EMC ViewPoint for SAP Contract Account Documents Module
Contents
1. Position Entry 1 of 24 Document type runtimes recommended default setting archiving object FI MKKDOC It makes more sense to define elsewhere which of the documents that can be archived should actually be archived and which should remain in the database using the posting period and fiscal year as described in Archiving job on page 2 13 The runtimes are generally specified in days If a runtime or even an account type or document type has not been maintained the runtime is defaulted as 9999 days In order to really archive meaning to remove documents from the database it must be ensured that all runtimes and account types have been maintained EMC ViewPoint for SAP CFICA Module Administration Manual SAP archiving infrastructure Figure 2 7 CFICA Module Archiving In the last column of this maintenance screen the runtime of the archive index can be specified This is irrelevant within the scope of the archiving object FILMKKDOC because when the ViewPoint Module is being used the SAP archive indices are not required as described next in SAP archiving infrastructure The Archive Information System AS is a generic tool fully integrated in the SAP data archiving environment for performing searche2. i acA CGA BAR Anaal HAEl PBS archive add on CFICA accounting documents index generation H Data from SAP R 3 Archive Select manually SAP archive from 01 01 2004 to max number phys files 1 All archive files Non indexed archive files Select manually 31 12 9999 Select automatically Delete old run sun04_SU4_02 Input control document receipt Input control index generation Output control index generation Output control index generation i sunos ua7_o fo ga Check x V Activate index at runtime _ Delete previous index at runtime Sequential processing W Runs per main index 10 V Execute 10 Parallel processing Index generation to 0 gt Scheduling server W Close parallel index generation with consolidation consolidation for complete main indices Execute processes parallel Normal subsequent index construction After completion of an archive year you should move the main index area into the long term index This is done by marking the index area and selecting the corresponding icon The long term indices are concerned with the longer term data retention of the ViewPoint indices These files are no longer changed meaning no more new indices are merged with them Index generation KOK CFICA Module Index Generation and Administration Figure 3 15 Creation enhancement changing of a long term index
3. Individual table entry fields and content Validation of index The validation program which can be called up via the Validation construction icon can be used to obtain an overview of the correct indexing of the FILMKKDOC files The result is a list which provides information about which files were correctly indexed and which were not or are erroneous The check program can be started via the Check index area icon and can be used to check an individual ViewPoint index area for errors When doing this the index area is read and checked for errors Test accesses The program PBS CFICA_U001 Test access is started by selecting the Test access icon This program can be used to test whether the access to the archive works correctly for the different ViewPoint indices The respective index and a search criteria for example a specific document number can be entered This program uses the standard routines which for the most part are also used in the display transactions and reports for the access to the ViewPoint indices and or the archive This means that this program can be used to test for example whether a particular document can be read correctly from the archive Furthermore the coding provides a program example for programming manually the archive accesses via ViewPoint indices Example programs which each enable the accesses for one ViewPoint index also exist for the same purpose These can be found in the EMC
4. Here access can also be restricted at user or batch job level per index area as shown in Figure 3 15 Moving index construction alla eee GAR ania nA os Administration Board CFICA 2 main indices Moving index construction When doing this all main indices must first be moved temporarily into the long term index Afterwards the long term index that is to be modified must be moved into the main index This step can be omitted if you want to generate a new long term index An archive year can then be generated as described in Example 1 After index generation has been completed you should move the generated index area into the long term index and the temporarily stored long term indices back into the main index area 3 14 EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration Analysis of existing index areas Scanning index A number of problems for performing validation and test accesses are areas available for analyzing the ViewPoint Archive indices The program PBS CFICA_SCAN can be used to search the archive selectively according to specific criteria This corresponds to the well known archiving tool from other ViewPoint Modules such as CFI This tool can be started from the Administration Board via the scanning Analysis of existing index areas 3 15 CFICA Module Index Generation and Administration In the initial screen you
5. R 3 Archive Pas Select manually Select manually SAP archive from 81 61 2084 to max number phys files 1 Allarchive files Non indexed archive files Select automatically 8 Delete old run 31 12 9999 Input control document receipt Input control index generation Output control index generation utput control index generation Activate index at runtime Delete previous index at runtime Sequential processing v Runs per main index 10 v Execute 10 consolidation for complete main indices Parallel processing Index generation to 8 Execute processes parallel gt Scheduling server v Close parallel index generation with consolidation Subsequent index construction More than three archive files were created When performing the archive file data selection you should choose the automatic option and set the To date far into the future that you can also use the same variant in the future In the Output control for index generation you should select Parallel processing with subsequent consolidation EMC ViewPoint for SAP CFICA Module Administration Manual Figure 3 14 Moving a main index area into a long term index CFICA Module Index Generation and Administration After completion of a fiscal year should move the main index area into the long term index as shown in Figure 3 14 Normal subsequent index construction
6. ViewPoint for SAP Contract Account Documents Module User Manual Analysis of existing index areas 3 17 CFICA Module Index Generation and Administration 3 18 EMC ViewPoint for SAP CFICA Module Administration Manual 4 CFICA Module Transactions This chapter includes these topics Administrative transactions cccicicienicdiasdicaudviestenisewewies 4 2 Display nsacHonS secsi erae 4 3 CFICA Module Transactions at CFICA Module Transactions Administrative transactions The transactions listed in Table 4 1 Administrative transactions are available for calling the programs to construct and manage the ViewPoint indices Table 4 1 Administrative transactions Transaction Description PBS CFICA_Y00 ViewPoint Archive Administration Archive Administration Board PBS CFICA_Y02 ViewPoint CFICA Index Generation PBS CFICA_Y05 Archiving Tool ViewPoint Indices Analysis EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Transactions Display transactions The display transactions listed in Table 4 2 Display transactions which read both documents from the operational tables of the SAP system as well as documents from the ViewPoint archive are available with Final Release 1 The ViewPoint transaction names are created from the corresponding SAP names and prefixed by the ViewPoint namespace PBS For
