Description
The SAPF058 program archives vendor master records and writes thearchiveable master records to an archiving file.
You can limit the number of master records to be archived by selecting:

• Vendor numbers


• Company codes if FI data is to be considered


• Purchasing organization if MM data is to be considered


• System conditions (see criteria below).

Precondition

Program Modes
The program can be run in three different modes:
Only general data is archived (so-called 'A' segments)
Only application-specific data is archived (so-called 'B' segments)
General data and application-specific data is archived.

Archiveability Check
Mode 1: The selected 'A' segments must have a deletion flag. There mustnot be any accompanying 'B' segments remaining. For example, companycode data for a vendor may not still exist if the general data is to bearchived.
Mode 2: The selected application-specific data must fulfill thefollowing application criteria:


• FI: You can delete company code data if neither special general ledger
figures nor transaction figures exist and neither open items norcleared items exist. The deletion flag must also be set at company codelevel.

• MM: You can delete purchasing orgnization data if the deletion flag has
been set at this level.
Mode 3: The 'A' segments or 'B' segments selected must have a deletionflag. A record will be deleted in the 'A' segment and in the 'B'segment if the deletion flag is set in the 'A' segment. You may onlydelete 'B' segment records if the deletion flag is set in the 'B'segment (in this case, the 'A' segment is simply copied into thearchive). The application-specific data must also fulfill the criteriafrom Mode 2.
The 'A' segments are archived after all accompanying 'B' segments havebeen archived and the vendor is not referenced elsewhere. If this isnot the case, the 'A' segments will be copied into the archive.
For all modes: Vendors can basically not be archived if they arereferenced by another vendor at general level or at company code level(for example, via fiscal address or alternative payee). This check can,however, be switched off (by means of the "FI link validation off"field) if you know that all vendors who refer back to this originalvendor are also to be archived in either this run or in a subsequentone.

Precondition

Customizing for the Object
As for any archiving object, SAP supplies a default setting for theobject in question FI_ACCPAYB. You can implement modifications, such asnew archive file names, file paths, maximum size of the files, etc.using transaction "SARA".

Output

Detail log
If you have selected "Detail log" on the selection screen, severallists will be output displaying all non-archived master records sortedaccording to general data and application-specific data. The reason asto why each record could not be archived is also displayed.
A warning message is also possible for general data: in this case, the'A' segment record will not be deleted from the database but will becopied into the new archive. This can lead to multiple versions of avendor in the database and in the archive which you should bear in mindwhen reloading at a later date. A warning or an error with the generaldata can mainly be explained using application-specific details.
If a general section cannot be archived due to FI, this will beexplained in the FI section of the log.
The entries which can be archived then follow.

Summarized log
An additional summarized log is also output. Its first section providesinformation regarding the number of files read and those which can bearchived, followed by statistics on the various different applications.General data on the archiving run, such as user name and selection, areprovided at the end of the list.

Miscellaneous
The archiving function (SAPF058) is separated from deletion (SAPF058D)as is the case with other archiving objects. SAPF058 automaticallystarts the deletion process if this was specified in technicalCustomizing. You can also start the deletion process separately,especially after a system termination.
(Note: If you start program SAPF058 using transaction SE38, theSAPF058D deletion program will not be started automatically because thesystem will recognize it as a test case).
If you are starting this archiving program for the first time and youwould like to have the validation check carried out (required setting),then you must start program SAPF047 before archiving in order togenerate the link information.