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SAP archiving process-Simple steps


Archiving can be done in different objects of PP/MM/FI/CO/PM etc.

The example is with a MM object, but it can be applicable equally to any PP object (PR_ORDER-Process order)

This document demonstrates the process of archiving in different objects. Though this is a archiving process, this is a general way of archiving. Archiving is required to have a faster and clean system. It is also possible to get the data once these are archived.

The archiving process have generally four steps.

There are 4 Main steps in SAP Archiving are:

  • Step 1 – Pre processing

                     Deletion indicators will be set in this step

                     Applicable for some objects

  • Step 2 – Write

                    Records chosen for Archiving will be written in Archiving file system in Unix server  (Path: /Volumes/Archiving/<Object name>/…)

                    Applicable for all objects

  • Step 3 – Delete

                   Written records will be deleted

                   Applicable for all objects

                   To ensure that the Archiving file system back up is taken for written records, at least 2 days gap to be maintained before performing Delete step.

  • Step 4 – Post processing

                   For deleting secondary indexes in FI_DOCUMNT and movement data in QM_CONTROL.

Useful Transaction codes:

  • SARA- Archive Administration
  • SARI-  Archive Information System
  • SARE- Explorer
  • ALO1- Search for documents with relationships (Incl. Archive)

The archiving process:

Object: MM_EKKO (Purchase order)

  1. Pre processing Step: Create Variant (KT2NDLINE):

Enter the New Variant name and click on ‘Maintain’ button. Maintain “Purchasing Documents” information and “Restrictions” as required.

Save Variant.

Execute the variant. Check the jobs.

Open the spool.

Pre-processing step successful for the selection.

        2. WRITE Step: Variant KT2NDLINE-WR

Create and save variant for the selection (should be same as maintained in Pre processing step).

Execute the variant. Check the Jobs.

Open the Spool.

Write step successfully completed.

           3. DELETE Step:

Click on “Archive Selection”. Select the files to be deleted.

Execute the selection.

Open the Spool

File is successfully deleted.

        4. Checking Information system – Info structure updation.

We can see a Green signal light for the last archiving session. This means that the Info structure is updated successfully.

If the signal is Yellow or Red, Please Click in .It will fill the info structure once again.

After every archiving run this should be checked. Otherwise, reading data from archived files will not work for the users, which leads to raising a ticket.

           5. STATISTICS:

This option shows the details of archiving sessions. The details include,

  • Number of objects (header records) Written, Deleted
  • Number of Delete jobs
  • Write and Delete Job durations
  • Etc.

       6. LOGS:

If Job log is clicked for the Write step job, the following log is displayed.

We can see the Program name, variant used, User id, Archiving session number, How many number of documents processed,

Path of the system where the written file is stored .

Name of the Archive file created in the file system, etc., can be seen in the log.

      7.   READ:



We can see the archived Purchasing documents. For further documents, refer to User document for this object.

( SPEED_MM_Display_archived_Purchase_Order_v1.pdf)

        8.    MANAGEMENT:

It shows the status of archiving session. (Complete or Incomplete).

  Double clicking on the session will lead to the following screen where the archived file related details can be seen.

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  • Hello Krishnedu,

    Thanks for sharing this. But can you please confirm whether we need to wait for 2 days really before performing Step 3 mentioned in the Archive process.

    We have used SARA for my client but we never waited for 2 days to perform the Step 3 after Step 2 mentioned above. Please clarify and let me know whether my understanding is correct or wrong. Thanks.

    • Hi Aditya,

      Not necessary. Actually we are having a setting for data backup. So we have considered a cushion time. The job of Write and Delete is dependent job. Hence 2 days wait time is just to confirm the data backup.

      Not required in normal process always 馃檪 .


  • Keeping archives in the file system is actually not a safe place, as data are not unchangeable in file system.

    Hence you often have another step called storing to move the archives from the file system to a content server.

    What makes me always a kind of angry is that all those archiving documents completely ignore to do at least the test runs with a detailed log. Nobody is talking about checking joblogs and detailed lists. That this is actually 95% of the whole archiving activity, and probably as well 95% of the questions asked in the forums are because the people do not know about logs.

