Tech2know

Friends, those of you who are familiar with SAP archiving object FI_DOCUMNT, must have seen a flag ‘Retain account display balance’ on the selection screen of post processing program SAPF048I. We have a small documentation available for this flag in F1 help. But, this flag causes a lot of confusion in terms of how the program will behave if we select this flag.

The big question.

One of the main confusion is, many a times you see in debugging that when you check this flag then program internally selects a secondary indexes pertaining to a fiscal year which you have not mentioned in selection criteria. For example, if you have given fiscal year as 2007 then also the post processing program SPF048I selects some records which pertains to fiscal year 2006 or even 2005.

Why this happens.

Well, the answer is a bit tricky but simple. If you select this flag then post processing program will delete complete clearing transactions only. Well, what’s the big deal in above line. This can be found in the documentation also . So, here is the explanation :

First of all, the most important point which one need to understand is that clearing can happen across fiscal years. Below is a simple example :

Table BSAS :

CoCd   G/L          Doc No.         Year  Clrng Doc    Clrng date   PK  Amt. in LC
0001   0234321   5100000080  2005  100001492  25.01.2010   40   100
0001   0234321   5100000082  2005  100001492  25.01.2010   40   100
0001   0234321   5100000090  2008  100001492  25.01.2010   50   200-

Quite simple. Document 100001492 which belongs to 2010 is clearing 3 documents pertaining to years 2005 and 2008.

Now, if you run post processing program for company code 0001 and year 2008 with ‘Retain account display balance’  then the program selects secondary indexes on the basis of company code and account and then group them on account, clearing document number and clearing date. The grouping will result in a complete clearing transaction i.e selection of all the secondary indexes with same clearing document. So, above set of 3 documents makes a complete clearing transaction for post processing program. And this is the reason because of which you may find that post processing program selects a secondary index pertaining to a fiscal year which is different from what you have specified on the selection screen.

The above procedure is true for all BSA* secondary index tables.

Thats it for now. I hope I was able to explain clearly, the effect of flag ‘Retain account display balance’ on the selection procedure of post processing program. Last but not the least, either complete clearing chain gets deleted or none i.e if post processing program SAPF048I finds even one record that doesn’t meet the deletion criteria then none of the record is deleted.

Please share your thoughts in comments.

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Related posts:

1. SAP FI – Line Item Display Flag in Account Settings
2. SAP Archiving – What Data gets Archived via Object FI_DOCUMNT
3. SAP Archiving – Why XARCH Flag is Set in Secondary Indexes during Archiving FI Documents
4. SAP Archiving – Important Customizing for Archiving Object FI_DOCUMNT
5. SAP Archiving – SAP AS or Archive Information System For FI_DOCUMNT