7. a merge index ensures that this index area is no longer subject to the automatic merge of the index generation 2 It is possible to restrict access rights for the long term index Here you can define and maintain the user groups By activating an index area the indices are made available for the user Only deactivated index areas can be Or TaN activated Li Deactivation of an index area means that these indices are no longer available to the user a The deletion of an index area results in all dependent table contents and physical files being deleted aa You can use the validation to perform a check for completeness and correctness of the index generation or By checking an index area it is possible to establish whether it can be read completely and whether it was generated coherently In the index area information you can see which SAP archive files were indexed and some statistical values such as the lowest and highest value of each index per company code The log of the run provides information about the number of processed indices the runtime and the selection criteria 2 N p The program PBS CFICA_SCAN can be used to display the content of a selected index area You can select this button to call the program PBS CFI_U001 Here it is possible to test the access to the archive index This program can be used as a template for your customer specific modifications E With index generat
8. EMC ViewPoint for SAP Contract Account Documents Module Version 2 0 ADMINISTRATION MANUAL P N 300 003 424 REV A01 EMC Corporation Corporate Headquarters Hopkinton MA 01748 9103 1 508 435 1000 www EMC com Copyright 2006 EMC Corporation All rights reserved Published February 2006 EMC believes the information in this publication is accurate as of its publication date The information is subject to change without notice THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE Use copying and distribution of any EMC software described in this publication requires an applicable software license For the most up to date listing of EMC product names see EMC Corporation Trademarks on EMC com All other trademarks used herein are the property of their respective owners ii EMC ViewPoint for SAP CFICA Module Administration Manual Preface Chapter 1 Chapter 2 Chapter 3 Contents PEE ENEN HIR ITE A EN EEE A ENE E ethos oes v Introducing ViewPoint for SAP CFICA Module introductio isesi ches dccevesteeithevveitsctasiveaes vedo adeeieedds hactedaats 1 2 ViewPoint CFICA Mod ulle u cccccccccccccscsssecsssssessscsssssssseesssssesesees 1 3 Navigatio i siscibesseescar
9. Net under the title Managing SAP R 3 Archiving Projects It is strongly recommended that you also read this documentation EMC ViewPoint for SAP CFICA Module Administration Manual General customizing of the transaction SARA Figure 2 1 CFICA Module Archiving The menus of the transaction SARA vary slightly from one another in the different SAP releases Here we deal with the customizing in release 4 64 but the settings that are described are also valid for other releases and can be made there in the corresponding places These are generally easy to find even if in detail they are sometimes different to what is in release 4 64 After calling the transaction SARA the following initial screen is displayed as shown in Figure 2 1 Initial screen of the transaction SARA jon a OCe GH Archive Administration Initial Screen g Customizing Database tables Information system z 2 Management Initial screen of the transaction SARA You should now enter the archiving object covered by the ViewPoint Module FIIMKKDOC under Object name and then choose the pushbutton Customizing General customizing of the transaction SARA CFICA Module Archiving The following popup is displayed as in Figure 2 2 Selection of customizing transactions for archiving object FI MKKDOC Technical settings Technical settings Cross Client File Names Paths Client Specific File Names Maintai
10. can choose between the various ViewPoint indices for a test access or protocol display as shown in Figure 3 16 Analysis tool PBS CFICA_SCAN Dispi contents of PBS archive add on CFI CA Technical settings Client number No data records Choose Selected index areas 507 gt greater or egua O generic Job logs fk Secondary index documents Secondary index documents Document number 20000151782 Business partner Index Index contract account Index contract reference Index reconcilation key FIKEY Index via CLRDt POSDTAUGBL Index for OP WWHGRP OPUPYY Sec Index cross over tranact Index posting date Index ref doc no Index company code c i Figure 3 16 Analysis tool PBS CFICA_SCAN If for example you want to search for a particular document number in the archive then you must enter this number in the corresponding field see Diagram 13 before the program is executed You can then go down to the next view levels via double click These four levels are Index cluster here for example by double clicking on the first line for the cluster of the document number being searched for e ViewPoint indices list of the archive indices of an index cluster 3 16 EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration Content of the individual document table entries of the archived document
11. ch as whether the document is cleared are already checked by the archiving program Furthermore on the one hand the document runtimes must be maintained and on the other hand the archiving infostructure must be activated This can be done for the archiving object FI MKKDOC under Transaction SPRO Select SAP Reference IMG See menu structure in Figure 2 5 Customizing for archiving object FIMKKDOC vv E Implementation Guide for R73 Customizing IMG gt B General Settings E Enterprise Structure E Cross Application Components E Financial Accounting D kr 179 E Financial Accounting Global Settings E General Ledger Accounting E Accounts Receivable and Accounts Payable E Contract Accounting gt B Organizational Units v E Basic Functions E gt amp Application Area z E Postings and Documents D Basic Settings Document General Ledger Posting Totals Workflows for Checks and Authorizations Archiving Ey E3 Activate Archive Info Structure for Document Archive Production Startup Open Item Management D B EJ Account Balance Display B B IFF 9 V BRR Withholding Tax Particular Aspects of Taxation Procedure Ez Tay Rennrte Customizing for archiving object FIL_MKKDOC EMC ViewPoint for SAP CFICA Module Administration Manual Document runtimes CFICA Module Archiving A completely cleared document also remains in the database as long as the archiving program does not try to arch
