To archive and delete the reconciliation data

Periodically, you can remove the logged reconciliation data from Financials and the corresponding transactions from Operations Management.

To the archiving and deletion of the reconciliation data, the following rules apply:

  • Before you can archive and delete a transaction in Operations Management, the reconciliation data of the corresponding reconciliation group must be Finally Accepted.

  • Before you can archive and/or delete reconciliation data in the Archive and/or Delete Reconciliation Data (tfgld4295m200) session, the following conditions must be fulfilled:

    • The reconciliation data of the reconciliation group must be Finally Accepted and the financial periods must be set to Reconciled in the Reconciliation and Archiving Period Status (tfgld0177m000) session.
    • The business objects (the purchase orders, warehouse orders, projects, and so on) of which you want to delete the reconciliation data must no longer exist in Operations Management. In other words, you must first remove the transactions from Operations Management before you can remove the reconciliation data from Financials.

For long-term projects, for example, projects that run longer than a fiscal year, you can make exceptions to this rule. For these reconciliation groups, you can select the Block deleting of Business Objects of not finally accepted transactions check box and the Block deleting of Finally accepted transactions of not deleted Business Objects in the Reconciliation Groups (tcfin0120m000) session.

If you select the Do not Group check box in the Archive and/or Delete Reconciliation Data (tfgld4295m200) session, LN checks whether any reconciliation transactions exist outside the financial period that you archive and/or delete. If that is the case, LN cannot archive and/or delete the reconciliation data, and reports an error. This check box is available for a few reconciliation groups.

Note

In the Reconciliation and Archiving Period Status (tfgld0177m000) session, setting the financial periods to Reconciled is reversible. However, the Archived status cannot be reversed.

LN checks the period status and the status of the business objects for the reconciliation group that you are processing and in addition, for all the reconciliation groups in which the business object can occur.

To create an opening balance for reconciliation

If you archive transactions that still contribute to the data to be reconciled, for example, for the Inventory reconciliation group, you can create an opening balance in the reconciliation data. Use the Opening Balances for Reconciliation (tfgld4195m000) session, which you can start, for example, from the appropriate menu of the Operations Management - Financial Reconciliation (tfgld4595m000) session.

The archive and delete process
Step 1. Archive and delete the orders from Operations Management

Archive and delete the transactions in Operations Management. In the various Operations Management packages, use the Archive and Delete sessions to move the data to an Archive company if required and/or to remove the data from the database.

Step 2. Archive and delete the reconciliation data from Financials

You can use the following sessions:

  • Archive and/or Delete Reconciliation Data (tfgld4295m200)
    Use this session to archive and/or remove the reconciliation data from the Reconciliation Data (tfgld495) table.
  • Delete Logged Reconciliation Elements for Settled Recon Groups (tfgld4296m000)
    Use this session to delete the logged reconciliation elements that are no longer needed. LN deletes all the logged reconciliation elements of the reconciliation transactions of the selected reconciliation groups from the Reconciliation Elements for Reconciliation Data (tfgld498) table. LN only removes the reconciliation elements for reconciliation groups for which you cleared the Log All Reconciliation Elements check box in the Reconciliation Groups (tcfin0120m000) session.

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