Archiving Financial Transactions

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:

• see Archive Accounts Receivable Transactions and Archive Accounts Payable 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

• The system operator in charge should be notified, since the archiving requires knowledge of how libraries are saved and cleared. If many transactions are expected to be archived in a single run, the system operator should ensure that the disk usage is not too high, since this will not be reduced until the archive library has been cleared and the reorganization performed. If the computer has enough disk space available, previously performed archive runs may be restored to the archive library before the archiving is initiated. Then new data will be added to the existing tables, and the archiving function works faster, since the tables do not have to be created again in the archive library.
• The archive library (To library) MVXARCH and the current database library (From library) must be defined in 'Settings – Filing' (CRS799).
• The system should be in a restricted state (for example, all batch jobs down).
• A complete backup of the database library is made.

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

• All accounting identities in accounting dimension 1 have the Archiving check box selected in 'Accounting Identity. Open' (CRS630/E). (This can by preference be done already when setting up the chart of accounts.)
• A voucher number series for archiving is defined in 'Voucher Number Series. Open' (CRS410) and connected to the FAM functions used (see below). This number series will be used for the aggregated transactions that will be put back after archiving.
• The following number series are defined in 'Number Series. Open' (CRS165): 65–A (for accounts payable); 55–A (for accounts receivable). These represent the invoice numbers for the aggregated transactions that will remain in the sub-ledgers.
• The following FAM functions are defined with valid date ranges: AP71 (Archiving accounts payable; needs to be connected to a 65 number series type); AR71 (Archiving accounts receivable; needs to be connected to a 55 number series type); GL71 (Archiving general ledger).
• For selective archiving, archiving templates are defined in 'Filing Template. Open' (GLS820).
• Archiving types determining how various types of transactions are to be archived are defined in 'Filing Type. Open' (GLS830).
• All invoices to archive have been paid.

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.