Archiving Financial Transactions

This document explains how you archive different types of financial transactions.

The purpose of this financial archiving is to reduce the number of transactions by replacing them with summary records.

This means that some of the definite changes as a result of archiving are:

Outcome

Transactions are transferred to an archive library.

One summary voucher per fiscal year is created in the general ledger. All sub-ledger and general ledger (GL) transactions archived are ticked off to retain an audit trail, with an additional voucher number for the balanced general ledger record added at transfer to the archive library.

The journal balance is zero. (When archiving is done for a period covering two fiscal years, the journal balance can be unbalanced. The reason for this is that the accounting date for an invoice entry and the corresponding payment can be in the same archiving date range but not in the same fiscal year. However, the total of all balances in the journal should be zero.)

Lists of archived transactions can have been printed when archiving sub-ledger and general ledger transactions, depending on the filing type selected.

For a detailed description of the outcome of the archiving of sub-ledger transactions:

The system's performance is enhanced as a result of the freed disk space. Save the archive libraries to suitable media, according to your normal backup routines.

Before you start

General Starting Conditions

Additional Starting Conditions for Archiving of Sub-Ledgers and General Ledger

Follow These Steps

  1. Move Data from Old History Tables

    If transactions were previously archived using the archiving functionality. To move these transactions to the archive tables use fix program via (SXS604). The From and To libraries displayed in that program are defined in 'Settings – Filing' (CRS799). Transactions are moved:

    • From the AR history table (FSLHST) to the AR table (FSLEDG)
    • From the history table for AR additional information (FSLHSX) to the table for AR additional information (FSLEDX)
    • From the AP history table (FPLHST) to the AP table (FPLEDG)
    • From the history table for AP additional information (FPLHSX) to the table for AP additional information (FPLEDX)
    • From the GL history table (FGLHST) to the table for GL additional information (FGLEDG)
    • From the history table for GL additional information (GLHSX) to the table for GL additional information (FGLEDX).
  2. Create Backup of Updated Tables

    After the transactions are transferred to the archive tables, make a complete backup of the archive library. This enables you to restore data back into the tables if something should go wrong during archiving.

  3. Print Control Reports before Archiving

    Print reports to use for before and after analysis:

    • 'General Ledger. Print' (GLS525)
    • 'General Ledger. Print Balance Lists' (GLS510), report types 1 and 2
    • 'General Ledger. Print Statement of Income' (GLS520)
    • 'Accounts Receivable. Print' (ARS500), layouts 1 and 2
    • 'Accounts Payable. Print' (APS500), layouts 1 and 2
    • 'Internal Account Entry. Print' (CAS500)
    • 'Order Costing. Print' (CAS550)
    • 'Time Report. Print' (TAS500).
  4. Perform Archiving

    • Archive Accounts Receivable Transactions

      You define the period up to which transactions are to be selected and start the archiving in 'General Ledger. File' (GLS800). It is possible to restart the job if it ends abnormally.

      For more information, see Archive Accounts Receivable Transactions.

    • Archive Accounts Payable Transactions

      You define the period up to which transactions will be selected and start the archiving in 'General Ledger. File' (GLS800). It is possible to restart the job if it ends abnormally.

      For more information, see Archive Accounts Payable Transactions.

    • Archive General Ledger Transactions

      You define the period up to which transactions will be selected and start the archiving of the GL table (FGLEDG) and the table for GL additional information (FGLEDX) in 'General Ledger. File' (GLS800). Balance sheet transactions and profit & loss transactions are archived in separate runs.

      The total archived amount is posted as one summary voucher, either as a total for each period or as one total for the To period, depending on your configuration of the filing type used. All archived transactions receive GL information number 095, which stores the number of the summary voucher.

      The filing type selected also determines by which accounting dimension values are aggregated. For example, if you aggregate on accounting dimensions 1 and 2, then the balances are totaled for each combination of accounting dimension 1 and 2, regardless of any accounting identities in the other accounting dimensions.

      After a successful archiving of general ledger transactions, the journal balance equals:

      • Balance sheet transactions: (Total recorded amount for all balance accounts) – (accounts receivable balance) – (accounts payable balance) – (balance of any deleted accounts) – (balance of any accounts not included in the archiving)
      • Profit/loss transactions: (Total recorded amount for all profit & loss accounts) – (balance of any deleted accounts) – (balance of any accounts not included in the archiving)
    • Archive Internal Account Entries

      Archive old cost accounting transactions in the CINACC and CRACTR tables in 'Internal Account Entry. File' (CAS970).

      Note that this procedure archives all internal account entries with error code blank, 0 or 9 up to the selected date. Account entries with error code 3 can be included as well (optional).

    • Archive Order Costing Transactions

      Archive old order costing transactions in the CPOCAL table in 'Order Costing. File' (CAS980).

    • Archive Product Costing Values

      Archive product costing values in 'Product Costing. Archive/Delete' (PCS270) based on selection criteria such as costing type and costing dates. The values are automatically deleted after archiving is done.

      You can select to archive the following types of values:

      • 1. Costing data from the product structure (tables MCCWAR, MCBOMS, MCCMAT, MCCSEM, MCROUS, MCCOPE, and MCHEAS). After archiving you can still display the costing model with its costing component values in 'Product Costing. Display' (PCS300). However, no information on the product structure used as input for the costing is available.
      • 2. As alternative 1, with the addition of the total per costing component on all levels (tables MCCOMA, MCCOML, MCCOPU). After archiving you can display the costing model header with its total cost in (PCS300) but no other data is available.
      • 3. As alternative 2, with the addition of the total amount record for the costing ID, that is, the amount displayed in 'Product Costing. Display' (PCS300/E) (the MCHEAD table). After archiving no values are displayed in (PCS300).

      Note that unanswered costing warnings can only be deleted, not archived.

    • Archive Time Reports

      Archive old time accounting transactions in the OTHEAD (time accounting transactions – header) and OTTRAN (master file for time accounting transactions) tables in 'Time Report. File' (TAS800).

  5. Carry Out Before-and-After Analysis

    Print reports to use for before and after analysis:

    • 'General Ledger. Print' (GLS525)
    • 'General Ledger. Print Balance Lists' (GLS510), report types 1 and 2
    • 'General Ledger. Print Statement of Income' (GLS520)
    • 'Accounts Receivable. Print' (ARS500), layouts 1 and 2
    • 'Accounts Payable. Print' (APS500), layouts 1 and 2
    • 'Internal Account Entry. Print' (CAS500)
    • 'Order Costing. Print' (CAS550)
    • 'Time Report. Print' (TAS500).

    Perform a before-and-after analysis to make sure that the archiving was done correctly.

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