Tag: Data archiving

Data volume management on me.SAP.com

The data volume management application on me.sap.com has been matured in the last few years.

The application can be accessed directly via this URL: https://me.sap.com/dataoverview.

Start screen

On the start screen it is important to first select the System and Analysis Date.

The top part:

The top part contains overview for database size.

Then there are tiles to start working on:

  • Optimize memory usage
  • Optimize disk usage
  • Custom table footprint
  • Achievements
  • Growth statistics
  • Technical HANA analysis
  • Use of NSE (native storage extension)
  • Link to the DVM roadmap function

If you scroll down to the bottom part:

Here you find tiles that can help you on:

  • Memory limits
  • Optimize memory usage
  • Record analysis per year
  • Optimize disc usage

Use case 1: finding objects for archiving and/or deletion

In the first tile “Optimize memory usage” you can get details on potential objects to archive and delete:

SAP uses a default archiving retention period which is quite aggressive. Please be aware your business might be more conservative.

Use case 2: custom table footprint

The main tile for custom table footprint already indicates the % of table size that is for custom tables.

Inside the tile you can see which table is larger and/or is having many entries:

For custom tables you can consider writing dedicated clean up programs.

Use case 3: check effectiveness of your NSE setup

You can use the NSE tile to check the effectiveness of your NSE (native storage extension) setup (follow this link to blog on NSE explanation). And you can see if more object might be eligible for NSE.

And the details:

Setup

The basic setup to use this function is described in OSS note 2716655 – How To Use the Data Volume Management APP – Step by Step guide.

Financial document archiving: check document archiving

When you are archiving FICO documents you will not be able to archive all of them. With the FICO archiving transaction FB99 you can investigate why.

FB99 will simulate what will happen with data archiving of a document and shows you what is blocking a document from being archived.

After start of transaction FB99 enter company code, document number and reference number (usually today’s date):

Press enter and the results screen will show the reasons for not being to archive (or indicate archiving is possible):

With the buttons above you can see the document, line items and settings for type life.

More on FICO document archiving can be found in OSS note 1290219 – FAQ: Archiving in Finance.

Data archiving: production order

This blog will explain how to archive production order data via object PP_ORDER. Generic technical setup must have been executed already, and is explained in this blog.

Object PP_ORDER

Go to transaction SARA and select object PP_ORDER.

Dependency schedule is empty, so there are no dependencies:

Main tables that are archived:

  • AFKO (order headers)
  • AFPO (order items)
  • AUFK (order master data)

Technical programs and OSS notes

Preprocessing program: PPARCHP1

Write program: PPARCHA1

Delete program: PPARCHD1

Read from archive: PPARCHR1

Relevant OSS notes:

Guided procedure on production order archiving issues can be found here.

Application specific customizing

For archiving object PP_ORDER there is application specific customizing to perform. Select the order type:

And set the residence times:

Residence time 1 determines the time interval (in calendar months) that must elapse between setting the delete flag (step 1) and setting the deletion indicator (step 2).

Residence time 2 determines the time (in calendar months) that must elapse between setting the deletion indicator (step 2) and reorganizing the object (step 3).

Executing the preprocessing run

In transaction SARA, PP_ORDER select the preprocessing run:

Select your data, save the variant and start the archiving preprocessing run.

The run will show several functional issues: orders that are not completed and could not be marked for deletion with the functional reason.

Executing the write run and delete run

In transaction SARA, PP_ORDER select the write run:

Select your data, save the variant and start the archiving write run.

After the write run is done, check the logs. PP_ORDER archiving has low speed, and medium percentage of archiving (60 to 80%).

Proved a good name for the archive file for later use!

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Data retrieval is via program PPARCHR1:

Important here to select the correct archive files.

Output is a list on the left side with details on the right hand side of the screen in table format:

Data archiving: material ledger data

This blog will explain how to archive material ledger data via object CO_ML_DAT. Generic technical setup must have been executed already, and is explained in this blog.

Object CO_ML_DAT

Go to transaction SARA and select object CO_ML_DAT.

