Tips and Tricks for Archiving Your Purchasing Documents

  • by Kehinde Eseyin, Security Architect
  • June 14, 2010
Gain insight into preconditions for archiving purchasing documents that reduce database maintenance time, storage requirements, and data backup, among other benefits. Gather strategies to avoid unnecessary errors and pitfalls when archiving purchasing documents in the SAP system.
Key Concept

Data archiving is the process of removing a large volume of data that is no longer needed online in the system, but which must be available for reference when needed. This data management strategy ensures the optimal performance of the SAP system.  

Over a period of transaction processing in your productive system, it is inevitable for data volume to grow extensively. If this growth is not properly managed, it can cause performance bottlenecks. To enhance system performance or to comply with specific legal regulations, you must archive important data, such as purchasing documents, in your SAP system. Purchasing documents include purchase requisitions, purchase orders, scheduling agreements, quotation requests, and contracts.

The process of data archiving can be very challenging if not properly planned and implemented. This is partly because of the process dependencies that are inevitable in an enterprise system. For example, purchase orders should be archived before archiving contracts. Furthermore, unfamiliarity with the prerequisites, definitions, and customization settings for archiving purchasing documents can be a recipe for an error-prone archiving exercise. Acute knowledge of these preconditions is central to the successful data archiving, especially purchasing documents.

Before archiving purchasing documents, you must ensure you perform specific checks on the purchasing documents under consideration. This will save you the headache of avoidable troubleshooting and consequently ensure that you are on time in your purchasing document archiving project. 

The benefits of archiving purchasing documents include reduction in database maintenance time, storage requirements, and backup, restore, and access time for database tables. Furthermore, data archiving helps reduce network load, index trees, and variants for queries. It also enhances buffer use. The system supports the archiving of internal purchasing documents (e.g., purchase requisition) and external purchasing documents (e.g., purchase order, request for quotation/quotation and contract) using the archiving object MM_EBAN.

Kehinde Eseyin

Kehinde Eseyin is a security architect. He holds a bachelor’s degree in computer science. He has about 12 years of IT security, governance framework, IS risk, and compliance experience gained by working in numerous global organizations. Over the years, he has demonstrated competencies in security design, information assurance, cyber security, data privacy, threat and vulnerability management, penetration testing, business architecture, project management, IT audit, IS controls framework, and identity and access management.

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