How to Trace the History of Deleted Parked Documents : Part – I

This document explains the posting of a parked document, how to trace the history of deleted parked documents in SAP and number of ways to trace the history of deleted parked documents in a step by step manner. Even a beginner to SAP can easily understand this concept. All the possible ways have been discussed below with the help of an example. (A & B parts are meant for beginners of SAP as like me who doesn’t have proper idea on this concept)

A. Basics

A.1. Parked Document: – You can park invoices or credit memos. This means that you enter the invoice data or credit memo data in the system and save it in a document, but the system does not post this invoice initially. You can use document parking to enter and store (park) incomplete documents in the SAP System without carrying out extensive entry checks. Parked documents can be completed, checked and then posted at a later date – if necessary by a different data entry clerk.

A.2. Advantages of posting a parked document: – The advantage of parking documents is that you can evaluate the data in the documents online for reporting purposes from the moment they are parked, rather than having to wait until they have been completed and posted. For example, amounts from parked invoices can be used for the advance return for tax on sales and purchases. Using payment requests, parked invoices can be paid punctually and without loss of discount.

B. Pre- requisites to trace the deleted parked document

B.1. Post one Parked document: – You can park invoices (FB60/ FV60) or credit memos (FB65 /FV65) as follows.

1. From the Accounts Receivable, Accounts Payable or General Ledger menu, choose Document Entry→ Park Invoice/ Park Credit Memo.

2. Enter the document header and line item data.

3. To save the parked document, Choose Document → Park or press the Park I con or Press F8.

You receive a message with the document number. These document numbers are assigned in the same way as the standard posted document entry function.

E.g.:- I am posting one parked vendor invoice through FB60. And later I have deleted this parked document through FBV2.

FB60:- Post Vendor Invoice

B.2. Delete posted parked document:-

You can delete a parked document as follows:

1. From the Accounts Receivable, Accounts Payable or General Ledger menu, choose

Document → Parked documents → Post/Delete.

2. If you know the document number, please inputs the company code, document number and fiscal year details and press ENTER.

If you do not know the document number, or if you want to delete more than one document, then go to Document → choose List. You can access the same tab by clicking the Document list I con or else press F5.On the next selection screen, enter the appropriate parameters i.e. document number, company code and fiscal year etc. After executing this screen then the system generates a list containing the documents that match these criteria.

3. Select the required document(s) and then choose Document → Delete.

You cannot reuse the number of a document that was deleted. Just go to FBV2 or FBV0 in order to delete the parked document

Please enter the following fields mandatorily as given below.

     1. Company code: – The Company code is an organizational unit within financial accounting. Independent accounting unit; in most cases is a legal entity. You can prepare a balance sheet and income statement for each company code. Several company codes can be set up to manage the accounts of independent companies simultaneously.

     2. Document Number:- The document number is a key the system uses to access the accounting document. This document number is unique per company code and fiscal year. When entering an accounting document, you can specify the number either manually or it can be determined the system from a pre-defined area i.e. number ranges. The relevant area of the document numbers i.e. number range is determined in each company code per document type.

     3. Fiscal Year: – The fiscal period for which this transaction is relevant.

Click ENTER then the following screen will appears

Go to Document tab -> Click Delete Parked Document option.

Then the following Pop-up will appear.

Click Yes. Then you will get a message that the requested parked document got deleted.

FB03 – Display document: – You can able to view this parked document which got deleted through FB03 t code. Please give these mandatory fields i.e. company code, document number & fiscal year. Click Enter then the following screen will appear. Please make note that Parked document which was deleted in Doc type column which is highlighted   as shown below.

Here document is displayed in list mode.

Go to Menu -> Click back button in order to get the overview screen as shown below

After executing the screen please click document header i conor press F5

Then you can find the details like document type, doc. header text, document date, posting date, ref. key, posing period, user name who got posted this doc., t code used to post a parked document and doc. status as Z – Parked document which was deleted.

C. No. of ways to trace the deleted Parked document: – You can able to trace the details of the deleted parked document either t codes or tables total in 5 ways.

C.1. FBV5 – Document Changes of Parked Document: – This FBV5 transaction will allow the user to view the changes in a parked document. The user ID of the individual making the change, date of the change and time of the change can also be viewed. Please enter the company code, document number, Fiscal year and from change date. If you know the changed date exactly so please inputs that date else give probable date.

In the below given screen I have given the changed date as 09/26/2013 (MM/DD/YYY) else give like probable date as 08/01/2013.

Click ENTER

And then please select the selected field and then click Choose button

Then the following pop-up will appear.

Click first item in the above as selected below.

Then the following pop- up will appear – It will show the details like date of deletion of parked document, user name that was deleted this document and parked document no.

You may select a line item and just double click on it to get the detail of the change. Then the following screen will appear which contains the details like date of deletion of parked doc., time of deletion, user name who got deleted this parked doc. as highlighted below.

The user id is defaulted for auditing purposes. To fix the responsibility of the user who got deleted this parked document.

Click to close the detail screen and return to the previous screen. Click the second line item.

Click Technical names on icon then this pop- up will appear which contains the technical table details which captures this data. You can able to track this technical information like VBKPF and VBSEG tables details in CDHDR & CDPOS Tables also.

Then the following pop – up will appear – It will show the date of deletion of parked document, user name who was deleted this document and document no.

Click or press ‘Shift+F3’. You have completed this transaction successfully.

Note: – But parked documents deleted are physically deleted in table VBKPF. As a consequence with deletion of the preliminary posted doc is physically deleted in the table VBKPF so it is not displayed.

I am explaining the balance 4 ways in my next blog Part-II. Because I dont want to put too much information on this blog.By keeping an eye on readers point of view, i am continuing this concept in the next blog.

Here is Part-II

http://scn.sap.com/docs/DOC-48772

As a first step to SCN i am contributing this document from my end.I am requesting you all to read this blog and provide your valuable feed back along with the rating.

Thanks & Regards,

Lakshmi S