Dependency schedule:

Main tables that are archived:

  • CKMLCR (material ledger data)
  • CKMLPP (period totals)

Technical programs and OSS notes

Write program: SAPRCKMN_NEU

Delete program: SAPRCKMO_NEU

Read from archive: SAPRCKMP_NEU_LESEN

Reload program: SAPRCKMP_NEU_RUECKLADEN

Relevant OSS notes:

Application specific customizing

Archiving object CO_ML_DAT has no specific customizing. Retention period is set on the write program screen.

Executing the write run and delete run

In transaction SARA, CO_ML_DAT select the write run:

Select your data, save the variant and start the archiving write run.

After the write run is done, check the logs. CO_ML_DAT archiving has high speed, and high percentage of archiving (up to 100%).

Proved a good name for the archive file for later use!

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Data retrieval is via program SAPRCKMP_NEU_LESEN. But the retrieval has no proper selection. Output is also hard to read.

Data archiving: handling units

This blog will explain how to archive handling units via object LE_HU. Generic technical setup must have been executed already, and is explained in this blog.

Object LE_HU

Go to transaction SARA and select object LE_HU.

Dependency schedule:

In case you use production planning backflush, you must archive those first. Then material documents, shipment costs (if in use), SD transport (if in use) and deliveries.

Main tables that are archived:

  • VEKP (Handling unit header table)
  • VEPO (Handling unit item)

Technical programs and OSS notes

Preprocessing program: RHU_AR_ARCHIVABILITY_CHECK

Write program: RHU_AR_WRITE_TO_ARCHIVE

Delete program: RHU_AR_DELETE_FROM_DATABASE

Read from archive: RHU_AR_READ_FROM_ARCHIVE

Reload program: RHU_AR_RELOAD_ARCHIVE

Relevant OSS notes:

Application specific customizing

Archiving object LE_HU has no specific customizing. Retention period is set on the write program screen.

Execution the preprocessing run

In transaction SARA, LE_HU select the preprocessing run:

The run will show you how many can be archived and how many cannot be archived (mainly due to status and preceding documents):

Executing the write run and delete run

In transaction SARA, LE_HU select the write run:

Select your data, save the variant and start the archiving write run.

After the write run is done, check the logs. LE_HU archiving has average speed, but not so high percentage of archiving (about 40 to 90%).

Unfortunately the LE_HU object does not have a Note field to give the archive file a correct name. If you still want to do so, you have to do this in SARA via the management of archiving sessions: select the session and change the description there:

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Data retrieval is via program RHU_AR_READ_FROM_ARCHIVE.

Data archiving: profit center accounting documents

This blog will explain how to archive profit center accounting documents transports via object EC_PCA_ITM. Generic technical setup must have been executed already, and is explained in this blog.

Object EC_PCA_ITM

Go to transaction SARA and select object EC_PCA_ITM.

Dependency schedule:

This means for profit center accounting archiving that there are no dependent objects.

Main tables that are archived:

  • GLPCA (profit center actual line items)
  • GLPCP (profit center plan line items)

Technical programs and OSS notes

Write program: EC_PCA_ITM_WRI

Delete program: EC_PCA_ITM_DEL

Read program: RGUGLPCA

Relevant OSS notes:

Application specific customizing

EC_PCA_ITM has no application specific customization for setting retention periods.

Executing the write run and delete run

In transaction SARA, EC_PCA_ITM select the write run:

Select your data, save the variant and start the archiving write run.

Give the archive session a good name that describes controlling area, company code and year. This is needed for data retrieval later on.

After the write run is done, check the logs. EC_PCA_ITM archiving has high speed, and high percentage of archiving (up to 99%).

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Data retrieval is via program RGUGLPCA:

Put in the correct input values and select the right archive files.

The output is a fairly simple list.

Data archiving: SD transport

This blog will explain how to archive SD transports via object SD_VTTK. Generic technical setup must have been executed already, and is explained in this blog.

Object SD_VTTK

Go to transaction SARA and select object SD_VTTK.

Dependency schedule:

In case you use production planning backflush, you must archive those first. Then material documents and shipment costs (if in use).

Main tables that are archived:

  • VTTK (shipment header)
  • VTTP (shipment item)

Technical programs and OSS notes

Write program: SDVTTKWRS

Delete program: SDVTTKDLS

Reload program: SDVTTKRL

Relevant OSS notes:

Application specific customizing

In the application specific customizing for SD_VTTK you can maintain the document retention time settings:

Executing the write run and delete run

In transaction SARA, SD_VTTK select the write run:

Select your data, save the variant and start the archiving write run.

