Skip to Content

It may often be a requirement from business that they want to Archive documents. In many countries it is also a legal requirement to archive the old billing documents for some years. Some companies use external services to archive the documents, however it is possible archive documents in SAP. There could be many ways to do it, I have configured it in the following way and would like to share the solution with you guys.

> Use transaction NACT, select application V3

> Configure new Billing Output type ZARC. In the Sroage system view, choose Storage Mode Archive Only and keep the cursor in the Document type field and press F1 and click on the customizing icon

/wp-content/uploads/2013/07/1_244598.jpg

> Double click on Edit Document Types

/wp-content/uploads/2013/07/2_244599.jpg

/wp-content/uploads/2013/07/3_244600.jpg

System will take you to transaction OAC2 (Global document types config)

> Create new entry for ZSAPSDXX01 for ZARC message type

/wp-content/uploads/2013/07/4_244601.jpg

> Use transaction OAC3 (Links for Content Repositories)

> Create new entry for ZSAPSDXX01. This is where we tell the system the object is VBRK (as this archiving is for invoice documents so billing header) and document type is the one we have created in OCA2 in earlier step and Link is T0A01 (this is table where you can check the archived documents. There are also tables T0A02 and T0A03)

/wp-content/uploads/2013/07/5_244602.jpg

> Now go back to NACT, application V3 again enter the one which was created in NACT (place the cursor on the Document Type field and click on F4 and select the Doc. Type that was created in earlier step)

/wp-content/uploads/2013/07/6_244607.jpg

> Now create output condition record using trasaction VV31 for message type ZARC

/wp-content/uploads/2013/07/7_244608.jpg

> In the communication, I have entered a Dummy printer as I don’t need to print anything but just archiving. Enter the storage mode is 2 Archive only (if your requirement is only archiving)

/wp-content/uploads/2013/07/8_244609.jpg

> Program SD70AV3A (output from Billing (t.code VF31) would be needed to be scheduled in the background to send the invoices to achieving system.

Once the background job is ran, you can see the attachment list option is activated in the billing document and you can see the archived document by double clicking on it.

/wp-content/uploads/2013/07/9_244610.jpg/wp-content/uploads/2013/07/10_244614.jpg

How to see the archived documents from the Archiving table

> Use transaction SE16

   Enter table TOA01 (this is the table we have linked in configuration OCA3 above)

   Enter VBRK in the SAP_OBJECT field

   Date in the AR_DATE

   Execute. You get the result, note down the ARC_DOC_ID

> Use transaction OAAD

   Click on Technical Search

/wp-content/uploads/2013/07/11_244612.jpg

> Enter the copied ARC_Doc_ID in Document ID and execute F8 to get the archived documents.

/wp-content/uploads/2013/07/12_244613.jpg

Any Suggestions / corrections / other solutions are welcome

Thanks, br,

Sats 🙂

To report this post you need to login first.

12 Comments

You must be Logged on to comment or reply to a post.

  1. Yogesh Soman

    Hello Sats,

    Nice article. Thanks for posting.

    Although, I have not gone through line by line but I have a small query related to this.

    —————————————————————————————————————————-

    > Use transaction OAC3 (Links for Content Repositories)

    > Create new entry for ZSAPSDXX01. This is where we tell the system the object is VBRK (as this archiving is for invoice documents so billing header) and document type is the one we have created in OCA2 in earlier step and Link is T0A01 (this is table where you can check the archived documents. There are also tables T0A02 and T0A03)

    —————————————————————————————————————————-

    My suggestion/ Observation:

    –> In the section above, Content Repository (CR) is also mandatory where its mention is missing. It would be great if you can add how to configure CR or use the existing one.

    Thanks & BR.

    (0) 
    1. sap sats Post author

      Hi Yogesh,

      Thanks for your message.

      I dont see CR is mandatory in this step. I did not have to create it also I dont see it in the system nor the screen shot above. I’m afraid I cant assist you more on it.

      Br, Sats

      (0) 
  2. Sudheer Tallam

    Hi Sats,

    Normally user’s don’t know the document ID which is generated by the system automatically.

    Without that also they can retrieve the document, by entering the business object in OAAD it will ask for the sales organization and document no. With the combination of SO and document also they can get the document.

    Regards,

    Sudheer T

    (0) 
    1. sap sats Post author

      hi Sudheer,

      Thanks for the addition.

      Normally in many organizations users wouldn’t have access to OAAD or SE16. The Section How to see the archived documents from the Archiving table is mainly for the IT team.

      Br, Sats

      (0) 
      1. VEERAMANI VENKATESWARAN

        Dear Sats,

        My requirement is the same as you have mentioned in the Document.I have configured as per the Document but when i give the Output as ARCH the document is not Archived.

        Could you please help me to solve the requirement ASAP.

        regards,

        veeramani

        (0) 

Leave a Reply