and can be deleted straight after the index generation has been completed To do this the pa rameter Delete previous index at runtime should be selected By deactivating the parameter the index area is deactivated and can be deleted manually in the Administration Board This has the advantage that the old index area can be re tained longer and can be used as an intermediate status in the event of an error occurring When processing the individual index generations it is possible to choose between two variants sequential and parallel processing In the case of sequential processing the entry is merged with the newest main index This procedure can be repeated endlessly but has the disadvantage that the runtimes can increase significantly To keep this to a minimum the number of merge runs can be limited to a certain value When this value Runs per main in dex is reached a further main index is created and processed further until the run limit is reached again In the long term this has the result that the runtimes for in dex generation remain constant but the number of main index
45. es If the next SAP accounting document archive is to be loaded to the already existing PBS archive add on from the first indexing run please proceed as described be fore The index generation program is to be started again as batch process From the existing PBS archive add on and the added data a new PBS archive is con structed Files from the archive directory which are no longer needed are deleted by the index generation program Important The archive format of the current version is not compatible without a conversion to certain previous versions of the index generation program status prior to 20 5 1997 l e a PBS archive add on CFI constructed with one of the old reports ZZCFLADE or ZZCFLDFI has to be converted before a merge run in order to be compatible to the current indexing technique A conversion program is provided on request 4 1 8 Update of the Administration Table In order to access the archive via online transactions it is necessary to define the current directory tree of the PBS archive add on in the database table PBS CFIFFILE 4 x respectively ZZFFILE 3 x The report which updates this table can be started after each merge run if you want to access the PBS archive add on after each run However the run needs to be carried out only once which is after the processing of the ast archive file You can access the report if you select in the screen as displayed in Diagram 12 Archive Accounting gt Acti
46. ft MB otal MB multiplied by 125 Total in 8K blocks 1913 blocks at 8K The values you get can be entered in the first column of the table below Multi plying by the values of the third column and summing up in the last column you re ceive the required paging area for a run with 10 000 documents The requirement for runs with a higher number of documents can be easily extrapolated You can see from this calculation that in this example for a number of documents ten times higher 100 000 nearly 20 000 blocks at 8K are needed as paging area For each document an average of 1 5 KB paging space is occupied an 8K block should be sufficient for 5 average documents Table for test run with 10 000 documents own values 10 000 Document indices 104 bytes each a 1 0 MB Customer indices 1000 bytes each Vendor indices 1000 bytes each L account indices 600 bytes each Oo y y y aw otal MB multiplied by 125 Total in 8K blocks If the run is cancelled with Extract no more paging although you have carefully estimated the required space you have to check if another job with a high re quirement of Paging has run at the same time If necessary the paging area should be increased to the highest value possible and the SAP system be started again PBS a software PBS archive add on CFI Administration 71 7 3 Authorization Concept from 4 6B The parameters of all PBS transa
47. function enables you to index ADK files from the archiving object FI_LDOCUMNT The indices are al so stored in ADK files The archiving object for this is PBS CFIF a Several index areas can be grouped together using the con solidation function This improves runtimes when accessing the indices At the end of a year it makes sense to consoli date the existing main index areas and then shift them into the long term index PBS a software PBS archive add on CFI Administration 52 5 1 2 Index Generation The index generation function has been enhanced by the switch to storage of the indices in ADK files The most important functional enhancement is parallel index ing as well as the possibility to consolidate several index areas This makes it pos sible to process several archive files simultaneously and to minimize the number of index areas The individual parameters are described in more detail in the following section 31 12 9999 Diagram 27 Selection screen Index Generation CFI F PBS a software PBS archive add on CFI Administration 53 01 01 1990 31 12 9999 Select Manually In the case of Select manually you can select the FI_DOCUMNT archive files yourself via a dialog window The selection list can be limited on the one hand by a date interval archive file creation day and also by non indexed archive files When selecting the option Non indexed archive files it should be noted that onl
