PBS CCMD CVMD Administrator Guide

CCMD
PBS archive add on

for Customer Master Data
and
CVMD
PBS archive add on
for Vendor Master Data
Manual part B
- Administration -
Compatible with
SAP R/3 Enterprise
SAP ERP 5.0 / 6.0
March 27, 2012
PBS archive add ons CCMD/CVMD - Administration - 2
© 2006 - 2012 PBS Software GmbH

Schwanheimer Strasse 144a
64625 Bensheim, Germany
Phone: +49 - 6251 - 174 0
Fax: +49 - 6251 - 174 174
Email: info@pbs-software.com
Internet: www.pbs-software.com
®
PBS archive add ons is a registered trademark of PBS Software GmbH,
Bensheim.
SAP, R/3, R/2, SAP ERP, SAP NetWeaver, ABAP are registered trademarks of
SAP AG, Walldorf/Baden.
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Introduction to the PBS ILM Concept

Information Lifecycle Management
Information Lifecycle Management (ILM) means the administration of information related to the
time when it is used, taking into account its total costs and compliance. A conclusive, efficient
ILM concept must, as a result, control data growth, manage retention rules, and also ensure
compliant data storage. Furthermore, an easy access to archived data is decisive and, for ex-
ample, its transfer during internal and external audits.
PBS ILM Concept

PBS software provides existing SAP customers extensive solutions to put into practice the re-
quirements that were described above for a stringent and successful ILM concept. PBS is con-
sidered as an expert for complex, integrated data accesses to archived and database data and
meanwhile, also to data that is located on decommissioned SAP systems. In addition to classi-
cal SAP data archiving, SAP BI-specific nearline storage is also supported.
PBS archive add ons®

PBS archive add ons always rely on SAP archiving having been carried out successfully. This is
the basis for a permanently high-performing SAP system. In principle, you can indeed retain
posted documents in the SAP database for a very long time due to a large database capacity.
Depending on the document volume, this may result, however, in massive performance losses
and, sooner or later, heavily increasing operation costs. The daily backup becomes difficult for
large data stocks, for example.
A convenient display and evaluation of archived transaction data – as the SAP user is used to
for database data – can often only be carried out in a very restricted manner using SAP stan-
dard means depending on the application module. This is particularly the case for large archive
data stocks. The PBS archive add ons can be used here. They can be provided for nearly all
SAP modules and release levels, and start with a "C" (for Complete) in their description. For
example, PBS archive add on CCOPA for the SAP module COPA.
Using the PBS archive add ons you can quickly and easily access your archived data even after
data archiving during your day-to-day business. The unrestricted data access is realized by an
intelligent indexing concept. It extends the SAP archive infrastructure components and inte-
grates itself optimally with SAP archiving. Archive data that has been indexed can still be pro-
vided after a release upgrade immediately, without restrictions, and without migration effort. The
PBS archive index is stored in sequential files of the SAP file system in the same way as the
SAP archive data. Afterwards, you can access the archive data online via the familiar transac-
tions. The SAP user can display the data from the SAP database and the archive data simulta-
neously via the PBS archive add on index. For the user, it seems as though the archived data is
still in the SAP database.
The deep integration of the PBS transactions also enables direct navigation to subsequent and
previous documents both within the indexed SAP module as well as to linked documents from
other SAP modules. This applies not only for resident but also without restrictions for archived
data. The benefit for the user increases the more PBS archive add ons are used.
The potential benefits of the ILM concept raises substantially if you take into account the sav-
ings that result from the SAP mirror systems. There are usually at least two of them meaning
that the saved disk storage can be tripled by performing data archiving. Thus, time is saved for
the data backup.
Table of Contents
1 Basic Information on the PBS archive add ons CCMD/CVMD 7
1.1 Nomenclature 7
1.2 Navigation 8
1.3 Modules XF and FI 9
1.4 PBS archive add on CFI Plus 9
2 Archiving in the SAP System 10

2.1 General Customizing of the Transaction SARA 10
2.1.1 Technical Settings 12
2.1.2 Basic Customizing 14
2.1.3 Deactivation of the archive information system (SAP-AS) 14
2.2 User-specific Customizing 14
2.3 The Archiving Job 15
2.3.1 Creating Variants 15
2.3.2 Maintaining Variants 15
2.3.3 Start Date and Spool Parameters 17
2.3.4 Archiving Cycle 17
3 SAP System Settings 18

3.1 Disk Space Requirement 18
3.2 Performance Tuning 18
3.3 Use of Several Application Servers 19
3.4 Authorization Concept 20
4 Index Management 21
4.1 Structure of the Index Infrastructure 23
4.1.1 Transfer from Search Helps 25
4.2 Structure of the Infrastructure 25
4.3 The Administration Board 25
4.3.1 Index Generation 26
4.4 Archive Utilities 31
4.5 Index Modification 31
4.5.1 Index Modification Procedure 32
4.5.2 Deletion of Versions no Longer Required 33
4.6 Export/Import into Other SAP Systems 33
4.6.1 Export of PBS Search Helps /PBS/DEBI and /PBS/KRED 33
4.6.2 Export of the Index Definition 34
4.6.3 Import of Archiving Object Definition and Index Definition 35
5 Selection of Archived Data 37

