SAP Business One 8.

8
Data Archiving Functionality

Benno Eberle Roll-Out Services, Small Business GTM Sales SAP Deutschland AG & Co. KG May 2009

SAP Business One 8.8 Expert Empowerment Session

Objectives

At the end of this session, you will be able to:

List the steps to run a data archive simulation Compare a simulation run with an actual data archive run Describe how to restore and access archived data

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SAP Business One 8.8 Landing Page More Information

Partners

can access the SAP Business One 8.8 landing page on the Channel Partner Portal using the following quick link: http://channel.sap.com/sbo/88

On

this landing page you will find the most up-to-date information about SAP Business One 8.8 you will find this expert empowerment session and additional sessions

Here

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SAP Business One 8.8 Planned Expert Empowerment Sessions

SAP Business One 8.8 Overview Delta Session

Business Logic 1 Business Logic 2

Administration Data Archiving Crystal Reports Licensing

Target Audience: Consultants & Developers

SDK

Business Logic 3
incl. Regional changes

Target Audience: Consultants

Target Audience: Developers

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SAP Business One 8.8 Information based on Preview Version

All

information in this delta session is based on a SAP Business One 8.8 Preview version and and not subject to your license agreement or any other agreement with SAP. Please pay attention to the full disclaimer at the end of this session or slide deck

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Agenda

Data Archiving Overview The Data Archive Wizard Accessing an archived database Data Compression Examples

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1. Data Archiving - Overview

New Functionality:

Data Archive Wizard Remove transactional data from closed years [Data to be removed must be two years old] Only data of complete clusters are removed Simulation run with protocol

Productive Database

Benefits:

Reduced productive database size Lowered TCO

Faster and smaller backups Faster execution speed Faster upgrade, maintenance,

Productive DB

Easier data navigation for end user

Motivation: Ability to remove closed transactions and speed up performance.

SAP Business One 8.8 Expert Empowerment Session

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1.1 Data Archiving - Overview

Before

running data archiving: A productive database with closed transactions that are no longer required

Productive Database

After

running data archiving: Leaner productive database Optional: Additional read only historical database can be restored Access to historical data if required, for example for audits Login required for access

Productive DB

Historical Archive DB [read only]

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1.2 Data Archiving Overview Cluster

Only

clusters where all documents are closed will be removed Only clusters where all documents are in a removable period will be removed
What

is a cluster? A cluster is a set of linked documents in one business process

Start End Delivery Note Delivery Note 2

Sales Quotation

Sales Order

A/R Invoice

Incoming Payment

Journal Entries

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1.3 Data Archiving Overview

Prerequisites for successful data archive run
Database

backup required Periods to be archived must be closed with help of period end closing procedure

Recommendations
First

start a simulation run Clean open clusters If you are satisfied with the results execute a real run

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1.4 Data Archiving Backup first!

Start a backup prior to an actual data archive run

Choose Backup type Full

3 TIP:

We recommend you additionally backup to tape as defined in your backup strategy This backup is extremely important because data is removed from your production database during the data archive run

1
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2. Data Archiving Data Archiving Process Steps

The Wizard is build with 8 single steps guiding the user through the process
You

can find the wizard under the Administration menu:

Steps
1 Introduction 2 Wizard options (Simulation / Productive run) 3 Data Archive Parameters (Archive Period) 4 Data Archive Recommendations 5 Journal Entry Compression rules Inventory Compression (if perpetual inventory = off) 6 Expected Results 7 Execution Progress Bar 8 Data Archive Results Summary

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2.1 Data Archiving Wizard Start

Introduction
Hint

about removing data from the production database Backup prior to the actual run is mandatory

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2.2 Data Archiving Wizard Options

Run

simulation run prior a actual run (will not remove any data) Start Archive Run to remove data from your actual production database Load a Saved Run to see the results of a formerly saved run

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2.3 Data Archiving Parameters

Choose the most recent period you wish to archive [Data must be two years old minimum] Once you do an actual run, the period status is set to Archived You can only archive from a period with:

A status of Locked or Archived Balanced P&L accounts

After choosing Next, the system will

Check if backup has been performed (not in simulation) Check if IVC was executed (for perpetual inventory only)

Check if users are currently connected to the database Close all windows on this client Calculate data archiving recommendations

This happens if database backup was not created

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2.3 Data Archiving Parameters for Perpetual Inventory

If

Use Perpetual Inventory for the actual company is turned off you can additionally

Select the source of the price for Inventory Entry Grouping Choose Allow Grouping of Zero Price Item: If it is not checked and Items without pricelist exist you will get a message and Next-Button is disabled

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2.4 Data Archiving Recommendations

Data

Archive Recommendations list:

All clusters which can be removed (marked with green check) All clusters which cannot be removed (market with red cross) Documents can be shown by clusters or by transaction You can filter for removable or non-removable clusters or transactions Drill into clusters to see the single transaction and navigate to original documents with yellow arrow

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2.4 Data Archiving Recommendation Connected documents

Right

Click to see the connected documents

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2.5 Data Archiving Journal Entry Compression Rules

Journal

entries are compressed The original entries are removed after compression Define the rules how to compress the Journal Entries

Group by Period length Group by Project Group by Profit center Add reference information for new journal entry

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2.5 Data Archiving Inventory Compression Rules

If

using non perpetual inventory the Inventory entries are compressed Define the options and details to compress the inventory

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2.6 Data Archiving Expected Results

Check

expected results and make changes as needed

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2.7 Data Archiving Execute Data Archive run

Here

all the changes on the database are being done

This process must not be stopped! Otherwise you need to restore backup The data removal and JE substitutions are processed During this run no users can log on

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2.8 Data Archiving Summary

See

the results of the data archiving run on your production database

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3.1 Data Archiving Optional: Restore the Database 1

If

you want to have access to the read only database

Restore it with help of the Microsoft SQL Server Management Studio Choose Restore Database

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3.2 Data Archiving Optional: Restore the Database 2

Enter database name Choose From device and select the backup file which was created before with the wizard Check the Restore checkbox and press OK

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3.3 Data Archiving Optional: Restore the Database 3

Choose page Options Change the paths of Data Archive file and Log file Press OK to execute the restore

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3.4 Data Archiving Optional: Log on to Archive database

Open Business One 8.8 client and press Change company Press refresh to see the new database in the list Choose this database and logon Now you are well prepared to have access on the archived snapshot Keep in mind this database is read only and cannot be changed

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Data Archiving Example for Journal Entry compression

the following example to see how the compression of data works

See

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Thank you!
Benno Eberle (benno.eberle@sap.com) Roll-Out Services, Small Business GTM Sales SAP Deutschland AG & Co. KG May 2009

SAP Business One 8.8 Expert Empowerment Session

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Disclaimer

The information in this document is proprietary to SAP. No part of this document may be reproduced,
copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG.

This document is a preliminary version and not subject to your license agreement or any other
agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice.

SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the
accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

SAP shall have no liability for damages of any kind including without limitation direct, special, indirect,
or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence.

The statutory liability for personal injury and defective products is not affected. SAP has no control
over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party Web pages nor provide any warranty whats ever relating to third-party Web pages.
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Copyright 2009 SAP AG All rights reserved

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