48. ing 2 J GIL accounts gt O Account gt C Periodic processing 2 J Customers gt 4 Account gt C Periodic processing gt C Material 2 J Document display gt O Accounting gt Materials Management gt C Report selection 2 J Data Export Interface gt CI Export monitor gt CI Export Viewer gt J Administration 2 Archive O Indexing and administration financial accounting CFI F ial Indexing and administration material management CFI M 2 3 Customizing lt J Accounting ie Line layout account interval J Automatic correspondence amp Report assignment Diagram 1 PBS archive add on CFI via Easy Access Menu PBS a software PBS archive add on CFI Administration 12 2 4 Modules FI and MM The PBS archive add on CFI covers the archiving object FI_LDOCUMNT of the module FI and the archiving object MM_MATBEL of the module MM This has practical and historical reasons In the R 2 module RF there are financial account ing documents document types WE WA etc which also contain material infor mation In R 3 these documents were assigned to the module MM However also under R 3 there is a close relationship between the material movement and the corresponding financial accounting document PBS a software PBS archive add on CFI Administration 13 3 Archiving in the SAP R 3 System If you are already familiar with transaction SARA and the Customizing for the ar chiving objects FI_DOCUMNT and MM_MATBEL you
49. led archive in formation structures that are defined by the user and can be filled with data from the archive During the delete phase the archive info structures are filled within an archiving process A precondition is that the archive info structure is active Using the PBS archive add on CFI this information however is not necessary and disk space is occupied unnecessarily in the database For this reason the archive structures should be deactivated To do this call the archive retrieval configurator via the transaction SARA gt Info system gt Customizing First determine the archive info structures that affect the archiving object FIL DOCUMNT or MM_MATBEL via the input help Then you can deactivate the filling of the archive info structures via archive info structure gt Deactivate In SAP Release lower than 4 6 transaction SARI allows to deactivate SAP AS functionality PBS a software PBS archive add on CFI Administration 19 3 2 User Specific Customizing 3 2 1 Financial Accounting FIL_DOCUMNT Before an archiving run takes place certain criteria with regard to the archivability of a document must be defined The principal accounting criteria if the document is cleared are already checked by the archiving program In addition however the accountant can determine account runtimes and document runtimes specifically for an account or document type In case of the archiving object FI_DOCUMNT this is made in the popup Diagram 3
50. limit account period Older documents and the indices are removed from the PBS archive No changes are made for younger documents Selecting this parameter the runtimes will increase 4 1 3 2 Scope of Archiving At first you have to select the PBS archive system In which format do you want to keep the archived documents in the file system With copy SAP document O With reference to SAP archive PBS a software PBS archive add on CFI Administration 29 The default variant with copy SAP doc copies the archived documents from the sequential SAP archive file storing them in the PBS format in the PBS archive path This allows you to save the SAP archives immediately after indexing for ex ample on tape and to delete them from the hard disk The displaying accesses to the archived documents in addition are somewhat faster then in case of the sec ond variant with reference to SAP arch The crucial advantage here is that the keeping of redundant data is avoided The SAP archive files however must remain on a fast data carrier A manual relocation to slower data carriers is not possible However you can leave the administration and possible relocation of the files to automatic systems like HSM systems or IBM Common Store they would only relocate files which are seldom used for exam ple to tape but would keep the frequently accessed files on the hard disk It is important that you decide at the beginning of the archi
51. lves it is important that the database has not in creased unnecessarily The runtimes of the archiving job increases at least in pro portion to the data volume on the database and can reach unpleasantly high val ues several days if your periods for archiving are too long If it then happens that you cannot archive although it is necessary because the time for the archiving run is not even available during the weekend you are caught in the archiving trap The aim is to prevent such a situation in time Finally it is useful to carry out simple delimitations during archiving in order to guarantee completeness and clearness Diagram 11 is a good example Maintain Variant Report SAPF048 Variant CFI 2001 ot 17 04 2003 Archiving Fiscal Year 2001 Diagram 11 Maintaining the variant of the archiving job PBS a software PBS archive add on CFI Administration 24 In Memo on Archiving Run a note having an identifying character was entered Un der the delimitations of the Archiving quantity selection only the delimitation useful from the accounting point of view which is fiscal year period was made We rec ommend not to delimit via company code document type or document number As this would lead to vagueness and such a delimitation should only be used for test runs but never for productive runs The parameter Min no of days in the system indicates the minimum retention pe riod of the documents on the database and should
52. n 4 0B or higher with the new index at a later date if the PBS archive add on CFI F was constructed correctly Preparations At first make sure that a data backup of the PBS archive add on CFI F has been carried out This is necessary because the program cannot start again in case of a later construction of the new indices if this run is terminated Import the enclosed transport request here customer patch 1 to the final release 2nd edition or higher with unconditional mode U26 PBS a software PBS archive add on CFI Administration 41 Realization If you want to provide the existing archive at a later date with the new indices you must not carry out an additional indexing run with the new version of PBS CFIFLDR3 before the run of the index setup program The index setup pro gram can only provide old stocks completely with the new index In case of merged stocks partly containing the new index the new multipurpose indices would all be deleted and the new multi purpose indices would be created from the document in formation of all documents no matter when they were added to the PBS archive and no matter with which index generation program version they were set up However if you do without the new indices when dealing with the old stock and on ly construct the new documents with the new indices you can continue as usual with the runs of the new PBS CFIFLDR3 and ignore the next paragraphs of this chapter From now on