12. cuments are archived These can only be archived once the corresponding clearing documents have been archived in the first step For this reason the archiving strategy should be adhered to otherwise the optimal data quantity cannot be archived The key date for archiving is the reference date for the validation of the document type runtimes as described in Document runtimes on page 2 9 If no other date is entered here the field is filled automatically with the current date Furthermore it is possible to specify the Minimum number of days in the system Here it is possible to specify how many days a document must have at least been in a system since its creation in order to be able to be archived In the field Remark a comment should be entered for identification purposes In the block Program parameters it is important that Test run has not been selected If you were to check this parameter the archiving would only be simulated but an archive file would not be created and documents would not be removed from the database Equally in the case of mass data the parameter to only show errors in the detail log should be checked Start date and spool The start date should now be defined and the spool parameters parameters maintained The settings made here depend on the specific situation and conventions that exist at the customer s company We would simply recommend that the archiving run is scheduled at a time when the loa
13. d on the system is low for example during the night or at the weekend When archiving is to take place for the first time after a long period of uncontrolled database growth a maximum of one fiscal year as shown in Figure 2 11 Maintenance of the variants for the archiving job or better still just one quarter in the case of large data volumes should be archived per archiving run and at least a complete weekend should be planned for this job or jobs Archingjb BA CFICA Module Archiving Archiving cycle Subsequent archiving runs should then take place at regular intervals For example the volume of your FI CA documents comprises 100 000 documents per month meaning that the load on the database increases monthly as a result of the corresponding data volume An archiving run should be scheduled monthly or quarterly at the latest followed immediately by an indexing run meaning a construction run of the ViewPoint CFICA Module ga EMC ViewPoint for SAP CFICA Module Administration Manual 3 CFICA Module Index Generation and Administration This chapter includes these topics Admimsiadon Boatdanciccatiesiescitiancdviee N TETTEN 3 2 Index generation ecaa E E 3 5 Analysis of existing index aPeas visi ccsccisccssenisecnsverivrensennsecsenss 3 15 CFICA Module Index Generation and Administration CFICA Module Index Generation and Administration 3 2 Administration Board Figur
14. dministration Manual EMC ViewPoint for SAP Process Orders Module Administration Manual EMC ViewPoint for SAP Project Systems Module Administration Manual EMC ViewPoint for SAP Line Items Module Administration Manual EMC ViewPoint for SAP Special Ledger Module Administration Manual EMC ViewPoint for SAP Warehouse Management Module Administration Manual EMC ViewPoint for SAP Custom Module Administration Manual User EMC ViewPoint for SAP Analyzer Plus Installation and User Manual EMC ViewPoint for SAP Analyzer Lite Installation and User Manual EMC ViewPoint for SAP CFICA Module Administration Manual vii gt EMC ViewPoint for SAP Analyzer BW User Manual EMC ViewPoint for SAP Controlling Line Items Module User Manual EMC ViewPoint for SAP Financial Accounting and Material Documents Module User Manual EMC ViewPoint for SAP Purchasing Module User Manual EMC ViewPoint for SAP Sales and Distribution Module User Manual EMC ViewPoint for SAP Production Orders Module User Manual EMC ViewPoint for SAP Modules Utilities User Manual EMC ViewPoint for SAP Agency Business Module User Manual EMC ViewPoint for SAP Construction and Maintenance Module User Manual EMC ViewPoint for SAP Costing Based Profitability Analysis Module User Manual EMC ViewPoint for SAP Master Data Changes Module User Manual EMC ViewPoint for SAP Contract Account Documents Module U
15. e 3 1 Description of the individual icons As already mentioned the R 3 archiving object FIL MKKDOC is covered by the ViewPoint CFICA Module The function modules of SAP archiving are used for storing the indices in the system The archiving object PBS CFICA was created for this purpose The ViewPoint Administration Board is the central administration instrument for the indices that are generated via the ADK technique and that were stored in so called archiving runs index areas The initial screen of the Administration Board that can be called with the transaction PBS CFICA_Y00 program PBS CFICA_FILE is displayed in Figure 3 1 CFICA Administration Board a Administration Board CFICA 3 main indices gD a CFICA Administration Board EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration Table 3 1 Icon descriptions Icon Description a You can use this function to move an index area from the main index into the long term index or vice versa The San index area is available within the main index for further merging and consolidation The index area is not automatically made available as a long term index for further processing for index generation Furthermore the access here can be limited This corresponds to the previous ViewPoint long term archive Converting a main index into
16. e notes software updates or for information about EMC products licensing and service go to the EMC Powerlink website registration required at http Powerlink EMC com Technical support For technical support go to EMC WebSupport on Powerlink To open a case on EMC WebSupport you must be a WebSupport customer Information about your site configuration and the circumstances under which the problem occurred is required Your suggestions will help us continue to improve the accuracy organization and overall quality of the user publications Please send your opinion of this guide to techpub_comments EMC com EMC ViewPoint for SAP CFICA Module Administration Manual Introducing ViewPoint for SAP CFICA Module This chapter includes these topics Mmeoducio nnr O ARN 1 2 ViewPoint CFICA Modul sacrsceneins anaE 1 3 Introducing ViewPoint for SAP CFICA Module BEN Introducing ViewPoint for SAP CFICA Module Introduction The ViewPoint modules are constructed in modular form and cover the application modules FI SD MM CO etc with a special program package for exactly this application You can easily see from the name which ViewPoint module belongs to which SAP module FI SD MM CO etc All ViewPoint modules have in common that they can be easily installed in the SAP R 3 system via the SAP transport utilities tp and SAINT Installation details of the ViewPoint modules are in the EMC ViewP
17. endeeveckodvewsssevivvavevietesisseesensieestusvestevdeetien 1 3 CFICA Module Archiving Archiving in the SAP R 3 system sssssesssssessissirssesiesresresseseeree 2 2 General customizing of the transaction SARA cece 2 3 Technical Settings isitin iay saiia iiaia aaraa 2 5 Basic CUStOMIZING suais reisene EEko si EEEE EEE EEEE 2 7 User specific Customizing cccccsescesesesteteeseeceteeseeceeneseseaneneseenens 2 8 Document rUNTIMES cccccececsccccessscccecesessceseesceseessecceseeeeeees 2 9 SAP archiving infrastructure 0 0 cece eee eeeeeeeeeeneeseees 2 11 Archiving Jobsites aereas area aae aerasi 2 13 Creating variaiitSinses iiia treana enas a EE as 2 13 Maintaining variatsion n 2 13 Start date and spool parameters ccccccceecceeeseststeteees 2 15 Archiving Cy Cle sis sis catssstetss setescsdecsias iecencteeivacsessastenssertessoinds 2 16 CFICA Module Index Generation and Administration Administration Board ccccccccccccsscescssesessesecssessscsssssssesssesevessessees 3 2 Description of the individual iCONS cccseceeeeeeeeees 3 2 Changing the View sisisi asinis iiinis aniisi resisa 3 4 Index generatio sssrinin isiat evaaa tiaten eiasriiasea 3 5 Indexing pr gram sa issindec assess ceacassvas Givescoristeviscsvdcessisividcewsiscaeasss 3 5 EMC ViewPoint for SAP CFICA Module Administration Manual ii Consolidation cccccssccssecessecsseesscessecesseceseecsseeeseesseeeeseceeecnaes Examples o