5.1 Function Modules 37
5.1.1 Function Parameters 38
5.2 Example Report for the Data Selection from the Archive 40
5.3 PBS Archive Browser 40
5.4 PBS Conversion Tool 40
Introduction
The PBS archive add ons are constructed in modular form and cover the applica-
tion modules FI, SD, MM, CO etc. with a special program package for exactly this
application. You can easily see from the name which PBS archive add on belongs
to which SAP module: CFI, CSD, CMM, CCO etc. All PBS archive add ons have in
common that they can be easily installed in the SAP system via the SAP transport
utilities “SAINT”. For installation details of the PBS archive add ons please see the
specific installation manual (manual part A).
This administration manual was written to make construction and administration of

the PBS archive add ons CCMD/CVMD as easy as possible. At first, archiving with
SAP transaction SARA is discussed; the second topic is the construction of the
PBS archive add ons CCMD/CVMD from the SAP archive files.
The modular user manual of each PBS archive add on is composed of partial
manuals:
- Part A: Installation
- Part B: Administration, Archive Construction and Maintenance
- Part C: Application Programs / Transactions
There are additional manuals for the PBS utilities: Conversion Tool, Archive
Browser, Translation Tool.
Should you have questions regarding the installation of the PBS archive add ons or
if you have problems when installing the software please call directly the Service
Hotline of PBS Software GmbH:
Phone: +49 - 6251 - 174 110
Fax: +49 - 6251 - 174 174
Email: hotline@pbs-software.com
Release Compatibility
The PBS archive add ons CCMD/CVMD discussed in this manual run with the ba-
sis programs of SAP AG, 69190 Walldorf/Baden, Germany, releases R/3 Enter-
prise, ERP 2004 and ERP 6.0.
1 Basic Information on the

PBS archive add ons
CCMD/CVMD
1.1 Nomenclature
Although the term reorganization was often used in R/2 to mean the archiving of
completed documents/master data, the first term is today mainly used to describe
the physical reorganization of the database, whereas the second means the trans-
fer of completed documents/master data to sequential files.
In this handbook, the term archiving is used completely in the SAP sense. We use
the term archiving to mean collectively the processes that are controlled by SAP
programs for checking whether master data can be archived, the writing of this
master data to sequential archive files, and the removal of the master data from the
database. Archiving is controlled centrally by the SAP transaction SARA (see chap-
ter 2).
PBS now provides two packages of programs with the PBS archive add ons CCMD
and CVMD that make SAP archive files so accessible to the user as if they had
never been archived. In order to also completely relieve the load on the database
due to index data, the master data is read from the SAP archive files by the PBS
index generation programs and – equipped with all necessary index information –
are transferred into the file system. We call this process indexing, or setup of the
PBS archive add ons CCMD/CVMD.
1.2 Navigation
The area menus /PBS/PBS (main menu of the PBS modules), /PBS/CCMD and
/PBS/CVMD (functions of master data modules) as well as /PBS/CUMD (functions
for the transaction figures) are included in the PBS archive add ons CCMD/CVMD.
Roles are to be generated from these menus, which can then be incorporated in
the user master. A role can be created directly from the Easy Access Menu.
You are free to choose the name of the role; the name can also be within the PBS
namespace. A PBS area menu is then transferred by pressing the function key
"Transfer menus from area menus" by indicating the corresponding PBS menu
name. During the transfer, answer the system query for the resolution of the area
menu with "Yes".
The role created in this way can now be integrated in the corresponding user mas-
ter. We recommend to allocate global role /PBS/PBS to the administrators and the
special function menu /PBS/CCMD or /PBS/CVMD to the end users.
Please see the current SAP standard documentation for more details on the crea-
tion of roles.
Diagram 1: Initial menu of the PBS archive add on CCMD
1.3 Modules XF and FI

The PBS archive add on CCMD covers the archiving object FI_ACCRECV (cus-
tomer master data). The archiving object FI_ACCPAYB is assigned to the PBS ar-
chive add on CVMD (vendor master data). The mentioned archiving objects are
contained in the module XF. Both PBS products contain the applications for the ar-
chiving object FI_MONTHLY (from Release SAP ERP 5.0 with archiving object
FI_TF_GLF and from Release SAP ERP 6.0 with archiving objects FI_TF_DEB,
FI_TF_CRE and FI_TF_GLC) from the module FI that includes the transaction fig-
ures.
1.4 PBS archive add on CFI Plus

The PBS archive add on CFI Plus is a common part of the PBS archive add ons
CCMD and CVMD. It contains the management and indexing of transaction figures.
Only the subchapters 3 and 4 from chapter 4 of this manual are relevant for the
transaction figure processing. The transaction figures are evaluated via the CFI
transactions /PBS/FD10N, /PBS/FK10N and /PBS/FS10N or via the logical data-
bases /PBS/DDF, /PBS/KDF and /PBS/SDF.
2 Archiving in the SAP

System
Even if you are already familiar with the transaction SARA and the customizing of
the archiving objects FI_ACCRECV, FI_ACCPAYB and FI_MONTHLY, you should
still read this chapter carefully, since a number of settings have to be made at this
early stage that have an influence on the subsequent setup of the PBS archive add
ons.
This chapter is by no means intended to replace the extensive SAP documentation

on this complex topic which can be found in SAPNet under the title "Managing SAP
R/3 Archiving Projects". It is strongly recommended that you also read this docu-
mentation.
2.1 General Customizing of the Trans-

action SARA
The menus of the transaction SARA vary slightly from one another in the different
SAP releases. Here we deal with the customizing in release Enterprise, but the set-
tings that are described are also valid for other releases and can be made there in
the corresponding places. These are generally easy to find, even if in detail they
are sometimes different to what is in release Enterprise.
.
After calling the transaction SARA, the following initial screen is displayed:
Diagram 2: Initial screen of the transaction SARA
You should now enter one of the archiving objects covered by the PBS archive add
on (FI_ACCRECV; FI_ACCPAYB or FI_MONTHLY) under Object name and then
choose the pushbutton Customizing. The following pop-up is displayed as in Dia-
gram 3.
Diagram 3: Selection of customizing transactions for archiving object