53. n after data archiving during your day to day business The unrestricted data access is realized by an intelligent indexing concept It extends the SAP ar chive infrastructure components and integrates itself optimally with SAP archiving Archive data that has been indexed can still be provided after a release upgrade immediately without restrictions and without migration effort The PBS archive in dex is stored in sequential files of the SAP file system in the same way as the SAP PBS a software PBS archive add on CFI Administration 4 archive data Afterwards you can access the archive data online via the familiar transactions The SAP user can display the data from the SAP database and the archive data simultaneously via the PBS archive add on index For the user it seems as though the archived data is still in the SAP database The deep integration of the PBS transactions also enables direct navigation to sub sequent and previous documents both within the indexed SAP module as well as to linked documents from other SAP modules This applies not only for resident but also without restrictions for archived data The benefit for the user increases the more PBS archive add ons are used The potential benefits of the ILM concept raises substantially if you take into ac count the savings that result from the SAP mirror systems There are usually at least two of them meaning that the saved disk storage can be tripled by performing data
54. nd then generates as many runs as required until all files have been processed 4 2 1 Archive storage This parameter indicates the file path in which the PBS archive add on is gener ated Please keep in mind that the path name has not more than 54 digits and ends with a slash UNIX respectively a backslash Windows NT It is impor tant that this path is defined in the system This path cannot be defined ex plicitly by the index generation program For the PBS archive add on for GR GI documents you have to use an own archive path and not the one for the account ing documents 4 2 2 Scope of the archive At first you have to select the PBS archive system In which format are the ar chived documents to be kept in the file system with copy SAP document O with reference to SAP archive The variant with copy SAP documents copies the archived documents from the sequential archive file and stores them in the PBS format in the PBS archive path The variant with reference to SAP archive however only stores the complete in dex information in the PBS format using the SAP archive file only if the document must be read Please see section 4 1 3 2 regarding the advantages and disadvantages of both solutions 4 2 3 Batch Job You should create as well a variant for this index generation program 3 x ZZCMLDR3 4 x PBS CFIMLDR3 and plan this job as a background job as de scribed in the FI DOCUMNT part Diagram 16
55. new release However if any error messages occur when the documents are read we recom mend the following procedure to reactivate the existing paths 1 Call the Administration Board of the indexes for accounting material documents transaction PBS CFI_Y81N PBS CFI_Y86N Choose PBS data from prev re lease and Activate index from the menu PBS data from prev release SAR Hs el Ow sel tool el al Administration Board acca 1 main indices aaa Peeenna Aros Ae Main indices 2 First click on Choose in the next screen PBS a software PBS archive add on CFI Administration 65 E Program Edit Goto System Help Activate historical archive paths archive add on accounting documents eE Settings Maintain path table Maint Select paths from table Choose Activate selected paths deactivate O 3 The system displays a list of old paths in which the PBS indexes are stored The path with the number 0 is the old main path Since this path cannot be reacti vated as a main path yet it must first be deactivated To do this select this path and run the program using the option deactivate 4 You must then enter this former main path name in the path list under Maint Any number that has not already been assigned can be chosen as a path number 5 All existing paths must be reactivated in the last step First use the option Choose and sele
56. ni1_E60_60 13 Input control document receipt GiL account indexing Document specific selections Input control index generation Output control index generation L Oupa conwolindexgenerion 7 o Oaoa Activate index at runtime Delete previous index at runtime Sequential processing lv Runs per main index 10 W Perform consolidation for 10 complete main indices Parallel processing Execute parallel index gen on 8 processes gt Scheduling server Complete parallel index generation with consolidation 4 PBSc software PBS archive add on CFI Administration 59 2 Example Periodic archiving with subsequent index generation 1 to 3 archive files are created per archiving run You should perform the ar chive file selection automatically and set the to date so large that you can then al so use the same variant in the future Sequential processing should be used for the output control with the parameter for the runs per main index set to 10 and the pa rameter for consolidation set to 10 complete main index areas After completion of an archive year a consolidation should be performed as long as you have several main index areas and you shift the index into the long term index Program Edit Goto Syst Ja H BI ieG e SHR 5H55 fees index generation archive add on CFI F Q amp Data from SAP ERP Central Component 6 0