    If I comment that a document is just basic, then I often get the answer, it is for beginners.

    But especially beginners should then be educated with the difficulties and the most important settings. This is the advantage of documenting and blogging in SCN, to be different from the standard help documentation. This is just an illustrated best case walk through.

    If you have archived, then you could explain the hundred different error cases that you have seen.

    • Thanks a lot Jurgen. I will try to add some more 馃檪 .

      Actually we are taking the backup in memory tape everyday in a specific time. That's the reason I have mentioned a gap of 2 days between Write and Delete process.



  • Hello Everybody..

    I have just gone through the document as we got a requirement for SAP archiving ..i hope its quite clear for begginners....

    Thanks alot..:-)

    Naresh Gollapelly

  • Dear Krishnendu,

    Really a Good Document, 馃檪 馃檪 ...

    I’m having a doubt here About "Post processing". Please let me know what exactly the Post processing stands for?

    Doubting because, in "SARA" there is no Post-processing Tab in "MM_EKKO" like in



    • Hi,

      Post processing process in FI_DOCUMNT is used to delete (not to archive) the data entries from the secondary index tables like BSAS, BSIS, BSAD, BSAK etc...

      These tables entries are just the duplicate entries of BKPF and BSEG table entries which are stored in these secondary index tables for fast retrieval purpose. So post-processing is used to delete these entries once after archiving WRITE, STORE and DELETE jobs are completed for FI_DOCUMNT object.

  • Hello Krish,

        Indeed a nice concise document which explains all the important steps in archiving.

      We run all of our archiving automatically using an external job controller. That way, immediately following the completion of the write phase, we perform a backup on the files on the unix server followed by the sap program for deleting "RSARCHD" to control the deletion phase.


        Following that we also run a reorg of the indexes of the tables that were archived.



  • Hi every body,

    i need small help from experts,  like in archiving object if we dont have any reload program in SARA , then how we reload the archived data from other system to ECC system (back), please help me ...

    the object is  BC_SBAL ...its contain only write and delete jobs only, it doesn't  have any reload program.. please help on this

    • Hi Raj,

      If the reload program is not available for an archive object, that means it is not supported for reloading.  Why would you need to reload BC_SBAL?  The archived data is accessible via SLG1.

      Best Regards,

      Karin Tillotson

  • Hi Karin,

    1)    the purpose of reload for this is , we ran the write , delete program to this object is 2014 date instead of 2013(need to read before 2013 data only). so i need to revert back the 2014 data into ECC . how i can reload the deleted data .

    2)   can you help me to know  what configration required to store the deleted data into table as file .( if we want to read archived data then  we read data from that stored table  right).

    please help me on above points , it could be more helpful to me



    • Hi Raj,

      Like I stated before, you cannot reload the archived BC_SBAL data, but, you can read it if you activate field catalog SAP_SBAL_002 and Infostructure SAP_BC_SBAL01 in SARI and fill the archive information structure with the relevant BC_SBAL archive files.  You can then read this data via transaction SLG1 by selecting the Format Completely from Archive radio button.

      Hope this helps.

      Best Regards,

      Karin Tillotson

  • Hi Krishnendu

    The Customer wants to delete de Central Intance from the Logon Group of the Archiving. Did you know how to do it ?

    Thanks in Advance

    Best Regards.

  • Hi Very good document. Explanatory and useful.

    I hv question. Can we convert the adk file to XML format and get data in text format.


    Reshma Patil.

  • Hello,

    what happens with the roles and authorization? If I want to see the information that was archived, the activitiy validate my authorization?



  • Hi,

    Nice Document. Now I have some problem on archived data like Some documents are archived but not deleted from database. what can I do for delete those document from data base. Can you please share me your idea ? It will be great helpful to me.

    Thanks & Many Regards,


  • Nice explanation in systematic way.

    Just a suggestion:

    Also explain all the errors faced by you and it's resolution step so that other person can take preventive steps.



  • Hi聽Krishnendu Das,

    your document is too good, we recently done BP & Vendor archival .Trying to Archive 5000 BP's its taking long time to process. can u plz help me how to resolve this permanence聽issue.is聽there any limit to Archive. Waiting for ur immediate response.