FI_ACCRECV
2.1.1 Technical Settings

If you now choose the first of the selection options (Cross-Archiving Object Cus-
tomizing) the following diagram is displayed:
Diagram 4: General technical settings
Here, the button Verification time  Read must be deactivated. If this is not the
case, the archive is read sequentially each time it is accessed.
If you now choose the second of the selection options (Cross-Archiving Object
Customizing), Diagram 5 is displayed.
Diagram 5: Technical settings (Default values that can be used)
The defaulted logical file name ARCHIVE_DATA_FILE can usually be kept.
Although 15 MB or 5,000 data objects is defaulted for the size of an archive file, we
recommend to choose 100 MB here. If more data objects than are specified here
are archived during an archiving run, a follow-on file is opened under the same run
number.
Diagram 5 shows the setting for the archiving object FI_ACCRECV. In case of the
archiving objects FI_ACCPAYB and FI_MONTHLY the settings have to be carried
out in analogy. In this case, you should critically check the default values regarding
the size of the archive file and, in case of doubt, enter the same values like for the
object FI_ACCRECV. The same applies for all other customizable values.
The connection to the archiving system plays a role in the case of optical archiving
and is not covered within the scope of this manual.
The settings for the delete program can be maintained as displayed. It is important
that "Start Automatically" is selected so that the deletion run is automatically
started as soon as the archive file is written. It deletes the archived master records
from the database.
2.1.2 Basic Customizing

The next option in the pop-up (Diagram 3) is Basic Customizing. This deals with
the assignment of logical to physical file names and paths. Generally it is not nec-
essary to make any changes here.
2.1.3 Deactivation of the archive information

system (SAP-AS)
The archive information system (AS) is a generic tool to execute searches in the
data archives and is completely integrated in the SAP data archiving environment.
The search and display of data is executed on the basis of so-called archive infor-
mation structures that are defined by the user and can be filled with data from the
archive. During the delete phase the archive info structures are filled within an ar-
chiving process. A precondition is that the archive info structure is active.
Using the PBS archive add ons CCMD/CVMD this information, however, is not
necessary and disk space is occupied unnecessarily in the database. For this rea-
son, the archive structures should be deactivated. To do this, call the archive re-
trieval configurator via the transaction SARAInfo systemCustomizing. First, de-
termine the archive info structures that concern the archiving objects
FI_ACCRECV, FI_ACCPAYB or FI_MONTHLY via the input help. Then you can
deactivate the filling of the archive info structures via archive info structure  De-
activate.
2.2 User-specific Customizing

The deletion flag must be set before an archiving run is started. You can do this for
individual customers/vendors in the application-specific Customizing.
We recommend that you always set the deletion flag after having carried out the in-
itial run of the respective archiving object. This enables you to carry out selections
for a larger data volume.
The user-specific Customizing is not carried out for the archiving object
FI_MONTHLY.
2.3 The Archiving Job

2.3.1 Creating Variants
In the initial screen of the transaction SARA (Diagram 2), the object name
(FI_ACCRECV, FI_ACCPAYB or FI_MONTHLY) must be entered and the pushbut-
ton Archive selected. The screen appears as in Diagram 6, in which a variant name
should be entered. One after another, the start date and the spool parameters
must now be maintained (pushbutton Maintain) for the variants.
Diagram 6: Create variant for archiving job
2.3.2 Maintaining Variants

Here, the scope of the data to be archived is defined. For this, three factors should
play a role:
 Accounting/Sales/Purchasing requirements (which data should

remain in the database?)
 Relieving the load on the database (archive archiving objects

with a high data volume first!)
 Keeping administration easy (clear range of master records

that are to be archived!)
Since the archived master records are just as quick and easy to access as data-
base master records when using the PBS archive add ons CCMD/CVMD, the first
point does not play a significant role. Where there is a large volume of master re-
cords being created, archiving can by all means be carried out on a six-monthly
basis.
For this reason, the second point is of much greater importance. If you do not know
exactly which database tables and which archiving objects put the greatest load on
your database, we can recommend you our database analysis tool, the PBS Data-
base Analyzer PLUS. Generally, you should also aim to keep the SAP database
lean since the performance of display transactions and batch evaluations is then
much better. It is particularly important for the archiving runs themselves that the
database is not unnecessarily full. The archiving runtime namely increases at least
in proportion to the data volume in the database and can rise to unpleasantly high
values (several days) if archiving has not taken place for too long a period. If an
overdue archiving run then has to be postponed because there is no longer
enough time even at the weekend for the archiving run to take place, you can end
up entering a vicious circle. This situation should be avoided as soon as possible.
Finally, it makes sense to define simple delimitations when archiving in order to

guarantee completeness and clarity.
A good example is displayed in Diagram 7.
Diagram 7: Maintenance of the variant for the archiving job
In the field Remark, a comment should be entered for identification purposes. Un-
der the Archiving quantity selection an account interval can be specified. You can-
not archive data directly assigned under the master record together. The FI data
part and the SD data part must be archived in different runs.
In the block Program control it is important that Test run has not been selected. If
you were to check this parameter, the archiving would only be simulated but an ar-
chive file would not be created and master data would not be removed from the da-
tabase.
In the case of mass data, you should also forego a detail log since this can cause
the lists to be very unclear.
2.3.3 Start Date and Spool Parameters