57. nt direc tory the directory used up to this date remains unchanged from this day on Never theless parallel access to this archive is still possible Over the years this method allows the parallel use of as many directories as you want only the latest increas ing its data volume Depending on the demand to access older data or on the disk space Capacity you can now exclude the oldest directories from the parallel access an archive the data contained in these directories on slower media However if e g for audit purposes access to such archived directories is neces sary you can easily reload them to the hard disk and make them available again to the general PBS accesses Below we describe in technical details the splitting with regard to the future PBS a software PBS archive add on CFI Administration 37 Define additional archive paths Each different directory required for a long term concept with regard to the future can if necessary be set up with transaction PBS CFI_Y83 respectively in the CFI menu via Archive Accounting Long term archive Define additional archive paths For example we assume that archiving has started in 2000 and the one and only archive path existing at present is named pbs cfi2000 At the change of the year a new archive directory is to be created into which all new SAP archives from January 1 2001 are to be indexed In this case table PBS CFI_PATH is to be maintained as foll
58. nue with the construction of the archive Use as usual index generation program PBS CFIFLDR3 which now also constructs the additional in dex At the end please always update the administration table with PBS CFIFFILE PBS a software PBS archive add on CFI Administration 42 Fourth step To test the accesses to the new indices you can use all reports which the logical database PBS BRF uses e g the report PBS RFBUEBOO which can also be started via transaction PBS FB03 list Special case The PBS archive was allocated to a standard path and one or sev eral additional paths within the long term concept In this case you can also proceed as mentioned above If you need the new index for the complete old stock you have to carry out the index setup run PBS CFIFLDR9 in each additional path except for the standard path This has to be done one after another and never parallel The program uses the administra tion table of the standard path also for the additional paths Therefore you cannot access the standard path during the index construction in the additional path At the end of an index setup run in an additional path you can activate this path again via the menu long term archive activate additional archive paths transaction PBS CFI_Y81 You also have to activate again the administration table of the standard path via transaction PBS CFI_Y09 or report PBS CFIFFILE so that the documents from the current
59. o delimit the max number of physical files This is essential if not all se lected files can be processed in one run The program processes the number of files that you have indicated in one run and generates runs until all files were proc essed 4 1 1 G L account indexing As already mentioned before in any case the indices are constructed for docu ment numbers customers vendors and G L accounts In case of the G L account indices you can choose between three different possibilities for the construction Definition from document Definition from master O General construction If parameter Def from document is active the field General ledger account resi dent BSEG XHRES respectively Line item display possible via account BSEG XKRES determines if an entry is constructed in the archive index table for the G L account line item display If parameter Def from master is active the index construction via the standard from the account control of the G L account master is used The consequence is that an index entry is created for resident reconciliation accounts If parameter General constr is selected an entry in the archive index table is created for all normal G L account items In case of items of a reconciliation ac count to the customer or the vendor an index entry is only created for postings not PBS a software PBS archive add on CFI Administration 28 having an influence on the turnov
60. ob 44 4 2 4 New Multi Purpose Index from Release 4 0B 45 4 2 5 Later Construction of the Multi Purpose Index from 4 0B 45 4 2 6 Update of Administration Table 47 4 2 7 Long term archiving MM documents SAP Release 4 6C 47 5 Index Generation with ADK Technique 49 5 1 1 Administration Board 50 5 1 2 Index Generation 52 5 1 3 Consolidation 57 5 1 4 Index Generation Examples 58 5 1 5 PBS Index Data from previous SAP Releases 63 6 Test Tools up to SAP Release 4 6C 67 7 R 3 System Settings 69 7 1 Hard Disk Space 69 7 2 Paging Area 69 7 3 Authorization Concept from 4 6B 71 8 Check List Archive Construction 72 9 Migration from R 2 to R 3 73 9 1 SAP Migration Tool 73 9 1 1 Migration Objects 73 9 1 2 The Way into PBS archive add on CFI 74 9 1 3 Reconciliation 74 PBS a software PBS archive add on CFI Administration 7 1 Introduction The PBS archive add ons are constructed in modular form and cover the applica tion modules Fl SD MM CO etc with a special program package for exactly this application You can easily see from the name which PBS archive add on belongs to which SAP module CFI CSD CMM CCO etc All PBS archive add ons have in common that they can be easily installed in the SAP system via the SAP transport utilities tp and SAINT For installation details of the PBS archive add ons please see the specific installation manual manual part A This administration manual was written to make
