Archiving invoice documents

Hi,
I am working on Billing documents( T Code VF02).
I am working on two programs the first one uses SCRIPTS.
and the second is SMARTFORM.
The reqquirement is for the o/p type i have assigned the
ARCHIVE ONLY mode. Here I am suppose to get the
archived document as an attachemnt for the perticular invoice.
for the script in the 'START_FORM' I passed the paramenter
'ARCHIVE_INDEX = TOA_DARA'. And it is working fine.
Where as for the smart form I am providing the same parameter. But it is not working. Please give me an idea to overcome this issue.

hi,
Dependencies
The status of the document determines whether it can be archived:
· Documents with the status Closed or Deleted can be archived.
· Documents with the status Unchecked, Checked and Errors Found, or Checked and No Errors Found cannot be archived.
Financial accounting documents generated when invoice documents are posted are not archived with the object MM_REBEL. They are archived in Financial Accounting.
Residence Time/Retention Period of Data in the System
The retention period for invoice documents can be configured in the Customizing system. The posting date contained in the invoice document header is the key date for the retention period.
If a retention period has not been set in Customizing, the system takes the minimum retention period as 9999 days.
Presettings
In Customizing for Invoice Verification you can set the retention period for invoice documents per company code under Define Document Lives.
Hope it helps..
Regards
Priyanka.P

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Issues while archiving Invoice documents

Hi all,
While archiving Invoice documents using MM_REBEL(using company code only), it was found that the write job is picking up certain open Invoices also. ie the subsequent Accounting document was not cleared/archived.
My understanding was the system will check for retention periods and whether the subsequent documents are archived or not.
I just wanted to know if there are any extra checks , which it looks for , as the criterion for archiveablility.
Please let me know if anyone knows about this or if any of you have faced similar issues .
Regards,
Shail.

hi,
Dependencies
The status of the document determines whether it can be archived:
· Documents with the status Closed or Deleted can be archived.
· Documents with the status Unchecked, Checked and Errors Found, or Checked and No Errors Found cannot be archived.
Financial accounting documents generated when invoice documents are posted are not archived with the object MM_REBEL. They are archived in Financial Accounting.
Residence Time/Retention Period of Data in the System
The retention period for invoice documents can be configured in the Customizing system. The posting date contained in the invoice document header is the key date for the retention period.
If a retention period has not been set in Customizing, the system takes the minimum retention period as 9999 days.
Presettings
In Customizing for Invoice Verification you can set the retention period for invoice documents per company code under Define Document Lives.
Hope it helps..
Regards
Priyanka.P

Duplicate invoice posting due to archived accounting documents

Hi,
Duplicate invoice posting is allowing against the below two Invoice reference nou2019s
In transaction MIRO.
00082 and 00072.
After investigation I have found that these invoice reference nou2019s are used in 2002 for accounting documents 3300130419 and 3300135574 and these two documents are archived, and found that these accounting entries are missing in the table BKPF and existing in the table BSIP.
We donu2019t want to allow the system to post duplicate invoices (For Example: against 00082 and 00072 Invoice reference Nos.)
Could you please look into this

Hi Jurgan!
Thanks for the reply,
We are using ECC6,
Support pack : SAPKH60013
Settings for Duplicate Invoice Check In Vendor Master is correct
Customization setting OMRDC transaction, tick mark for invoice reference no. only
If all the cited characteristics match, the system displays a
customizable message. M8462 (if logistics invoice documents are found) or M8108 (if accounting documents are found).
I have ensured that message M8108 (if accounting documents are found) is maintained as an error message in OMRM.
Still system is allowing duplicate invoices for the reference nos. 00082 and 00072.
For other reference Nos. which are previously used for other documents, system issues error message successfully.
I dont want to delete archived accounting doc. and if I maintaind BKPF entris of this archived doc manually it will create probelm in FI.
is this happen due to life span of secondory index of archived accounting doc. is completed ?.
Please Help
Many Thanks
Vikas

How to delete one invoice document in FI module!

Hi all,
Does anybody know the T-code to delete a invoice document in FI module.
Thanks in advance!
Best regards,
Wendong Feng

Hi
You can't delete the invoice document. probably you can reverse(cancel) the invoice document using MIRO or MR8M.
Actual deletion can be done only by archiving.
Regards
Mani

Creation of sales document (DMR, CMR) from the archived billing document

Hi all
I read somewhere that one of the functionality in EHP3 is we can create sales document like debit memo request and credit memo request from the archived billing document. I am working on EHP3 system only but i am not able to create the sales document. the system throws an error that billing document doesnt exist
If any one of you have worked on such functionality kindly suggest me why its not happening here also let me know Is ther any customization required for the execution of this functionality in spro.