18. ent receipt EJ Input control index generation EJ Output control index generation a X A Jell E E PT sun4 NS 77 Figure 3 2 CFICA index generation selection screen Select manually With the manual selection option you can select the FIL MKKDOC archive files yourself via a popup window The selection list can be restricted using a date interval date of archive file creation and by non indexed archive files The parameter Max number of phys files can be used to restrict the number of archive files per index generation You only need to perform this restriction if your sort capacities in the SAP system are Index generation 3 5 CFICA Module Index Generation and Administration Figure 3 3 Select automatically Figure 3 4 Delete old runs Figure 3 5 Input control for document input not sufficient For example if seven archive files are selected and you have specified that a maximum of two files can be processed four index generations are performed as shown in Figure 3 3 Select manually Select manually Select manually SAP archive from 01 01 1990 to 31 12 9999 max number phys files 3l All archive files Non indexed archive files Select manually If the option Select automatically is chosen all archive files that were created within the specified date interval are processed The parameter Max number of phy
19. esults in greater clarity and reduces access times when accessing the archive as shown in Figure 3 9 Consolidation area in the Administration Board a e Cae BHE S545 RA oR PBS archive add on CFICA accounting document index consolidation ADK c Figure 3 9 Consolidation area in the Administration Board It is possible to select the index areas manually or to use all main index areas The program has to process a minimum of two and a maximum of 90 index areas as shown in Figure 3 10 Input control index consolidation imi Input control index consolidation Input control index consolidation PBS CFICA Index storage 476 S All main archives Figure 3 10 Input control index consolidation The generated index area can be made available to users via the option Activate index at runtime The input areas can be deleted after the index area has been generated Index generation 3 9 CFICA Module Index Generation and Administration Figure 3 11 Examples of index generation Completely new construction or reconstruction The result can be checked using a test run without changes being made as shown in Figure 3 11 Output control index consolidation m Output control index consolidation Output control index consolidation Activate index at runtime C Delete previous index at runtime Trial run index build No data change Output c
20. example SAP FPE3 becomes PBS FPE3 Basically the functionality of the transactions corresponds to the SAP standard transactions as long as a comparable transaction exists The detailed description of the transactions can be found in EMC ViewPoint for SAP Contract Account Documents Module User Manual Table 4 2 Display transactions ViewPoint transaction SAP transaction Description PBS FPE3 FPE3 Display document PBS FPE4 FPE4 Display document changes PBS FPL9 FPL9 Display account balance PBS FPT5 FPT5 Display documents for reconciliation key PBS FPO1 FPO1 FI CA key date based open item list PBS FPO4 FPO4 Open item evaluation PBS FPS_RFKKBELJOO FPS_RFKKBELJOO Document journal PBS FPDE_EXP FPDE_EXP Document extracts Export PBS FP05 FP05 Process payment lot PBS FP09 FPO9 Returns PBS FPRH FPRH Display installment plan histories PBS FPOR3 FPOR3 Display payment order PBS FPSEC3 FPSEC3 Display security deposit Display transactions 4 3 CFICA Module Transactions Table 4 2 Display transactions continued ViewPoint transaction SAP transaction Description PBS FPM3 FPM3 Display dunning history PBS FPM4 FPM4 Display returns history PBS FPCHR FPCHR Check repository EMC ViewPoint for SAP CFICA Module Administration Manual
21. f index generation ccccessesssessssseseeeeneesees Analysis of existing index areas ceescsseesesssesessseseteseneneeees Scanning INAEX ALCAS 0sssescestessivanseecsseesnseesncoessies sane ereire Validation of index construction Test accesses sch ccccscsccsatosscetlasvechcxieccscpetslercdesontuctesesoesteveacdossends Chapter 4 CFICA Module Transactions Administrative transactions c cccccccccscescesssseceseesssessessssesesesseseeess Display transactons c6s isic ccesec dices cacasebstscncscobsostaevtedsesttevesleasesdusie EMC ViewPoint for SAP CFICA Module Administration Manual ViewPoint Functionality Audience Preface As part of an effort to improve and enhance the performance and capabilities of its product line EMC from time to time releases revisions of its hardware and software Therefore some functions described in this manual may not be supported by all revisions of the software or hardware currently in use For the most up to date information on product features refer to your product release notes If a product does not function properly or does not function as described in this manual please contact your EMC representative This document describes how to administer the various components that make up EMC ViewPoint for SAP Contract Account Documents CFICA Module EMC s technology allows you to effectively manage your application data by providing the ability to define
22. ge Store before delete E Delete prog reads from stor system Figure 2 4 Technical settings default values that can be used The defaulted logical file name ARCHIVE_DATA_FILE can usually be kept Although 25 MB or 30 000 data objects is defaulted for the Size of an archive file SAP recommends of late to choose 100 MB here and a maximum of 120 000 data objects documents We also recommend that this setting is made If more documents than are specified here 2 6 EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Archiving are archived during an archiving run a follow on file is opened under the same sequential number The Connection to the archiving system plays a role in the case of optical archiving and is not covered within the scope of this handbook Basic customizing The next option in the popup as seen in Figure 2 4 Technical settings default values that can be used is Basic Customizing This deals with the assignment of logical to physical file names and paths Generally it is not necessary to make any changes here General customizing of the transaction SARA 2 7 CFICA Module Archiving User specific customizing In order to perform an archiving run for the contract account documents a number of prerequisites must be fulfilled Decisions regarding whether a document can be archived must be made The most important and accounting criteria su
23. ge if you ignore the warning DANGER A danger notice contains information essential to avoid a hazard that will cause severe personal injury death or substantial property damage if you ignore the message Typographical Conventions EMC uses the following type style conventions in this guide bold e User actions what the user clicks presses or selects e Interface elements button names dialog box names e Names of keys commands programs scripts applications utilities processes notifications system calls services applications and utilities in text italic Book titles e New terms in text Emphasis in text Courier e Prompts e System output e Filenames Pathnames e URLs Syntax when shown in command line or other examples EMC ViewPoint for SAP CFICA Module Administration Manual ix Where to Get Help Your Comments Courier bold Userentry e Options in command line syntax Courier italic Arguments in examples of command line syntax e Variables in examples of screen or file output e Variables in pathhames lt gt Angle brackets for parameter values variables supplied by user I Square brackets for optional values Vertical bar symbol for alternate selections The bar means or Ellipsis for nonessential information omitted from the example EMC support product and licensing information can be obtained as follows Product information For documentation releas