61. ovided Please start your system again If the parameter was changed the run has to be repeated Usually the run can be started again without problems under the same delimitations It could be useful however to limit the data volume to be processed by selecting a se quential number interval In addition we should like to draw your attention to SAP note no 14779 which pro vides more information regarding the above error see also chapter 7 of this man ual PBS a software PBS archive add on CFI Administration 36 4 1 9 Long term Archiving Fl Documents General Information If you want to keep the PBS archive add on CFI via long periods of time and this in case of very large quantities of archive data added each year for reasons of run time or disk space it may by useful to add our long term concept to the simple PBS archive technique The people working in the user department do not realize any difference All dis play transactions and the complete retrieval still work the same way only the ad ministrator or the person responsible for archiving has to add some more tasks to his usual routine If for example the annual document amount of one million is exceeded considera bly in the area financial accounting and if you want to keep the archive for 10 years or more we recommend to open in regular intervals e g each year an addi tional archive directory New documents are merged only to this last curre
62. ows with transaction PBS CFI_Y83 New Entries Overview of Added Entries BRRR P0001 _ypes crv2o00 prchijanr 2000 K E Diagram 19 Define additional paths As you see the new directory is not displayed in this list After the indexing runs of the year 2001 the access to this new directory is activated as usual by updating administration table PBS CFIFFILE In table PBS CFI_PATH the old directory pbs cfi2000 which cannot be changed anymore is made known to the PBS read routines as the first path where additional retrievals are to be made Only if active is set to X in addition to the current path the path indicated here is searched After some more years the table could be like this New Entries Overview of Added Entries 2 B RRE B0001 peascrv2oo renveyear2000 T o e E ooo02 pooo jpasicrva0ny wervevear2003 k Diagram 20 Paths after several years We are now in the year 2004 The current directory is named pbs cfi2004 and dur ing each indexing run of the current year more data is added Now the four directo ries in the table are not changed anymore As in this example the users only want to see archived documents from the previous two years In this case online access PBS a software PBS archive add on CFI Administration 38 is possible for archive data from 2003 Data from 2002 can only be selected in a background process Data from 2001 can only be accessed by the user grou
63. p 1 Change View User access authorizations Overview Diagram 21 Access authorizations Activate the additional archive paths zg 0 I ece BHR S5o5 h or Activate additional archive paths archive add on accounting documents G Maintain path tabi Select paths from table Activate selected paths Diagram 22 Activate the additional archive paths PBS a software PBS archive add on CFI Administration 39 Having defined the parallel directories and qualified the access as described in the previous chapter you now have to exactly like in the standard case with only one archive directory fill the corresponding administration tables in the database This activation is carried out via transaction PBS CFI_Y81 respectively in the CFI menu via Archive Accounting Long term archive Activate additional archive paths Normally this activation must only be carried out if an additional directory is inte grated into the table of the partial archives which cannot be changed anymore see above The upper select button Maint branches to the definition of archive paths we have discussed before The select button Choose offers all archive paths which have been defined for selection If you have selected Activate all corresponding administration tables are filled and in table PBS CFI_PATH the read access is set to X i e from now on the PBS read routines try to read all these paths If for rea sons
64. rams would be useful The disk space capacities that have to be made available depend on the number of documents that should be kept in the archive If the archive is constructed in refer ence technique you should calculate a file size of about 30 of a processed ADK file However you can calculate a capacity of about 800 bytes per document in the copy technique including all secondary indices 7 2 Paging Area A relatively large paging area is required while the indexing run is carried out By means of a test run you can estimate how large this area should be in your SAP system Display transaction RZ11 parameter name rdisp PG_MAXFS in 8K blocks in MB Maximum value SAP 1 048 Default value SAP 16 PBS value sun45 3 1H 24 576 196 To estimate the required area an indexing run with 10 000 documents should be carried out The secondary index statistics of the index generation program shows the number of archived indices With these numbers you can estimate how large the paging area for indexing of a specific number of documents should be Vice versa you can of course calculate how many documents can be indexed as a maximum into one archive in case of a given paging space PBS a software PBS archive add on CFI Administration 70 Table for test run with 10 000 documents example calculation IDES 10 000 Document indices 104 bytes each a 1 0 MB 4 000 2 500 13 000 Pf
