Retention period not maintained

Question

Hi,
When i'm doing data archiving for purchase orders,i got the message " Retention period is not maintained ".
Please any one can tell where i have to maintain.

Answer 1

Hai,
In SPRO - IMG - MM - Purchasing - Define tolerance limit for archiving. In this maintain the residence time 1 & residence time 2 for the Purchasinh doc type & also with item category also.
Define Tolerance Limit for Archiving
In this step, you specify how long external purchasing documents are retained unchanged in the database before being archived.
You can define two time periods, via which you control the archiving of the documents:
Residence time 1 for items without a deletion indicator
Before the deletion indicator is set for a document item, the system checks when the relevant item was last changed. In the process, a change in the PO quantity is taken into account in just the same way as a goods receipt, for example.
The date of the last change is compared with the current date. If no change has been made within the residence time 1 entered , the deletion indicator is set for the item.
Residence time 2 for items with a deletion indicator
For document items for which the deletion indicator was set manually or during the archiving run, the system checks how many days have elapsed since the deletion indicator was set.
The whole document is only archived if:
The deletion indicator has been set for all items of the document
None of the items have been changed during the residence time 2 entered - i.e. the last change is the setting of the deletion
The archived documents are then deleted from the database.