There are both technical and legal reasons for archiving Financial Accounting data.
1) Reduces storage and runtime problems caused by the constant growth of transaction data.
2) Makes master data easier to manage and to keep up to date.
3) Enables data to be accessed at a later date.
You can archive data no longer required in the online system using certain standard functions. This data is then stored in archive files and deleted from the online system. For legal and commercial reasons, it is important that you are able to access archived data files online again, and the reloading function allows you to do this.
Data must meet certain conditions before it can be archived. Some of these controls are already defined in the system, for instance the fact that you cannot archive documents that contain open items. Certain other controls are user-defined.
Every archiving function can be accessed from archive management (SARA).
To reach archive management, choose:
Tools --> Administration --> Archiving or from the Accounting --> Financial Accounting --> General Ledger, Accounts
Receivable, Accounts Payable or Banks menus --> Periodic processing Archiving
When you access archive management from these menus, the archiving object is defaulted by the system in the field Object name. Otherwise you must enter the name of the archiving object manually.