65. scribed above for a stringent and successful ILM concept PBS is considered as an expert for complex integrated data ac cesses to archived and database data and meanwhile also to data that is located on decommissioned SAP systems In addition to classical SAP data archiving SAP Bl specific nearline storage is also supported PBS archive add ons PBS archive add ons always rely on SAP archiving having been carried out suc cessfully This is the basis for a permanently high performing SAP system In prin ciple you can indeed retain posted documents in the SAP database for a very long time due to a large database capacity Depending on the document volume this may result however in massive performance losses and sooner or later heavily increasing operation costs The daily backup becomes difficult for large data stocks for example A convenient display and evaluation of archived transaction data as the SAP user is used to for database data can often only be carried out in a very restricted manner using SAP standard means depending on the application module This is particularly the case for large archive data stocks The PBS archive add ons can be used here They can be provided for nearly all SAP modules and release levels and start with a C for Complete in their description For example PBS archive add on CCOPA for the SAP module COPA Using the PBS archive add ons you can quickly and easily access your archived data eve
66. standard path can be displayed again PBS a software PBS archive add on CFI Administration 43 4 2 Arching Object MM_MATBEL The construction of the PBS archive add on for goods receipt and goods issue documents is analogue to the construction for the financial accounting documents chapter 4 Please start on the CFI main menu Diagram 12 gt Archive gt Mate rials Management gt Load Documents index Generation archive add on CFi M 999 ipbsiritscher_test_cmt Diagram 23 Selection screen index generation program for archived material movements The selection of the SAP archives of the archiving object MM_MATBEL and the migration object MBLA can be carried out manually or automatically In case of a manual selection if you have pressed the button SAP archive a list of the SAP archives is offered for selection by marking with a cross Only SAP ar chives created after the date indicated are displayed We recommend to process during each run of the indexing report only one SAP archive file PBS a software PBS archive add on CFI Administration 44 In case of an automatic selection all SAP archives younger than the indicated date are transferred into the PBS archive add on In addition it is possible to limit the Max number of physical files This is necessary if not all selected files can be processed in one run The program processes the number of files that you have specified in one run a
67. t to create general ledger account indices for postings to the account types A assets and M mate rial PBS a software PBS archive add on CFI Administration 55 1 i slslelelelelelelelelelele Document specific Selections Under the document specific selections it is possible to perform delimitations at document level These parameters should only be used in exceptional cases Rec onciliation is no longer possible from a business point of view Input Control Index Generation When merging index areas it is possible to select between the last main index and a manually selected index area As standard the current main index is used In certain cases for example a deletion run in a long term index area it is possible to select an alternative index PBS a software PBS archive add on CFI Administration 56 Output control index generation M Activate index at runtime _ Delete previous index at runtime Sequential processing Runs per main index 19 Perform consolidation for 10 complete main indices Parallel processing Execute parallel index gen on 0 processes gt Scheduling server Complete parallel index generation with consolidation Output Control Index Generation In this block all parameters that concern the newly created index area are summa rized By selecting the check box Activate index at runtime the generated index area is immediately made available to the us
68. t type or document type is not explicitly chosen a value of 9999 days is used as default In order to really remove documents from database you must see that all runtimes and all account types are filled in iat Ls M Diagram 8 Document runtime transaction OBR8 recommended default values archiving object FI_DOCUMNT PBS a software PBS archive add on CFI Administration 21 3 2 2 Materials Management MM_MATBEL For the archiving object MM_MATBEL basically the same applies as for FI_DOCUMNT Also in this case a runtime which is the document runtime can be defined Diagram 9 transaction OMB39 Change View Archiving Document Lives Overview T_T gt Ey m E E 7 F a F H a a E a a F F a r Diagram 9 Archiving object MM_MATBEL Document runtimes transaction OMB9 Here it seems that the value can be masked with a star but in reality no plant is selected in this case This means that you must explicitly list all plants and transac tion types PBS a software PBS archive add on CFI Administration 22 3 3 The Archiving Job 3 3 1 Create a Variant On the entry screen of SARA Diagram 2 an object name FI_ DOCUMNT or MM_MATBEL is to be entered and the button Archive to be pressed A screen like Diagram 10 is opened where a variant name must be entered One after the other the variant button Maintain the Start Date and the Spool Params must be main tained 1
69. tart Automatically is selected so that the deletion run is automati cally started as soon as the archive file is written The deletion run deletes the ar chived documents from the database The postprocessing for the deletion of the secondary indices should also be started automatically For this purpose in Diagram 5 the check box Start Automatically is to be ticked and a variant to be in dicated Ff Document Archiving Index Reduction Program 17 04 200 Diagram 6 Settings for the automatic postprocessing PBS a software PBS archive add on CFI Administration 18 In this postprocessing variant for the deletion of the indices the delimitations should be made like in Diagram 6 if a construction of the PBS archive add on CFI is planned i e do not restrict the deletion quantity select all account types and ac counts do not mark Test Run 3 1 2 Basis Customizing The next point in the popup Diagram 3 is the Basis Customizing for 3 x users and enthusiasts of Tcodes transactions FILE and SF01 Here we are dealing with the allocation of logical to physical file names and paths Normally it is not nec essary to make changes here 3 1 3 Deactivation of the archive information system SAP AS The archive information system AS is a generic tool to execute retrievals in the data archives and is completely integrated in the SAP data archiving environment The retrieval and display of data is executed on the basis of so cal