The start date should now be defined and the spool parameters maintained. The
settings made here depend on the specific situation and conventions that exist at
the customer"s company. We would simply recommend that the archiving run is
scheduled at a time when the load on the system is low (for example, during the
night or at the weekend). When archiving is to take place for the first time after a
long period of uncontrolled database growth, just one specific account interval
should be archived per archiving run, and at least a complete weekend should be
planned for this job (or jobs).
2.3.4 Archiving Cycle

Subsequent archiving runs should then take place at regular intervals. For exam-
ple, the volume of your master records comprises 10,000 accounts per month,
meaning that the load on the database increases monthly as a result of the corre-
sponding data volume. An archiving run should be scheduled quarterly or six-
monthly at the latest, followed immediately by an indexing run – meaning a con-
struction run – of the PBS archive add ons CCMD/CVMD.
3 SAP System Settings

3.1 Disk Space Requirement
The PBS archive add on for the customer/vendor data is constructed in database-
independent file systems (see Diagram 5). The system administrator"s task is to
reserve free storage capacity in order to construct the archive. The available disk
space capacity depends on the number of records, which should be stored in the
archive, on the number of indices per record, as well as on the number of index at-
tributes.
When using a minimum index structure you have to assume an occupancy of about
5 to 10 bytes per index. When using index attributes, for example in a maximum
index structure, no concrete recommendation can be made as this depends on the
size of the archive structure and the number of index attributes.
You have to reserve additional temporary disk space for extract as well as for sort
during an index generation run. Experience shows that you should reserve a disk
space of about 0.4 to 0.6 GB per index for extract and sort during an index gen-
eration run for an archive file of 10 MB.
In an extreme case, an archive file of 100 MB or more requires a very high disk
space capacity. To avoid such large amounts of data you can split one large index
generation run into several smaller runs. Since only the access of archived data for
each run is counted for extract and sort, only the corresponding part of disk space
is required.
3.2 Performance Tuning

When using the PBS archive add ons CCMD/CVMD two runtimes are important. In
the case of a high data volume the runtime for the index generation must be kept
as short as possible. You can access the archived data with different runtimes de-
pending on the structure of the index data. Moreover, the structure of the index
data also influences the size of the index files.
The runtime for the index construction is mainly produced by merging already exist-
ing index stocks with newly added index data. However, the number of indices per
record as well as the size of the index structure also has an influence on the run-
time.
As far as the size of the index files is concerned, several factors are decisive. On
the one hand, this is the ADK technique itself, the number of selected indices, as
well as the number of index attributes. The use of the ADK technique to store the
index data offers the advantage of compression of about factor 5. However, one of
the most important factors is the number of selected indices, as the size of the in-
dex files is directly proportional to this number. This means that ten indices per re-
cord also need 10 times the space for the index files. In general, this means that
the more indices are created for an optimal performance during a later access,
maybe including a larger number of index attributes, the more space must be pro-
vided for the index files.
The performance during the access basically depends on the type of indexing. The
indices should be selected in such a way that for each archive selection at least
one index can be used. Moreover, if all table fields are included in the index struc-
ture, this results in an optimal performance since an access to the SAP data ar-
chives is unnecessary in this case. However, if the access does not only refer to
PBS indices but also to the SAP data archives, then the access time will increase
by a factor of 3 to 5.
3.3 Use of Several Application Servers

In the case of larger SAP systems, the database and the applications normally run
on different servers, known as the database and application server. It is often rec-
ommended to use several application servers for performance reasons. However,
as the PBS archive add ons CCMD/CVMD are constructed in file systems inde-
pendent of the database, all application servers must have direct access to these
file systems. It is the system administrator"s responsibility to organize the applica-
tion servers in such a way that the file systems of the PBS archive add ons
CCMD/CVMD can be always reached with the same path. In Unix, NFS (Network
File System) offers a practical solution. The example below of a three-level cli-
ent/server architecture shows how this can be done. The system should be com-
posed of both a database server and an application server (and several presenta-
tion servers), the PBS archive add on being created on the database server. In this
case, proceed as follows:
The file systems containing the PBS archive add on must first be released on the
database server using the command share. For example, the following command
(syntax of Sun/Solaris) releases the file system /pbs/cumd:
share –F nfs /pbs/cumd.

The released file systems can then be mounted on the file system of the applica-
tion server. A prerequisite for this is that the directories used as mount point exist.
The following example of a command mounts the released file system /pbs/cumd
of the database server sun20 at the mount point /archive/cumd:
mount –F nfs sun20:/pbs/cumd/archive/cumd.
Please note that in the case of several application servers, the same mount point is
to be used for each of them, as only one single path can be assigned to the PBS
archive add on (in this case, for example, /archive/cumd).
Attention:
The server containing the data of the PBS archive add on must also be an NFS
server so that the application servers can access the NFS server as NSF clients.
Under Windows NT- if NFS was not installed – the local drive of the database
server on which the PBS archive add on is located must be shared. This can be
done in the menu “Sharing” in the properties of the respective drive. After the drive
has been shared, the application server can be connected to the network drive, for
example, by using the file explorer (“Tools  Map Network Drive”).
3.4 Authorization Concept

