Archiving logic for PO

PO is ready for archiving if the qty delivered  is in line with qty invoiced & qty ordered (including tolerances).

Z604 PO is ready for archiving if the PO is invoiced and is in line with the Overall Limit defined in Limits tab in PO. (including tolerances).

 

Purchase order  marked for deletion is the main criteria for archive the PO

PO type Z604/Z601/Z301/Z101 will archive based on Residence time  365 days

 

A PO is ready for archiving if the qty delivered is in line with qty incvoiced & qty ordered  (including tolerances).

 

Archiving is a standard procedure.

All PO's that re ready to archive are first marked for archive (deletion flag) (180 days after they are completed) and in a second run they are archived (180 days) after the mark for archiving.

 

- delivery complete has influence on the check with regards do delivered/invoiced and PO quantity.

 

- final invoice doesn’t have any influence.

 

- 'lock'- icon SHOULD NOT BE USED !!! the PO is not closed and will nto be removed.. the only thing is that it will not be shown anymore in the MD04 (and in the open PO list?) but if will not be archived. and could cause problem when if comes too old (del.date lies before start date of the calendar errors).

 

 

 

In Customizing, there must be an entry for residence times for the combination “document type/item category”.

The item must not have the status “blocked” (LOEKZ = ‘S‘).

If the item has not yet been deleted, the last change date of the item must be at least as many days in the past as are defined for residence time 1 in Customizing (technically: EKPO-AEDAT <= SY-DATUM – Residence time 1 (T161R-TAGE1)).

 

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.

However residence time 2 is not considered for Z106 and NB doc Type.

 

Po marked for deletion is the main criteria for archive the PO

PO type Z601 will archiving based on Residence time  365 days

Preprocessing for archiving is PO should marked for deletion.

 

                       

 

 

 

 

 

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.

 

What to do when a purchaser wants to close the PO manually

 

 

Every Line item in Purchase order should be marked for deletion if PO is to be archived manually. But before that, the user should check if all invoices for the PO have been received. 

In case of PO with document type Z604 user should but deletion indicator if user wants to close the PO manually.