70. ter Build Index Settings for Postprocessing Program Production Mode Variant O Start Automatically Place File in Storage System Content Repository Start Automatically Delete Before Storing Store Before Deleting Delete Program Reads from Storage System Diagram 5 Technical Settings default examples which can be used PBSc software PBS archive add on CFI Administration 17 The default setting of the ogical file name ARCHIVE_DATA_FILE can normally be maintained Although for the size of an archive file 25 MB or 30 000 data objects are sug gested SAP lately recommends to select here 100 MB and max 120 000 data ob jects documents Should more documents than indicated be archived during an archiving run a subsequent file with sequential number is opened under the same run number Diagram 5 shows the settings for the archiving object FI_DOCUMNT In case of the archiving object MM_MATBEL the settings have to be carried out in analogy In this case you should critically check the default settings regarding the size of the ar chive file and in case of doubt enter the same values like for the object FIL_DOCUMNT Diagram 5 The same applies for all other values which can be ad justed The connection to archive system is important for optical archiving only and is not discussed in this manual The settings for delete program can be maintained as displayed in Diagram 6 It is important that S
71. the background processing Important To certain previous versions of the index generation program status prior to 20 5 1997 the archive format of the current version is not compatible without a conversion l e a PBS archive add on CFI M constructed with one of the old re ports ZZCMLADE or ZZCMLDFI has to be converted before a merge run in order to be compatible to the current indexing technique A conversion program is being prepared 4 2 7 Long term archiving MM documents SAP Release 4 6C Identical to the solution for financial accounting documents see chapter 4 1 9 the functionality is now also available for material documents The functions can be se lected via the CFI main menu Since there are no content variations from the solu tion for the financial accounting documents we refer to chapter 4 1 9 for further in formation PBS a software PBS archive add on CFI Administration 48 lt C Materials management Load documents Activate archive amp History 2 J Long term archive a Define additional archive paths amp Activate additional archive paths Diagram 24 Administration long term archive MM documents PBS a software PBS archive add on CFI Administration 49 5 Index Generation with ADK Technique From SAP release Enterprise CFI patch 9 correction related to the field BSIK SAMNR and higher releases it is no longer possible to store the generated indi ces directly in a direc
72. tively If you for example have carried out under DMIG the Customizing for the migration object BELG these defi nitions are also valid for the migration object BELA PBS a software PBS archive add on CFI Administration 74 9 1 2 The Way into PBS archive add on CFI The migrated documents of the objects BELG and MBEL from the R 2 residence are transferred into the R 3 database Like documents which have been posted under R 3 they will be archived some day transaction SARA chapter 3 1 The corresponding archive file can now be indexed into the PBS archive add on CFI see chapters 4 1 and 4 2 The migrated documents of the objects BELA and MBLA from the R 2 archive are transferred directly to an R 3 archive file in the same format like the documents ar chived under R 3 and therefore can be integrated as well into the PBS archive add on CFI All migrated R 2 documents either from the residence or from the archive tape can thus be displayed as comfortably and quickly under R 3 as a document from the R 3 database In a line item list regarding an account for example you can display with the PBS archive add on CFI at the same time R 3 database items R 3 archive items and migrated R 2 archive items 9 1 3 Reconciliation If you want to reconcile after the migration and the construction of the PBS archive add on the monthly debits and credits with the items please use report PBS SAPFM070 ZZCFABMI instead of report PBS SAPFO
73. tory in Unicode systems In analogy to other PBS archive add ons the data indexing is executed with the function modules of the SAP Archive Development Kits SAP ADK The archiving objects PBS CFIF and PBS CFIM respectively were created for this purpose It is possible to evaluate archive indices of the PBS archive add on CFI that have already been set up from lower releases However for Unicode systems it is only possible if the indices are available in a sorted sequence This can be checked using the report PBS CFI_SETUP_CHECK as long as you have also activated the decompressi bility option in the selection Usually PBS archive add ons that are set up using ASCII code can be used with Unicode systems PBS archive add ons that have been set up using EBCDIC code can definitely not be used in Unicode systems In this case a complete reconstruction is necessary Administration and archive data indexing were bundled in the PBS Administration Board You can call it directly with transaction PBS CFI_Y81N for financial ac counting documents or PBS CFI_Y86N for material documents You can call the Administration Board via the CFI menu gt Archive gt Indexing and administration 2 PBS archive add on CFI O Account display Document display gt C Report selection lt Archive 0 JPBS CFI_Y81N Indexing and adminstration financial accounting CFI F ie PBSICFI_Y86N Indexing and administration material management CFI M Diagram 25