The parameters of all PBS transactions for which a corresponding SAP original
transaction exists are set in the way that an authorization check with the original
transaction description is done during the runtime.
To realize this process, the authorization for the general PBS transaction
namespace "/PBS/*" should be assigned in the user profile at least.
For all critical programs which change the PBS archive stock the authorization for
the object S_ARCHIVE is required in the user master record. The authorization
normally must be activated for the archive administrator. End users and administra-
tors additionally require the S_DATASET authorization for an archive access in or-
der to access to the PBS index data respectively the original SAP archive data by
reading (activity 33).
4 Index Management
The first step in constructing the customer/vendor archive indices is the creation of
an appropriate infrastructure (this is not necessary for the transaction figure index-
ing since here you can access directly via the Administration Board). Primarily, you
need to copy the search help as a template for the index creation. In a second
step, the index types and their index fields are defined. After creating the index ob-
ject, the structures and the object-specific programs, the creation of the infrastruc-
ture is complete.
Diagram 8: Selection screen of the PBS archive add on CCMD
The PBS archive add ons CCMD/CVMD are started with the transaction
/PBS/CCMD_INIT / /PBS/CVMD_INIT. The menu that is displayed is divided into
three sections:
 Setup
This menu option is used to define the indices and the infrastructure (DDIC ob-
jects, programs, function modules), which are necessary for the construction of
the indices as well as for the subsequent access to the archived data. The traf-
fic lights display the current status of the respective item.
 Administration
All administration programs are started via the Administration Board (chapter
4.3).
 Function module for data selection

Here, the names of the function modules for data selection are simply dis-
played. The function module reads the PBS indices as well as the master data.
In the following section, the submenus of the individual areas are explained.
The area "Setup" comprises the following items:
 Copy search help in customer namespace

Since the SAP search help cannot be extended without modification to the PBS
archive access, it must be copied into the customer namespace and adapted.
This is done by calling a program. By running this program all the search helps
included in search help DEBI/KRED are created in the names ZPBS*. During
the copy process the template for the indices to be created is determined. This
is a basic requirement for all subsequent actions. During the copy process a
dialog appears for entering a development class (package) and a transport so
that the search helps can be transported to the production system. The
transport number is displayed in the output list. You should also consult the out-
put list of the reports. If you have search helps that cannot be converted but
which you require, you should contact us.
 Define archive indices

Several indices can be created for all archived tables. When doing this, the de-
sired indices are determined by means of a selection list (for details see chapter
4.1). This point is a basic prerequisite for all following actions.
 Generate archive index objects and structures

After the determination of the indices and their structure, the index structure
must be created in the Data Dictionary. An archiving object (index object) is
then created that is used to manage the indices. The archiving object is neces-
sary as the indices are stored in the file system by means of the ADK interface.
 Generate index administration programs

Here, the reports for generating, activating and managing the PBS indices are
generated.
The area "Administration" is composed of the following item:

 Archive Administration Board

This option starts the user interface that is used to manage the PBS indices. A
detailed description is in chapter 4.3.1.
4.1 Structure of the Index Infrastruc-

ture
Before the indices can be constructed, it must first be determined for which fields
indices are defined. When doing this, the first field is the index key field.
The relationship between index, index structure and archive data is illustrated in
this section by means of an example. Diagram 9 shows the structure of an ADK file
with extracted SAP customers. Indices should now be constructed for the three
fields "Customer number", "Name" and "City". Each index structure consists of the
respective table field as the index key field in the first position, the index attributes,
as well as the pointer to the corresponding data record in the archive. During ar-
chive data selection which contains, for example, the selection fields "Vendor"
and/or "Material", the index attributes enable the complete selection to already be
performed at index level. This means that no more than the necessary data records
are selected during the subsequent archive access.
Key field
ADK File Customer Name City Street
number
Index key
Index 1 Customer Archive
number Pointer
Index 2 Name Archive
Pointer
Index 3 City Archive
Pointer
Diagram 9: Structure of SAP ADK data and their corresponding PBS in-
dices
The first step involves selecting the fields for which corresponding indices are cre-
ated. After selecting the item “Define PBS indices“, a selection screen where all ta-
bles of the archiving object are listed is displayed, as in Diagram 10. Several indi-
ces can be defined here for each table. To create a new index, select the corre-
sponding table and then press function key F5. A pop-up is displayed in which the
required fields can be selected (Diagram 11).
Diagram 10: Tables and their indices
Diagram 11: Index Definition
The technical name in Diagram 11 identifies the index uniquely and must start with
an "M" for "manually". It also serves as an entry parameter for the function module
for data selection (for more information, see chapter 5.1). The priority is used for
automatic index determination for indices that are similar in their structure. Index
priority for already built indices can still be changed subsequently. The index name
is only a descriptive text and is of no relevance for the data selection.
4.1.1 Transfer from Search Helps

You can use search helps defined in the database as a template. For this purpose,
the search help parameters were determined during creation of the copy and as-
signed to the respective table. This is mandatory to get a correct and fast selection
via the search help. If you ignore this or if some indices are deleted from the default
list, secure access is not ensured via the search help.
4.2 Structure of the Infrastructure

