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SIMG_CFMENUORFBOBR7 - Archiving, Account Type Life

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In this activity, you specify a minimum life for accounts in days. When archiving documents, the system checks whether this minimum life is adhered to.

You can also define index lives. The system contains the following indexes for Financial Accounting: secondary indexes and archiving indexes.

Information on the document is held in parallel to the actual document data in the secondary indexes of G/L accounts, customer accounts, and vendor accounts. By means of the secondary index life, you can now determine how many days a secondary index for a document is to remain in the system related to the clearing date and archiving key date. This means that the secondary indexes are no longer deleted immediately after archiving but not until after the period which you have specified.

You can start the deletion program automatically after the archiving run or else separately as a post-processing program or index reduction program.

The archiving indexes are reduced in the same way as the secondary indexes but contain much less information. You can find the essential information for an account-oriented direct access to the document in the archive.

The archiving key date is 04/01 and the secondary index life is 60 days. The posting date is 03/15 for document A and 01/15 of the following year for document B. The secondary index for document A is not deleted at the time of archiving while it is deleted for B.

To define the account life, you specify account number intervals. In this case, these are G/L accounts. For the account types D (customer) and K (vendor), you must therefore enter the numbers of the reconciliation accounts.

The system always uses the most exact entry for an account. This means that entries with an "*" are not exact and specialization decreases with the length of the respective G/L account interval.

A special role takes into consideration the situation where, for one account, an entry exists with company code "*" and a particular account type (such as D for customer account) as well as an entry with account type "*" and a particular company code (such as 0001). Since it is not possible to say which of the two options is more exact in this situation, the system takes the entry with the maximum number of days. Before this, the system searches for the shortest relevant G/L account interval in both company code/account type combinations.

The index lives must always be after or the same as the account life.

Determine the account lives and the index lives which you require.

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