hi,
the help says:
You can use this business function to further optimize your electronic Sales and Billing Processes.
Electronic data archiving regulations result in a high volume of data for sales documents and require invoices to be archived at an early stage. You can integrate archived billing documents in your business processes more easily. Since you still have electronic access to archived invoices during the sales process, you can manage archiving without delay and execute further sales processes electronically.
You can more efficiently use the rebate agreements from SAP ERP for your marketing activities. In particular, customers who use SAP CRM (Trade Promotion Management) with a large volume of data for campaigns, target groups, and product segments can define a custom-made logic for their rebate determination and thus avoid potential database problems.
Integration
To implement the logic for rebate processing in SAP ERP, you use the Enhancements for Rebate Processing Business Add-In (BAdI). For more information, see the Implementation Guide (IMG) under Sales and Distribution Billing Rebate Processing Business Add-Ins (BAdIs) Enhancements for Rebate Processing .
Prerequisites
You have activated the Logistics: S&D Simplification (SD_01) business function.
Features
You can integrate archived billing documents in your business processes as follows:
Create sales documents with reference to archived billing documents, such as credit memo and debit memo requests.
Display archived billing documents.
When you do either of these steps, the system first looks for the invoice in the database and then in the archive.
For the sales employee, the processing steps are identical, regardless of where the sales document is stored. As soon as the sales employee processes an archived billing document, they see the relevant information in the message line as well as in the title of the function.
For rebate processing, you can store your company's check logic in the interface of the Business Add-In (BAdI) Enhancements for Rebate Processing.
So check if you have activated the business function.
I hope this helps.
Balazs

Cancel payments for archived invoices

Hi all,
Recently we have Archived all Old Vendor Invoice (KR) Documents in production till 2009 but we realised that there are some more Payment Documents which are not cleared in 2007. i.e., the checks on those Payment documents are not encashed/cleared. Now when we are trying to void the Checks and reverse the payment transaction through FCH8, the system says "Document 100 has already been archived" which is the Invoice document number of the payment we are trying to reverse.
Since it is trying to convert the invoice to open status and the invoice has been archived it is throwing the message that the document has been archived.
Does any one have any ideas on how can i unarchive these invoices? Thanks for all your help.
Keyur

try with transaction code FBRA then enter the number of clearing document(reference of payment posting)then go to menu chose clearing--- reset clearing there is a message will appear click yes then the payment will be canceled

Command "Payment Usage" in Archived Accounting Document does not works.

Hi,
I can't use command "Payment Usage" in FB03 to drilldown from the document to its related invoices if this is the archived payment/clearing document . Is there the other way to find this relationship between the payment/clearing document and invoices? Thank you very much..
Anek

when you have archived the document the document is not available in SAP. In that case how you find out the invoice and relate?

Link Invoice Document using Easy Document Management

Hi All, is there any way to use Easy Document Management System to attach a scanned document like a PDF to an invoice document.
If it is there, is it easy to customize?
We are trying to evaluate different scanning solutions and trying to see if we can make DMS work without purchasing any other software.
Thanks

Wrong module. DMS is not designed for invoices. DMS is designed for documents that change and need versioning.
ArchiveLink is the correct solution/module. This allows you to link incoming invoices directly to the object in SAP in MIRO and FB60.
If its outgoing invoices, you can link them to sales orders. The document is stored in the GOS (generic object services) area of SAP and will appear in the attachment list. If you go to GOS you will see an option called "Store Business Document" which will be made available when you have configured this properly.
There is no easy way to customise. You have to install a content server (See SAP HTTP content server) and then configure the document type and which object it will be linked to. You also have to configure the method of processing. I.e. early archiving, late archiving.
It is possible to set this up using no external software except the SAP HTTP content server which is free with your SAP licensing.

How to Enable the SAVE button in the Menu Bar of the Invoice Document.

Hi.
How to Enable the SAVE button in the Menu Bar of the Invoice Document as it is disabled for me.
I would like to save the Invoice document in PDF format.
Regards
Irfan

Hi,
Normally, for the archiving or generation of the invoice document in PDF format is handled by maintaining the output records through VV31/VV32 with the relevant printer, storage mode ( 3- print and archive or 2- archive only ), no. of messages ( means no of copies ) in the communication method.
Then when you click the print button through VF03 in the print options pop-up you get a print at the physical printer and at the same time an archived copy ( PDF copy ) attached with the document.
So, please make sure the output records are fine to allow a PDF copy generated and then try to print and check in VF03 by entering into the billing document.
Hope this helps you.
However, from the print preview you normally would not be allowed to save or print.
Regards,
Ram
Edited by: Ramakrishna Peri on Apr 3, 2009 9:16 AM

EL37 showing unreversed & archived billing document related MR??