After the indices have been defined and the index structure has been completed,
the infrastructure for managing the index and subsequent archive access must be
constructed. Item 3, "Generate PBS index object and structure" is a prerequisite for
constructing and managing the indices.
First, the index structures are created in the Data Dictionary. Afterwards, an archiv-
ing object is generated with which the indices are managed. The archiving object is
necessary as the indices are stored in the file system by means of the ADK inter-
face. The name is chosen in such a way that it lies within the Z* namespace, but
corresponds to that of the data archiving object as closely as possible (ZCMD*
bzw. ZVMD*).
Under item 4, "Generate PBS administration programs" the reports for generating
the PBS indices are created. The generated reports lie within the Z namespace
and are assigned to the local development class "$TMP".
4.3 The Administration Board

The PBS archive index is managed with the Administration Board. All programs
and tools necessary for building, maintaining and analyzing the indices can be con-
trolled directly via the Administration Board.
Diagram 12: Administration Board

Below the individual functions are described, which can also be executed via the
menu.
You can use this function to move an index area from the main index into
the long-term index or vice-versa. The index area is available within the
main index for further merging. The index area is not automatically made
available as a long-term index for further processing for index generation.
By activating an index area, the indices are made available for the user.
Only deactivated index areas can be activated.
Deactivation of an index area means that these indices are no longer avail-
able to the user.
The deletion of an index area results in all dependent table contents and
physical files being deleted.
The log of the run provides information about the number of processed indi-
ces, the runtime and the selection criteria.
The content of an index area is displayed using the archiving tool (chapter
4.4).
With the index generation it is possible to index ADK files from the archiving
object FI_ACCRECV / FI_ACCPAYB / FI_MONTHLY. The indices are also
stored in ADK files.
4.3.1 Index Generation

The indices are generated using the index generation program and the SAP ar-
chive files of the corresponding archiving object. The easiest way to start the pro-
gram is via the user interface of the Administration Board. The selection screen of
the program with its delimitation options is shown in Diagram 13.
Diagram 13: Selection screen of the PBS index generation program
In the next section the delimitations of the selection screen and its effects are ex-
plained.
Select manually
With the manual selection option you can select the FI_ACCRECV archive files
yourself via a pop-up window. The selection list can be restricted using a date in-
terval (date of archive file creation) and by non-indexed archive files.
The parameter “Max. number of phys. files” can be used to restrict the number
of archive files per index generation. You only need to perform this restriction if
your sort capacities in the SAP system are not sufficient. For example, if seven ar-
chive files are selected and you have specified that a maximum of two files can be
processed, four index generations are performed.
Diagram 14: Proposal list of the SAP archives that can be integrated in
the PBS index archive
Select automatically
If the option “Select automatically” is chosen, all archive files that were not in-
dexed yet and created within the specified date interval are processed. The pa-
rameter “Max. number of phys. files” has the same functionality as described
above for manual selection.
Delete old runs
This function can be used to delete indices within an index area. After selecting the
button "Run", a list of the indexed ADK archive files is displayed. The list contains
the indexed archive files of the last main index that was created. All generated indi-
ces for an archive file can be deleted.
Input control master records
You can use this function to perform a further restriction of the required sort area
by specifying the number of master data when manually selecting an archive file.
You can name the first and last master record of an archive file for a run. As stan-
dard, all master records are to be processed. If an archive file is to be constructed
using sequential number intervals, you should ensure that the intervals are speci-
fied without overlaps (1 to 200,000, 200,001 to 400,000, 400,001 to 600,000 etc.).
Otherwise, you run the risk of individual master records being indexed twice in the
PBS index area. There is no automatic check for this.
Input control index generation
When merging index areas it is possible to choose between the last main index
and a manually selected index area. As standard, the current main index should be
used. In special cases such as a deletion run in a long-term index, an alternative
index can be selected.
Output control index generation
All parameters that concern the newly created index area are grouped together in
this block. By checking the option "Activate index at runtime", the generated in-
dex area is immediately made available to users for accessing. If the index area is
not activated, it is stored as an inactive index area and can then be activated via
the Administration Board. If more index generations take place than the number of
archive files, this is only possible via index activation.
After an index area has been merged, the index area that was read is no longer
required and can be deleted immediately after index generation has been com-
pleted. To do this, the parameter "Delete previous index at runtime" should be
selected. By deactivating this parameter, the index area is set to inactive and can
be deleted manually in the Administration Board. The advantage of this is that you
can keep the index area for longer and can use it to restore an intermediate status
in the event of errors occurring.
NOTE
If the indexing process terminates with the ABAP/4 runtime error message
SYSTEM_NO_MORE_PAGING or EXTRACT_NO_MORE_PAGING,
this is due to the insufficient size of the SAP paging file (see chapter 3).
What should be done?
Using transaction SM04, Goto -> Memory, an overview of the usage of the roll and
paging memory by the active users and their transactions is displayed. Try to use
this to clarify whether it is perhaps not the current program, but one of the others
that requires so much memory.
Use transaction RZ10 in the current instance profile to check both the parameters
"rdisp/ROLL_MAXFS" and "rdisp/PG_MAXFS". The values that can be found
there specify the current block sizes for the roll or page area respectively (1=block
= 8 kilobytes, 1 kilobyte = 1024 bytes).
On the system page, compare the size of the joint partition for the roll and paging
area with the values from transaction RZ10. If the converted values do not reach
the size of the partition, the parameters "rdisp/ROLL_MAXFS" and
"rdisp/PG_MAXFS" must be adapted to the value of the partition that is provided.
Restart your SAP system.
If the parameter was changed, the run should be repeated. Usually the run
can be started again without problems under the same delimitations. It could
be useful, however, to limit the data volume by selecting a sequential number
range.
We also refer you to SAP note number 14779, which provides further information
on the error described above (see also chapter 3 of this manual).
4.4 Archive Utilities