Give the archive session a good name that describes sales organization/shipment point and year. This is needed for data retrieval later on.

After the write run is done, check the logs. SD_VTTK archiving has average speed, but not so high percentage of archiving (up to 40 to 90%).

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Data retrieval is not possible. Only reload via program SDVTTKRL.

Archiving MM- Accounting interface posting data

This blog will explain how to archive MM accounting interface posting data via object MM_ACCTIT. Generic technical setup must have been executed already, and is explained in this blog.

The MM_ACCTIT is strange object. Since it is about intermediate data which is normally not viewed by users, there is no read program. In worst case there is a reload program. Do also read about the option to stop using these intermediate tables if the business does not require them.

Avoiding data in MM-accounting interface tables

Please check OSS note 48009 – Tables ACCTHD, ACCTIT, ACCTCR: Questions and answers to see if you can fully avoid data being written to the tables.

Object MM_ACCTIT

Go to transaction SARA and select object MM_ACCTIT.

Dependency schedule (no dependency):

Tables that are archived:

Technical programs and OSS notes

Write program: MM_ACCTIT_WRI

Delete program: MM_ACCTIT_DEL

Read program: none. Only write and delete.

Relevant OSS notes:

Application specific customizing

MM_ACCTIT has no application specific customizing.

Executing the write run and delete run

In transaction SARA, MM_ACCTIT select the write run:

Select your data, save the variant and start the archiving write run.

After the write run is done, check the logs. MM_ACCTIT archiving has high speed and high percentage of archiving (up to 100%).

Deletion run is standard by selecting the archive file and starting the deletion run.

Data archiving: CO line items

This blog will explain how to archive CO line items via object CO_ITEM. Generic technical setup must have been executed already, and is explained in this blog.

Object CO_ITEM

Go to transaction SARA and select object CO_ITEM.

Dependency schedule (no dependency):

Tables that are archived:

Most important:

  • COEP: CO line items
  • COBK: CO object document header

Technical programs and OSS notes

Write program: CO_ITEM_WRI

Delete program: CO_ITEM_DEL

Read program: RKCOITS4

Relevant OSS notes:

Application specific customizing

In the application specific customizing for CO_ITEM you have to set the residence time in months per CO type:

Executing the write run and delete run

In transaction SARA, CO_ITEM select the write run:

Select your data, save the variant and start the archiving write run.

Give the archive session a good name that describes date range. This is needed for data retrieval later on.

After the write run is done, check the logs. CO_ITEM archiving has average speed, but high percentage of archiving (up to 100%).

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

Start the data retrieval program and fill selection criteria:

To avoid reporting issues, see OSS note 2676572 – SARI/KSB5 Archived documents not displayed in line item report, fill the archiving structure SAP_CO_ITEM_001.

Data archiving: purchase documents

This blog will explain how to archive purchase orders and purchase documents via object MM_EKKO. Generic technical setup must have been executed already, and is explained in this blog.

Object MM_EKKO

Go to transaction SARA and select object MM_EKKO.

Dependency schedule:

No dependencies.

Main tables that are archived:

  • EKKO: purchase document header
  • EKPO: purchase document item

Technical programs and OSS notes

Pre-processing program: RM06EV70

Write program: RM06EW70

Delete program: RM06ED70

Read program: RM06ER30

Relevant OSS notes:

Application specific customizing

In the application specific customizing for MM_EKKO you can maintain the document retention time settings:

You have to set the residence time per purchase order type:

Preprocessing

In transaction SARA, MM_EKKO select preprocessing:

There are quite some reasons why a purchase order cannot be archived.

Executing the write run and delete run

In transaction SARA, MM_EKKO select the write run:

Select your data, save the variant and start the archiving write run.

Give the archive session a good name that describes the purchasing group and year. This is needed for data retrieval later on.

After the write run is done, check the logs. MM_EKKO archiving has average speed, and medium percentage of archiving (50 to 90%).

Deletion run is standard by selecting the archive file and starting the deletion run.

Data retrieval

For MM_EKKO start the read via SARA:

Then select the archive file(s).

Result is in a simple list.

If you setup the archiving infostructures, the popup with the files will be skipped.