24. ion it is possible to index ADK files from the archiving object FI_MKKDOC The indices are also stored in ADK files The archiving object used for this is PBS CFICA The consolidation function can be used to combine several index areas together This is advantageous as far as the runtime is concerned when accessing the indices It is preferable to consolidate the existing main index areas and then to move them into the long term index after the completion of a year Tal Administration Board 3 3 CFICA Module Index Generation and Administration Changing the view The Main Long term and Inactive buttons can be used to switch between the main and long term indices as well as the display of inactive index areas The status of the individual index areas is indicated within the respective display via traffic light icons e green main archive further indices can be merged with those here yellow long term archive e red inactive indices As soon as a new index area is created by the merging of further indices or by consolidation the previous areas are moved to the inactive indices unless the option Delete former index at runtime was selected The manual moving of index areas is performed using the respective icons described above Long term archive The index areas in the long term archive are no longer taken into consideration by the indexing program during automatic processing for the merge proced
25. ive it The runtimes that can be maintained here must have elapsed after the clearing date for the document to be able to be transferred to the archive file These runtimes therefore represent the minimum runtimes that the document can remain in the database after its clearing date In this way it is possible to define that documents that can be archived are not immediately archived However from a technical perspective this is not sensible due to the load on the database and is not necessary from an accounting perspective when using the ViewPoint CFICA Module User specific customizing 2 9 CFICA Module Archiving Figure 2 6 For this reason we strongly recommend that all runtimes are set to the lowest possible value which is one day as shown in Figure 2 6 Document type runtimes recommended default setting archiving object FILMKKDOC Change View Maintain Document Types for Individual Processing Overv Newenties Q A m Dialog Structure Vig CO Maintain D tT Tc C Maintain Document Types for Maintain Document Types for Individual Processing J Not manually Cross company Doc life Arch RT
26. iving run then has to be postponed because there is no longer enough time even at the weekend for the archiving run to take place you can end up entering a vicious circle This situation should be avoided as soon as possible Finally it makes sense to define simple ranges when archiving in order to guarantee completeness and clarity as shown in Figure 2 11 Maintenance of the variants for the archiving job Maintain Variant Report RFKKAR10 Variant CFICA Variant attributes H Archiving Strategy Clearing Stat Documents Only Payments Transfer Postings Dunning Other Documents lnvoices Credit Memos Archiving Quantity Selection Document Numbers ksooo00000 to 3000000000 Company Codes Optional to Minimum Days in System Archiving Key Date 20 04 2005 Balance Sheet Key Date Program Control Test Run Detail Log Faulty Docs in Detail Log Only Comprehensive Error Log Archive Admin Archive Description Note Archivierung Ausgleichsbelege aus 01 2004 Maintenance of the variants for the archiving job EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Archiving Archiving of the documents is performed in a two step procedure First both the straightforward clearing documents and statistical documents are archived This involves simple documents such as payments and no open items In a second step the rest meaning all other more complicated do
27. lment plan JPBS FPRH Display installment plan history amp Data for Externals PBS FPDE_EXP Document extracts export Q JPBS CFICA_FR30 Export of contract account line items JPBSICFICA_FR31 Export of master data for business partner Q IPBS CFICA_FR39 Export of customizing data customer tables PBS CFICA_XML Generation XML file for Z3 data access 9 Sarchive O JPBSICFICA_YO0 CFICA Administration Board Figure 1 3 Initial menu of the ViewPoint CFICA Module ViewPoint CFICA Module 1 5 Introducing ViewPoint for SAP CFICA Module 1 6 EMC ViewPoint for SAP CFICA Module Administration Manual 2 CFICA Module Archiving This chapter includes these topics Archiving in the SAP R73 syste oscsnsnniasrsirenknin 2 2 General customizing of the transaction SARA 1 cece 2 3 User specific customizing orrs aes 2 8 Anchivine job scciccsnnaiacnmanrenr T 2 13 CFICA Module Archiving CFICA Module Archiving Archiving in the SAP R 3 system Even if you are already familiar with the transaction SARA and the customizing of the archiving object FILMKKDOC you should still read this chapter carefully since a number of settings have to be made at this early stage that have an influence on the subsequent setup of the ViewPoint Module This chapter is by no means intended to replace the extensive SAP documentation on this complex topic which can be found in SAP
28. lso completely relieve the load on the database due to index data the documents are read from the SAP archive files by the ViewPoint index generation programs and equipped with all necessary index information are written to the archiving object PBS CFICA using the function module of SAP archiving We call this process indexing or setup of the ViewPoint CFICA Module Navigation The area menus PBS PBS main menu of the ViewPoint modules and PBS CFICA functions of contract accounts receivable and payable are included in the ViewPoint CFICA Module Roles are to be generated from these menus which can then be incorporated in the user master An activity group or role can be created directly from the Easy Access Menu as shown in Figure 1 1 Easy Access menu ste Help 18 668 BARANA SAP Easy Access SAP R 3 GE S ab othermeny 6A va Lh Create roe Figure 1 1 Easy Access menu ViewPoint CFICA Module 1 3 Introducing ViewPoint for SAP CFICA Module The name of the activity group or role can be chosen freely and can also lie in the ViewPoint namespace A ViewPoint area menu is then copied by pressing the function key Copying of menus from area menus and specifying the respective ViewPoint menu name When copying the system query that is displayed after expanding the area menu should be answered Yes The activity group or role created in this way can then be incorporated in the respective user mas