The following ABAP/4 reports are available for testing the PBS archive add ons
CCMD/CVMD (see also chapter 4).
Program /PBS/CUMDU001
This report is an example for accesses to transaction figures.
Programs /PBS/CCMDU002 and /PBS/CVMDU002

These reports are examples for accesses to customer and vendor master data.
Programs /PBS/CCMDU003 and /PBS/CVMDU003

These reports are examples for accesses to customer and vendor master data. It
differs from the reports /PBS/CxMDU002 in that it can be used for mass data.
Program /PBS/CUMD_SCAN
This report provides a technical view of the generated indices in the PBS archive
add ons CCMD/CVMD. In particular, it is possible to view the statistics of the cur-
rent as well as all previous index generation runs. If the program is started directly,
the transaction figures can be evaluated. If you start the program via the Admini-
stration Board, the respective module is processed.
4.5 Index Modification

In some situations you may want to add or change one or more indices for an exist-
ing PBS index run. As an index modification is not possible under any circum-
stances for existing PBS index runs, the index files must be deleted and con-
structed again. This would need some time. During this time, access to the data
would not be possible because the PBS index files would not be available and/or
complete. Version management enables this problem to be overcome and entails
the existing index definition being copied to a new version, which exists in parallel
to the old version. Whilst the archive selection still runs over the old version, the in-
dex definition can be modified in the new version (see chapter 4.1). Afterwards, the
index can be constructed again. Once the index construction has been completed,
the data selection can be switched to the new version. When doing this, the func-
tion modules for data selection are generated again, which only takes a few sec-
onds. The PBS index files of the first version as well as the version itself can now
be deleted.
Diagram 15: Copy index definition
Note: The name of the index object is made up of the archiving object name and a
number. How up-to date a version is, does not depend on this number, since the
next free number starting from 1 is always used for a new version. If, for example,
you copy version 2, and no version 1 is available, the number used for the new ver-
sion is the number 1.
4.5.1 Index Modification Procedure

1. Structure / Version: Copy index definition
2. Modify index definition
3. Generate PBS index object and structures
4. Generate PBS administration programs
5. Administration / Version: Switch to new version
6. Generate and activate PBS index
7. Function modules / Version: Switch to new version

4.5.2 Deletion of Versions no Longer Required

1. Administration / Version: Switch to old version
2. Delete all index runs for old version
3. Construction / Version: Delete old version
4.6 Export/Import into Other SAP Sys-

tems
Because all the objects and programs generated by the PBS archive add ons
CCMD/CVMD, except for the copied search helps, are assigned to the temporary
development class of the SAP system, they cannot be transported using the SAP
transport format. However, in order to be able to make available all necessary ob-
jects and programs in other SAP systems, the menu options "Transport -> Export"
and "Transport -> Import" are available in the PBS archive add ons CCMD/CVMD.
When doing this, it is not the objects and the programs that are exported, but their
definitions. This data can be used to regenerate the objects and programs in the
target system.
4.6.1 Export of PBS Search Helps /PBS/DEBI

and /PBS/KRED
The search helps are copied to a customer namespace and added automatically to
a transport request in the area "Setup". The transport request contains newly
created search helps and the adapted search helps /PBS/DEBI or /PBS/KRED.
Release the transport and import them into the target system.
4.6.2 Export of the Index Definition

To export the index definition, choose the menu option "Transport -> Export". The
program creates a transport request that can be transported using the normal SAP
transport procedure.
Diagram 16: Export of the index definition
After selecting the data to be exported, start the export using the pushbutton "Ex-
port". A popup window is displayed in which you can enter a transport number.
Choose "Create request" here (function key F8). Afterwards, the transport can be
released directly.
4.6.3 Import of Archiving Object Definition and

Index Definition
After the transport has been created as described in section 4.6.2 and imported
into the target system using the SAP transport tool "tp", the import of the PBS ar-
chive add ons CCMD/CVMD can now be started via the menu option "Transport ->
Import". A list of the planned imports is displayed.
Diagram 17: Planned import data
After starting the import, all required objects and programs are generated. A num-
ber of consistency checks are performed when doing this. If, for example, the index
definition for a PBS index object is imported for which index data has already been
created, a new index version is created automatically. At the end of the import a
technical status list is displayed.
Diagram 18: Status list after generating the objects and programs
5 Selection of Archived
Data
The PBS archive add ons CCMD/CVMD generate one function module for select-
ing data from the archive. The name of the function module is made up of:
Z<Module>_SELECT<Version number>
Diagram 19: Name of generated function module
5.1 Function Modules

The central function modules /PBS/CCMD_SELECT_TABLE or
/PBS/CVMD_SELECT_TABLE select the generated PBS index data or the SAP
master data. Two examples are shown below. The first example relates to the se-
lection of the PBS index data. The second example shows access to the master
data:
CALL FUNCTION "/PBS/CCMD_SELECT_TABLE"

EXPORTING
INDEX_TYPE_IN = INDEX
FIRST_INDEX = FIRST_INDEX
MAX_ROW_COUNT = SEL_CNTR
IMPORTING
INDEX_TYPE_OUT = TYPE_OUT
TABLES
INDEXTABELLE = INDEXTAB
CT_DYN_RANGES = DYNRANGES
EXCEPTIONS
INDEX_NOT_EXIST = 1
INDEX_NOT_FOUND = 2
CT_DYN_RANGES_IS_INITIAL = 3
DATA_NOT_FOUND = 4
NO_SELECT_FUNCTION = 5
OTHERS = 6.
Diagram 20: Example for the access to the PBS indices
CALL FUNCTION "/PBS/CCMD_SELECT_TABLE"

