Archiving SAP Purchase Orders

Use

Your system administrator archives inactive POs periodically. Archived documents are removed from the database.

For detailed information on archiving purchasing documents, refer to the documentation CA Archiving Application Data (section on MM Materials Management).

When is a PO Deactivated?

A purchase order is deactivated when all of its items meet one of the following criteria:

• Item has been cancelled
• Order quantity (or more) has been delivered and invoiced
• Delivery completed indicator has been set and the invoiced quantity is greater than or equal to the order quantity

By making the appropriate system settings, you can specify that PO items cannot be archived if they are listed in a purchasing info record as belonging to the most recent PO in the system (that is to say, if they are liable to serve as a source of default data).

Activities

Purchase orders are archived in two phases:

1. Deactivation: All PO items meeting one of the above criteria are given the status Deactivated.
2. Archiving: The deactivated POs are deleted from the system and archived in a separate storage medium.

In the same way as other purchasing documents, deactivated POs remain in the system until they have been archived by your system administrator. The latter initiates the archiving process for purchase orders via Purchase order ® Follow-on functions ® Archive.

You can list documents that have been archived as follows: Purchase order ® Reporting ® Archived purchasing documents.

This database-oriented archiving must be distinguished from document archiving in optical archiving systems by means of SAP ArchiveLink. If ArchiveLink is used and the appropriate settings are made in ArchiveLink Customizing and Message Customizing in Purchasing, purchase orders that are outputted as messages can be optically archived. You can view optically archived purchase orders from within the SAP document display via Environment ® Display originals.

For more detailed information, refer to the section Optical Archiving of Outgoing Purchasing Documents in the documentation SAP ArchiveLink - MM Document Storage Scenarios.

For more information on SAP ArchiveLink, see BC - SAP ArchiveLink - Application Scenarios.

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