Dear Friends & Gurus,
We are in the process of archiving billing & print documents. During the testing, it was realized that T. code EL37 (Reverse Meter reading) showed an archived billing document which was never reversed. The understanding is that EL37 should only show reversed billing documents So does this anomaly/issue occurs due to archiving or some other reason?
Appreciate feedback ...
thanks in advance,
Anand

Thanks for your reply
your absolutely right, i have used FD document type and i have created a proforma invoice so that i can have a excise posting done for the particular materials , because since it should excised .
i have a billing type with SD document category as "U" for proforma invoice .
here everything is happening like sales order is created , PGI is happening and when it comes to delivery related billing
The system cannot able to able to save the data during billing.
the system is saying an error "billing document XXXX does not exist"
since i am creating a proforma invoice atleast i need to have the billing document number generated to do the exicse posting
Is it related to number ranges problem ?
Kindly reply me , waiting for your reply in anticipation
thanks

Rebate agreements: Turnover for archived invoices cannot be displayed

We have implemented a check routine in archiving which prevents rebate relevant invoices from being archived before the rebate agreement is settled.
As soon as the rebate agreement is settled invoices may be archived. That means that the turnover display (verfication level ,All documents') of a settled rebate agreement does not necessarily show all invoices (if some of them are already archived).
As a possible solution for that problem an enhancement can be implemented (as fas as i have investigated the coding) where you can read additional data from archived invoices and add them to to the verification list.
Does anyone has had experience with that problem respectively implemented a solution for that ?
Thanks a lot for your help,
Michael

Hello Michael
We faced a lot of issue with rebates because of the archiving frequency of invoices.If you check the verifiction level
it should still diplay the invoices.
Why do they want to view the sales volume for the settled rebate agreement?
After exploring all the alternatives we decided to reduce the validity periods within the archiving period of invoices (for example
we had 3 years validity period whereas the archiving program archives invoices past 2 years).This resolved
a lot of issues for us especially the entries in VBOX were reduced which had sometimes resulted in tbale overflows.
I do not know if this will solve your problem but any how wanted to share our experience.
Thanks
Vikas

Regenerating output for archived billing document

Hi,
As TCODE=VF31 can not generate output from archived billing documents, I would kindly ask you if is there any other alternative standard SAP way to do it ?
Thanking in advance for your help, best regards
Joseph Sangoi

You cannot print from archived documents as archived documents have to remain unchanged. Printing will create new NAST records for your document which is not possible for archived data.
You have to care about such requests prior to data archiving. You need a general strategy e.g. printing into an archive (setting in your message conditions), which is optical archiving and often mixed with data archiving . Those optically archived invoices can be reprinted at any time.

How to take printout of archived invoices

Hi GURUS,
How to take the printout of the Archived invoices
Regards

Hello,
Please check the following extract from Note 440033
ad 2. Due to the design of Transaction VF07, certain information cannot
be displayed:
- Document flow
- Outputs
- Texts
- Partner detail
- Payment card data
Possible workaround (for the future): use of optical archive.
Documentation in R/3 Library under the path:
Basis Components -> Basis Services / Communication Interfaces BC-SRV)
-> SAP ArchiveLink (BC-SRV-ARL) -> SAP ArchiveLink - Scenarios in
Applications (BC-SRV-ARL) -> SAP ArchiveLink - Archiving Scenarios (SD)
When the documents (created by SMARTFORM or SAPSCRIPT) are printed to
the printer you can also choose to create a copy to be sent to an
archive content system ie optical jukebox via the Archivelink interface.
This copy will be a PDF document identical to the printed version which
can be displayed later and printed if you like. To set this up you just
need to define this in the message type for the output (tx NACE) used
in the application when printing invoice. You then need an Archivelink
certified optical archive system and the associated configuration.
Regards,
Raghavendra

Want to Archive a document in Backend from Webdynpro

Hi,
Is there any Function module to archive the document from the webdynpro application. The document needs to be attached to the invoice and it needs to be archived.
Thanks
Raghavendra

Hi,
see the following link
Web Dynpro Backend Access [original link is broken]

Archiving invoice using smartform

Hi All
I am trying to archive invoices using smartform.
In the program I am directly calling the smartform by passing the archiving parameters to the function module of smartform which is determined using CALL FUNCTION 'SSF_FUNCTION_MODULE_NAME'.
I am passing the parameter to the archive_index and archive_parameters in CALL FUNCTION lf_fm_name.
If from the same program I am calling driver program of sap script then the document is getting archived.
Is there any problem with archiving using smartform.
Please guide.

Hello,
Check this link
http://sap.ittoolbox.com/groups/technical-functional/sap-abap/archiving-smartforms-in-sap-2653513

Archiving invoice documents

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