29. n document types runtimes OOC lt gt vax Figure 2 2 Selection of customizing transactions for archiving object FI_MKKDOC 2 4 EMC ViewPoint for SAP CFICA Module Administration Manual Technical settings If you now choose the first of the selection options Technical settings the view seen in Figure 2 3 General technical settings appears Data archiving monitor Check access for archive selection _ For files in file system L For stored files Verification of archive files C Create verifiable files _ Delete _ Read _ Reload Figure 2 3 General technical settings Here the button Verification time Read must be deactivated If this is not the case the archive is read sequentially each time a document is accessed individually General customizing of the transaction SARA CFICA Module Archiving CFICA Module Archiving If you now choose the second of the selection options Technical settings the view shown in Figure 2 4 Technical settings default values that can be used displays Change View Customizing View for Archiving Details ARCHIVE_DATA_FILE Archive file size Maximum size in MB Max number of data objects 100 120 000 Settings for delete program TestSessVariant PBS_TEST Prod session variant PBS Not scheduled Start automatic After event Event Parameters Content Repository Start automatic Delete before stora
30. oint for SAP Modules Installation Manual This administration manual was written to make construction and administration of the ViewPoint CFICA Module as easy as possible At first data archiving with transaction SARA is discussed the second topic is the ViewPoint index construction from the SAP archive files The EMC ViewPoint for SAP Modules Utilities User Manual contains additional module information 1 2 EMC ViewPoint for SAP CFICA Module Administration Manual Introducing ViewPoint for SAP CFICA Module ViewPoint CFICA Module Although the term reorganization was often used in R 2 to mean the archiving of completed documents the first term is today mainly used to describe the physical reorganization of the database whereas the second means the transfer of completed documents to sequential files In this handbook the term archiving is used completely in the SAP sense We use the term archiving to mean collectively the processes that are controlled by SAP programs for checking whether documents can be archived the writing of these documents to sequential archive files and the removal of the documents from the database Archiving is controlled centrally by the SAP transaction SARA as described in CFICA Module Archiving on page 2 1 ViewPoint now provides a package of programs with the ViewPoint CFICA Module that makes SAP archive files so accessible to the user as if they had never been archived In order to a
31. ontrol index consolidation The following examples illustrate how to perform index generation as quickly and as easily as possible When performing the data selection you should restrict this to one archive year all archive files that were created in one year you should set the number of maximum physical files high enough so that the number of documents of documents contained in it can be processed in one run Extract Sort Restriction In the Output control for index generation you should select Parallel processing with subsequent consolidation You can use the pushbutton Scheduling server to select the server and the number of processes After index generation has been completed you should move the created index area into the long term index 3 10 EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration Repeat this procedure until all archive years apart from the current archive year have been processed as shown in Figure 3 12 New index construction aH Cae Sh an0a HEA PBS archive add on CFICA accounting documents index generation o H Data from SAP R 3 Archive _ A Select manually Select manually SAP archive from 01 01 2003 to 31 12 2663 max number phys files 1 Allarchive files Non indexed archive files Select automatically Delete old run Input control document receipt sun04_SU4_02 Input control index generation sun05_U47_01 Outp
32. or SAP Controlling Line Items Module Administration Manual EMC ViewPoint for SAP Financial Accounting and Material Documents Module Administration Manual EMC ViewPoint for SAP Purchasing Module Administration Manual EMC ViewPoint for SAP Sales and Distribution Module Administration Manual EMC ViewPoint for SAP Production Orders Module Administration Manual EMC ViewPoint for SAP Agency Business Module Administration Manual EMC ViewPoint for SAP Construction and Maintenance Module Administration Manual EMC ViewPoint for SAP CFICA Module Administration Manual EMC ViewPoint for SAP Costing Based Profitability Analysis Module Administration Manual EMC ViewPoint for SAP Master Data Changes Module Administration Manual EMC ViewPoint for SAP Data Retention Tool Module Administration Manual EMC ViewPoint for SAP Contract Account Documents Module Administration Manual EMC ViewPoint for SAP HR Archiving Objects Module Administration Manual EMC ViewPoint for SAP Material Ledger Documents Module Administration Manual EMC ViewPoint for SAP Material Master Data Batches Special Stocks and BOMs Module Administration Manual EMC ViewPoint for SAP Controlling Orders Module Administration Manual EMC ViewPoint for SAP Profit Center Line Items Module Administration Manual EMC ViewPoint for SAP Plant Maintenance Module Administration Manual EMC ViewPoint for SAP Production Orders Module A
33. put control index generation V Activate index at runtime _ Delete previous index at runtime Sequential processing v Runs per main index 9 vV Execute 10 consolidation for complete main indices Parallel processing Index generation to 8 Execute processes parallel gt Scheduling server vV Close parallel index generation with consolidation Output control for index generation After an index area has been merged the index area that was read is no longer required and can be deleted immediately after index generation has been completed To do this the parameter Delete previous index at runtime should be checked By deactivating this parameter the index area is set to inactive and can be deleted manually in the Administration Board The advantage of this is that you can keep the index area for longer and can use it to restore an intermediate status in the event of errors occurring When processing the individual index generations you can choose between two variants The first variant is sequential processing and the second parallel processing In the case of sequential processing the input is merged with the newest main index This process can be repeated ad infinitum but has the disadvantage that the runtimes can increase steeply because the input that is to be added has to be merged with all of the other files In order to restrict this the number of merge run
34. s files has the same functionality as shown in Figure 3 4 Select automatically Par Select automatically Select automatically SAP archive from 01 01 1990 to 31 12 9999 imax number phys files 999 Select automatically This function can be used to delete indices within an index area After selecting the button Run a list of the indexed FILMKKDOC archive files is displayed The list contains the indexed archive files of the last main index that was created All generated indices for an archive file can be deleted as shown in Figure 3 5 Delete old runs A Delete old run Delete old run Run Delete old runs You can use this function to perform a further restriction of the required sort area by specifying the number of documents when manually selecting an archive file 3 6 EMC ViewPoint for SAP CFICA Module Administration Manual Figure 3 6 Input control for index generation Figure 3 7 Output control for index generation CFICA Module Index Generation and Administration You can name the first and last document of an archive file for a run As standard all documents are to be processed as shown in Figure 3 6 Input control document a Input control document receipt Input control document receipt Process all documents Process sequence number from i to 9999999999 Input control document If an archive file is to be constructed using seq