EXPORTING
CUMD_PBS = INDEXTAB
TABLES
MASTERDATATABELLE = MASTERTABELLE
EXCEPTIONS
INDEX_NOT_EXIST = 1
INDEX_NOT_FOUND = 2
CT_DYN_RANGES_IS_INITIAL = 3
DATA_NOT_FOUND = 4
NO_SELECT_FUNCTION = 5
OTHERS = 6.
Diagram 21: Example for the access to the master data
5.1.1 Function Parameters

 EXPORTING
o index_type_in
Technical name of the index that is to be used for the selection (see
chapter 4.1). If "index_type_in" is blank, the best index is automatically
searched based on the selection table "ct_dyn_range".
o first_index
first_index = "X" means that the system uses an index with the trans-
ferred values and a number is read from max_row_count.
first_index = space means that the system continues to read with the in-
dex that was used most recently.
o max_row_count (default = 2.147.483.647)

This parameter is used to limit the number of results of the index table. If
max_row_count = 1 is set, this corresponds to a "SELECT SINGLE".
o cumd_pbs
If this parameter is transferred to the function module, only the master
record is read and returned. All other export parameters are irrelevant.
 IMPORTING
o index_type_out
"index_type_out" contains the technical index name of the read index.
 TABLES
o ct_dyn_range (Export)
The internal table "ct_dyn_range" contains the selection parameters for
the archive data selection.
o Master data table

The table contains selected master data.
o Index table
The table contains selected indices.
 EXCEPTIONS
o index_not_exist
The technical index name specified under "INDEX_TYPE_IN" does not
exist.
o index_not_found
No index could be determined on the basis of the internal table
"ct_dyn_range".
o ct_dyn_ranges_is_initial
The internal table "ct_dyn_ranges" does not contain any selection pa-
rameters.
o data_not_found
No data was selected with the selection parameters from "ct_dyn_range".
o no_selection_function
An active selection access module could not be determined.
5.2 Example Report for the Data Se-

lection from the Archive
The example programs /PBS/CCMDU002 and /PBS/CCMDU003 for customers,
/PBS/CVMDU002 and /PBS/CVMDU003 for vendors can be used as a template.
Diagram 22: Selection screen of programs /PBS/CCMDU002 and

/PBS/CCMDU003.
The programs differ in the way the indices are imported. In report
/PBS/CCMDU002 the indices are all imported together. In report /PBS/CCMDU003
the indices are imported at intervals. This is required particularly for larger data
volumes to avoid a memory overflow.
5.3 PBS Archive Browser

The Archive Browser is not supported for the master data and the transaction fig-
ures.
5.4 PBS Conversion Tool

The Conversion Tool is not supported for the master data and the transaction
figures.

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CCMD

PBS archive add on

© 2006 - 2012 PBS Software GmbH

Introduction to the PBS ILM Concept

PBS ILM Concept

PBS archive add ons®

2 Archiving in the SAP System 10

3 SAP System Settings 18

5 Selection of Archived Data 37

This administration manual was written to make construction and administration of

1 Basic Information on the

Diagram 1: Initial menu of the PBS archive add on CCMD

1.3 Modules XF and FI

1.4 PBS archive add on CFI Plus

2 Archiving in the SAP

This chapter is by no means intended to replace the extensive SAP documentation

2.1 General Customizing of the Trans-

Diagram 2: Initial screen of the transaction SARA

Diagram 3: Selection of customizing transactions for archiving object

2.1.1 Technical Settings

Diagram 4: General technical settings

Diagram 5: Technical settings (Default values that can be used)

The defaulted logical file name ARCHIVE_DATA_FILE can usually be kept.

2.1.2 Basic Customizing

2.1.3 Deactivation of the archive information

2.2 User-specific Customizing

2.3 The Archiving Job

Diagram 6: Create variant for archiving job

2.3.2 Maintaining Variants

 Accounting/Sales/Purchasing requirements (which data should

 Relieving the load on the database (archive archiving objects

 Keeping administration easy (clear range of master records

Finally, it makes sense to define simple delimitations when archiving in order to

A good example is displayed in Diagram 7.

Diagram 7: Maintenance of the variant for the archiving job

2.3.3 Start Date and Spool Parameters

2.3.4 Archiving Cycle

3 SAP System Settings

3.2 Performance Tuning

3.3 Use of Several Application Servers

share –F nfs /pbs/cumd.

mount –F nfs sun20:/pbs/cumd/archive/cumd.

3.4 Authorization Concept

Diagram 8: Selection screen of the PBS archive add on CCMD

 Function module for data selection

The area "Setup" comprises the following items:

 Copy search help in customer namespace

 Define archive indices

 Generate archive index objects and structures

 Generate index administration programs

The area "Administration" is composed of the following item:

 Archive Administration Board

4.1 Structure of the Index Infrastruc-

Diagram 10: Tables and their indices

Diagram 11: Index Definition

4.1.1 Transfer from Search Helps

4.2 Structure of the Infrastructure

4.3 The Administration Board

Diagram 12: Administration Board

4.3.1 Index Generation

Diagram 13: Selection screen of the PBS index generation program

Delete old runs

Input control master records

Input control index generation