Symptom

In some cases it is necessary to modify the customer master data (name, address …) of a business partner within a productive SAP system.

As a result of that modification you face the problem that already existing SD documents are updated according to the new master data.
Thus old SD documents already sent to customers contain now new partner data (for example different address).

You might think this is a system error, in case you need to issue an output for an old SD document, since it displays now different data than the one it used to have in the past before master data change.

This phenomenon is not a program error but the standard design of the system.

Reason

SAP can not store all the master data inside the SD document tables.

An address change in the customer master record is always transferred to all existing documents (unless the document has a manual address).

The system does not save the master data in the document, but in the master record. The document shows only a reference to the master record.

Following SAP note provides an explanation:

380456 – Customer master data: Address change in documents

Solution

  • One option could be to create a manual address in the documents. See note 550073 (Point 5) and 97832. In this case the address is only stored in the document and a change in the customer master does not have an influence on the address in the existing documents.

  • However, in order to avoid such a problem, as a solution I would suggest you to use the optical archiving via ArchiveLink.
    This functionality makes it possible to store the outputs of SD documents so that you can print out them in the future at any time in their original form. In the output type customizing you have the possibility to set the storage mode ‘Archive only’ or ‘Print and archive’

You can find the documentation in R/3 Library under the following path:

– Basis Components
– Basis Services / Communication Interfaces (BC-SRV)
  – SAP ArchiveLink (BC-SRV-ARL)
   – SAP ArchiveLink – Scenarios in Applications (BC-SRV-ARL)

    – SAP ArchiveLink – Archiving Scenarios (SD)

ArchiveLink – SAP Library

Use transaction OAAD (Administration of Stored Documents) to display documents from the optical archive

OAAD1.JPG

Stored documents are classified according to document types. The system uses the following document types in case of SD documents:

SDOCONTRAC Contract
SDOORDER Order confirmation
SDODELNOTE Delivery note
SDODELPLAN Scheduling Agreement
SDOINVOICE Billing documents
SDOINVLIST Invoice list
SDOBONUS Rebate credit memo

You can make use of the activation of ArchiveLink functionality even after real document archiving. Sometimes people need the output of an already archived document. But it can not be opened from the archive and the reload of archived documents into the system is not supported by SAP.

In that case you can easily have an access to the output of documents stored by ArchiveLink in the Attachment list.

The following image shows how you can access the stored PDF output of an already archived billing document in VF07 transaction.
The output is also available from SARI transaction.

oaad2.JPG

For more information have a look at the following notes:

1822569 – Not possible to display/print the output of archived billing document in VF07

  440033 – Information on billing document display from archive (VF07)

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17 Comments

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  1. Nishant Nayak

    Csaba Soltesz,
    Awesome Post really!! 😎

    Often, I have faced such problems from Customers and was not able to give any stable solution for the same. Will keep this in mind now for Quick reference! 😉

    Thanks a lot and keep it coming. 🙂

    Regards,

    Nishant

    (0) 
  2. venu gopal

    Dear very good document You have shared 🙂

    But please let me know While creating output with old data at that time system gives new data right ?

    Thanks a lot

    (0) 
    1. Csaba Soltesz Post author

      Dear Venu,

      1. create customer master data
      2. create and save an invoice for that customer. Print the invoice
      3. change for example the address of that customer in the customer master

      4. as a result the new address is automatically updated in the already existing invoice.

      In case you print the invoice again, there will be a new address on the printout.

      Best regard,

      Csaba

      (0) 
  3. ponvignesh ayyadurai

    Hello  Csaba,

        I think this works only for Customer Address.

        For other fields like payment terms , the changed master data doesn’t impact the existing SD documents.

        For example in case of backorders, we may have to change the open Sales documents as well after changing the Master data.

    Regards,

    Ponvignesh.A

    (0) 

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