35. s can be limited to a certain number Once this value Runs per main index has been reached a further main index is created and processed further until the maximum number of runs has been reached again The result of this in the long term is that the runtimes for index generation remain constant but the number of main index areas increases However a larger number of index areas that is available to the users increases runtimes during evaluations particularly when accessing individual documents This can be counteracted by consolidating a given number of main index areas In this case a consolidation program is EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration started that combines the existing main index areas into one main index area In the case of parallel processing it is possible to do without merge runs completely and to divide up the individual index generations between several processes and servers Here it is also possible to perform a consolidation afterwards in order to improve runtimes when accessing documents This variant only makes sense if you have to perform a large number of index generations Consolidation The Consolidation pushbutton in the Administration Board can be used to combine manually several index areas into one index providing consolidation functionality that is in addition to the automatic option that was described above This consolidation r
36. s in data archives The search and display of data is based on so called archive information structures that can be defined and by the user and filled with data from the archive In the case of the archiving object FIIMKKDOC this is the structure SAP_FICA_DOC001 To be able to archive the contract account documents in the SAP R 3 System this archive information structure must however be active This is predetermined by the SAP archiving programs To activate the archive information structure the customizing described in General customizing of the transaction SARA on page 2 3 must be called and then the icon Activate selected as shown in Figure 2 7 Activation of the SAP archive infostructure Archive Retrieval Configurator O2 1 A SAP_FICA_DOCOO1 Activation of the SAP archive infostructure The filling of the archive information structures takes place during the deletion phase within an archiving process When the ViewPoint CFICA Module is being used this information is however not required and it takes up unnecessary disk space in the database It is this additional load on the database as a result of the standard setup of indices for the SAP archive information structure during archiving that users of ViewPoint software actually want to avoid For this reason the indices of the archive information structure User specific customizing Ei CFICA Module Archiving Figure 2 8 Figure 2 9 sho
37. ser Manual EMC ViewPoint for SAP HR Archiving Objects Module User Manual EMC ViewPoint for SAP Material Ledger Documents Module User Manual EMC ViewPoint for SAP Material Master Data Batches Special Stocks and BOMs Module User Manual EMC ViewPoint for SAP Controlling Orders Module User Manual EMC ViewPoint for SAP Profit Center Line Items Module User Manual EMC ViewPoint for SAP Plant Maintenance Module User Manual EMC ViewPoint for SAP Production Orders Module User Manual EMC ViewPoint for SAP Process Orders Module User Manual EMC ViewPoint for SAP Project Systems Module User Manual EMC ViewPoint for SAP Special Ledger Module User Manual EMC ViewPoint for SAP Export Interface for Special Ledger Data User Manual EMC ViewPoint for SAP Warehouse Management Module User Manual EMC ViewPoint for SAP CFICA Module Administration Manual Conventions Used in This Guide A EMC ViewPoint for SAP Fiscal Year Reporter Module Installation and User Manual EMC uses the following conventions for notes cautions warnings and danger notices Note A note presents information that is important but not hazard related CAUTION A caution contains information essential to avoid data loss or damage to the system or equipment The caution may apply to hardware or software WARNING A warning contains information essential to avoid a hazard that can cause severe personal injury death or substantial property dama
38. ter It is recommended that administrators are assigned the global activity group role PBS PBS and end users the special function menu PBS CFICA as shown in Figure 1 2 Global activity group role PBS PBS Figure 1 2 Global activity group role PBS PBS 1 4 EMC ViewPoint for SAP CFICA Module Administration Manual Introducing ViewPoint for SAP CFICA Module More information about the creation of activity groups or roles can be found in the current SAP standard documentation as shown in Figure 1 3 Initial menu of the ViewPoint CFICA Module SAP Easy Access PBS archive add on CFICA ir S amp othermenu B 2 w Create role Ca gt A Favorites 9 SAP menu 2 amp DisplayEvaluation Account display O PBSI FPLS Account balance Q PBS EACCBAL Account balance deregulation 3 amp Evaluation of open items JPBS FPO1 FI CA open items per key date Q JPBS FPO4 Open items evaluation 2 amp Document display D JPBS FPS_RFKKBELJOO Document journal IPBSIFPE4 Display document changes J PBSIFPES Document display lt additional transactions JPBS FPOS Edit payment lot JPBSI FPOG Returns J PBS FPOR3 Display payment order O IPBS FPSEC3 Display Security deposit JPBS FPCHR Check management 2 amp Report 3 G Account Q JPBS FPM3 Dunning history Q PBS FPM4 Returns history 2 Documents p IPBS FPT5 Reconciliation key documents list 3 G amp instal
39. the access retention and service level requirements for any business transaction at each point in its lifecycle This guide is part of the ViewPoint documentation set and is intended for use by anyone administering the ViewPoint for SAP CFICA Module It is assumed that the installer has a working knowledge of SAP Basis and has the appropriate levels of responsibilities to perform the tasks described EMC ViewPoint for SAP CFICA Module Administration Manual Related Be sure to review the EMC ViewPoint for SAP Release Notes for the Documentation most up to date information on product features The following list of related documents are available on the EMC ViewPoint for SAP Documentation CD that was delivered with your EMC ViewPoint SAP software CD Both the release notes and documentation CD can be found at http Powerlink EMC com Introductory EMC ViewPoint for SAP Documentation CD EMC ViewPoint for SAP Release Notes Installation EMC ViewPoint for SAP Modules Installation Manual EMC ViewPoint for SAP Analyzer Plus Installation and User Manual EMC ViewPoint for SAP BW Analyzer Installation Manual EMC ViewPoint for SAP Construction and Maintenance Installation Manual EMC ViewPoint for SAP Fiscal Year Reporter Module Installation and User Manual Miscellaneous EMC ViewPoint for SAP Material Master Data Batches Special Stocks and BOMs Module Modification Manual Administrative EMC ViewPoint f
