In SAP Self-Billing Cockpit, transmissions received by the buyer can be archived once they are not required for processing anymore. As a basic setting for archiving, you must configure residence times for the self-billing transmissions based on country/region or on sender ID in the Define General Parameters app. The residence time that you specify there is considered when the system selects the transmissions to be archived.
Once the basic configuration of archiving variants is made, archiving variants is used to manage archiving of self-billing transmissions. When you create an archiving variant, you define how the system selects the transmissions to be archived and once a variant is created you can use it to schedule archiving jobs. The central working place to create, edit, view, schedule, and delete archiving variants is the app, Manage Archiving Variants. In this app, you can do the following:
- Create Archiving Variants
- You can create an archiving variant by specifying relevant transmissions for the variant. You can select transmissions by the transmission number, sender, last changed date, and processing type.
- Load and release relevant transmissions: After you create an archiving variant, you can load and release relevant transmissions for the archiving variant.
- Edit Archiving Variants
- You can edit the general information and selection parameters, for example, transmission number and sender, for an archiving variant on the variant details page.
- Schedule Archiving Variants
- After transmissions are released for archiving, you can schedule the variant to start archiving. Only the released transmissions in the archiving variant are archived. When scheduling an archiving variant, you can specify to start the archiving job immediately or specify a specific date and time for the archiving job to start. After scheduling an archiving variant, you can view the archiving jobs for the archiving variant.
- Display Archiving Variants on a Visual Graph
- You can view the number of transmissions that can be archived, cannot be archived, and are released for each archiving variant on a graph. On the visual graph, you can hover over an archiving variant to navigate to the variant details page.
- Delete Archiving Variants
You can delete archiving variants that you do not want to use.
Release Status Determination Based on the Residence
When you work with an archiving variant, the relevant transmissions are loaded based on the selection parameters defined when you created the variant. For the loaded transmissions, the system determines the residence period and based on it the release status is set to either Can Be Archived or Cannot Be Archived.
The residence time configured in the app, Define General Parameters, influences the residence period determination in archiving variants. If two applicable residence times are configured (one on sender-level and one on country/region-level), the system considers the longer one to calculate the relevant residence period for a transmission when you load it in the archiving variant. Whether a transmission can be archived is then determined based on its Last Changed On Date and the Residence Period:
- If the transmission's Last Changed On Date is within the residence period, the release status will be set to Cannot Be Archived.
- If the transmission's Last Changed On Date is outside the residence period and executions status is Completely Executed, the release status will be set to Can Be Archived.
Hint
The residence period is determined according to the following rule:
- Start date of residence period = last loaded date minus the residence time
- End date of residence period = last loaded date.
Only the transmissions that have the status Can Be Archived can be released. When the archiving job is executed, only the released transmissions are archived.
Monitoring of Archiving Jobs
The Manage Archiving Jobs app is designed to provide detailed insights into the status of your archiving jobs. It displays a comprehensive list of archiving jobs, allowing you to track all archiving jobs currently scheduled or executed in SAP Self-Billing Cockpit. The app not only allows you to view the job details, but also filters them by job status for easy sorting and management.
Key Features of the Manage Archiving Jobs app are:
- List view of archiving jobs: The app provides a complete list of all the archiving jobs created. This feature allows you to have a holistic view of all the jobs and their respective details.
- Filter by Job Status: With the list view of the Manage Archiving Jobs app, you can filter the jobs based on their status. This feature is especially helpful when you are dealing with a high number of jobs and you need to quickly find jobs that are scheduled, in process, failed, or completed.
- View archiving job details: The app gives you the ability to dig deeper into the details of each job. You can easily navigate from the list view to the details view of the archiving job.
- View Job Logs: The job log that is displayed on the details page of the archiving job, provides access to data like start data, number of archived objects, and detailed information about tables from which archived objects were deleted.
With these capabilities, the Manage Archiving Jobs app is a helpful and convenient tool to efficiently monitor archiving jobs.