74. uments to sequential files while removing them from database In this manual we use the term Archiving completely in the SAP sense Processes controlled by SAP programs like the checking of documents regarding their archiv ability the writing of these documents to sequential archive files and the removing of the documents from the database are called in summary Archiving The archiv ing is controlled centrally by the SAP transaction SARA see chapter 3 With the archive add on CFI PBS now provides a program package which allows the user to access the SAP archive files in the online operation in a way as if they never were archived To completely relieve the database from index data also the documents on the SAP archive files are read by our index generation programs and provided with all necessary index information transferred into the file sys tem This process is called Indexing respectively Construction of the PBS archive add on CFI PBS a software PBS archive add on CFI 2 2 Navigation up to 4 5 If you have not yet integrated the central PBS transaction into your user profile as described in chapter 3 1 of the CFI user manual part C of manual you can get in to the PBS main menu with the following transactions from the main menu you can start all PBS functions by mouse click Administration 9 Central Transaction codes From SAP release 4 5 PBS menus Up to SAP release 3 1 SAP release 4 0
75. vate Archive If not enough TABLESPACE was reserved for this table and if the directory tree needs more space than having been reserved due to the large number of merge runs a cancellation may occur during the update on the table PBS a software PBS archive add on CFI Administration 35 Attention If the indexing process terminates with message ABAP 4 runtime error message SYSTEM_NO_MORE_PAGING respectively EXTRACT_NO_MORE_PAGING this is due to the insufficient size of the SAP paging see chapter 7 What should be done Via transaction SM04 Goto gt Memory an overview of the amount of memory be ing used for the roll and paging area by the active users and their transactions is displayed Try to clarify whether it is not the current program but another program that requires so much memory Use transaction RZ10 in older versions DB11 to check the parameters rdisp ROLL_MAXFS and rdisp PG_MAXFS in the current instance profile The values stored there indicate the current block sizes for the roll or paging area 1 Block 8 Kilobytes 1 Kilobyte 1024 Bytes As far as the system is concerned compare the size of the common partition for the roll and paging areas with the values from transaction RZ10 in older versions DB11 If the converted values do not correspond to the size of the partition the parameters rdisp ROLL_MAXFS and rdisp PG_MAXFS have to be adjusted to the value of the partition pr
76. ve construction which of the two options is to be used then realizing all index setup runs with the same technique Although technically switching between the options from run to run is possible this would lead to disadvantages in the administration SAP archive files can only be relocated for good if the first variant was used On the other hand it must still be possible to access quickly the SAP archives indexed with the second variant Users of a productive PBS archive add on CFI which was constructed with the old index setup program not disposing of the above select option should con tinue using the predefined variant 4 1 4 Dynamic Selections With these additional select options you can further restrict document quantity you want to index into the archive For this purpose you have to select dynamic selec tions in advance as explained here 9 3 PBS archive add on CFI gt O Account display gt J Document display gt J Report selection gt C Data Export Interface gt Archive 2 J Customizing 2 J Accounting in Line group account interval Load program amp Dynamic Selections 2 Si Automatic correspondence Assign report lt SQ Materials management C Load program amp Dynamic Selections PBS a software PBS archive add on CFI Administration 30 Diagram 14 Navigation to the delimitation programs Depending on the document type either pure financial accounting documents or material movements from the
77. y ar chive files that were indexed using the ADK technique can be checked The pa rameter Max number of phys files can be used to limit the number of archive files per index generation procedure You only need to set a limitation if your sort capacities in the SAP system are not sufficient For example when selecting seven archive files and specifying a maximum of two files to be processed four index generation procedures will take place pt o1 1990 3 1999 Select Automatically In the case of Select automatically all archive files that were created within the specified date interval and that have not yet been indexed using the ADK tech nique are processed The parameter Max number of phys files has the same functionality as described above for the manual selection Delete old runs This function can be used to delete indices within an index area After selecting the pushbutton Run a list of the indexed FI_ DOCUMNT archive files is displayed The list contains the indexed archive files of the last main index to be created All gen erated indices for an archive file can be deleted PBS a software PBS archive add on CFI Administration 54 J to 0999999998 Input Control Document Receipt You can use this function to further limit the required sort area by the number of documents when manually selecting an archive file You can name the first and the last document of an archive file for a run

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