40. the database Database load archive archiving objects with a high data volume first Keeping administration easy clear range of documents that are to be archived Since the archived documents are just as quick and easy to access as database documents when using the ViewPoint CFICA Module the first point does not play a significant role Where there is a large volume of documents being created archiving can by all means be carried out on a monthly basis and completed documents of the current fiscal year can be transferred to the archive It is never necessary to keep completed documents from completed fiscal years in the database Archiving job 2 13 CFICA Module Archiving Figure 2 11 For this reason the second point is of much greater importance If you do not know exactly which database tables and which archiving objects put the greatest load on your database we can recommend you our database analysis tool the ViewPoint Database Analyzer Generally you should also aim to keep the R 3 database lean since the performance of display transactions and batch evaluations is then much better It is particularly important for the archiving runs themselves that the database is not unnecessarily full The archiving runtime namely increases at least in proportion to the data volume in the database and can rise to unpleasantly high values several days if archiving has not taken place for too long a period If an overdue arch
41. uential number intervals you should ensure that the intervals are specified without overlaps 1 to 200000 200001 to 400000 400001 to 600000 etc Otherwise you run the risk of individual documents being indexed twice in the ViewPoint index area There is no automatic check for this When merging index areas it is possible to choose between the last main index and a manually selected index area As standard the current main index should be used In special cases such as a deletion run in a long term index an alternative index can be selected as shown in Figure 3 7 Input control for index generation imi Input control index generation Input control index generation Use current main index Alternative ind a Input control for index generation All parameters that concern the newly created index area are grouped together in this block By checking the option Activate index at runtime the generated index area is immediately made available to users for accessing If the index is not activated it is stored as an inactive index area and can then be activated via the Administration Board Index generation 3 7 CFICA Module Index Generation and Administration 3 8 Figure 3 8 If more index generations take place than the number of archive files this is only possible via index activation as shown in Figure 3 8 Output control for index generation imi Output control index generation Out
42. uld be removed after data archiving has taken place To do this proceed as follows Call transaction SARI Click on the Start button in the menu bar Enter FI LMKKDOC as the archiving object as shown in Figure 2 8 Enter archiving object Archive information system Status management Status per archive Status per info structure Enter archiving object Choose Status per archive Select the ADKs for which the structure is constructed as shown in Figure 2 9 Remove SAP archive information structure Choose Delete structures also shown in Figure 2 10 Create variants for archiving job Archive information system Status management ag Q FF FA GS Setup structures Delete strugtures voo 523 16 06 2005 Complete Cdmplete SAP_FICA_DOCOO1 000523 001FI_MKKDOC Deletion comple v 000 520 16 06 2005 Complete mplete SAP_FICA_DOCOO1 000520 001FI_MKKDOC Deletion comple 340 11 03 2005 Complete SAP_FICA_DOCOO1 000340 001FI_MKKDOC Deletion comple 267 15 02 2005 Complete ein Beleg mit nderungen SAP_FICA_DOCOO1 000267 001FI_MKKDOC Deletion comple 59 26 11 2004 Complete sonst Bel zu 0006 ADK 02 f r Mischtest SAP_FICA_DOCOO1 000059 001FI_MKKDOC Deletion comple 58 26 11 2004 Complete sonst Bel zu 8006 ADK 01 f r Mischtest 3 SAP_FICA_DOCOO1 000058 001FI_MKKDOC Deletion comple 39 08 11 2004 Complete MaRi Laut 4 sonstige Belege zu 0007 La
43. ure It is assumed that these remain unchanged and form a logical unit such as the archiving of a single fiscal year Additional access restrictions can be defined for these index areas By activating the option Batch access is restricted to programs running in the background By making an entry in the field User group access can be restricted to a particular user group These groups can be edited by selecting the User group for long term index icon 3 4 EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Index Generation and Administration Index generation Indexing program Index generation was enhanced for the ViewPoint CFICA Module compared to the previous functionality of the other ViewPoint modules The most important function enhancement is parallel indexing and also the possibility to consolidate several index areas This makes it possible to process several archive files simultaneously and to minimize the number of index areas The individual parameters are shown in Figure 3 2 CFICA index generation selection screen and are explained in more detail in the following SAP PBS archive add on CFICA accounting documents index generation A Of fk Select manually Select manually SAP archive from 90 B 31 12 9999 max number phys files All archive files Non indexed archive files Select automatically Delete old run fl Input control docum
44. ut 3 SAP_FICA_DOCOO1 000039 001FI_MKKDOC Deletion comple 7 05 10 2004 Complete FI_MKKDOC Lauf 3 681 Belege SAP_FICA_DOCOO1 000007 001FI_MKKDOC Deletion comple 6 05 10 2004 Complete FI_MKKDOG Lauf 2 3522 Belege SAP_FICA_DOCOO1 000006 001FI_MKKDOC Deletion comple cop ETPA NACA AMAAAR_ANOET MYYNAr Nelatian eamnla Remove SAP archive information structure EMC ViewPoint for SAP CFICA Module Administration Manual CFICA Module Archiving Archiving job Creating variants In the initial screen of the transaction SARA a shown in Figure 2 1 Initial screen of the transaction SARA the object name FI_LMKKDOC must be entered and the pushbutton Archive selected The screen shown in Figure 2 10 Create variants for archiving job appears in which a variant name should be entered One after another the start date and the spool parameters must now be maintained pushbutton Maintain for the variants Archive Administration Create Archive Files ag 9 Archive directory Customizing Management Databasetables Infor FI CA Document Client 100 Variant CFICAl ff Maintain Username RITSCHER ke Start date 900 Not maintained my Spool params 0 Preset Figure 2 10 Create variants for archiving job Maintaining variants Here the scope of the data to be archived is defined For this three factors should play a role Accounting requirements which data should remain in
45. ut control index generation haa Output control index generation a v Activate index at runtime Delete previous index at runtime aia Check x Sequential processing V Runs per main index 10 V Execute 10 consolidation for complete main indices Parallel processing Index generation to 0 Execute processes parallel gt Scheduling server V Close parallel index generation with consolidation Figure 3 12 New index construction Periodic archiving 1 to 3 archive files are created per archiving run When performing with subsequent index the archive file data selection you should choose the automatic generation option and set the To date far into the future that you can also use the same variant in the future In the Output control for index generation you should select Sequential processing with the option of runs per main index set to 10 for 10 complete main index areas Index generation 3 11 CFICA Module Index Generation and Administration Figure 3 13 Normal archiving with subsequent index generation 3 12 After completion of an archive year consolidation should be performed if you have several main index areas and you should move the index into the long term index as shown in Figure 3 13 Subsequent index construction e ajm eoe 888 5555 fhe PBS archive add on CFICA accounting documents index generation o H Data from SAP
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