Basics of Validation & Substitution

 The validation and substitution tools can be used to validate and substitute data
immediately upon entry. When data are entered in the system, the Rule Manager validates
the data according to the validation rules. Since data are validated before they are actually
posted, only validated data are accepted. You define validation rules using Boolean logic.
When you define a validation rule, the system checks the validation rule to ensure that it
is syntactically correct. You can also define the result of non-compliance with the
validation rule. You can also force the user to correct the error before processing can
continue. In substitution, the values entered into the SAP system are validated according
to a prerequisite defined by the user. If the prerequisite is met, the system replaces the
values entered with other values.

The following measures are required to execute validation/substitution: You must decide for which area of
application validation/substitution should apply; The correct call up point for the validation/substitution
must be selected; The validation/substitution must be defined; You must assign your validation/substitution
to an appropriate organizational unit (e.g. company code for FI, company code or company for FI-SL,
controlling area for CO) & activate it.

 Using the area of application and the call up point, the fields that can be used for your
validation/substitution are specified. The application area is where the validation,
substitution, or rule is used. Each application defines the structures available and releases
its fields for substitution.

 Call up points is specific places in an application that specify the exact location where a
validation/substitution occurs. If you want to validate or substitute a value, you must
activate validation or substitution for the call up point for which you want the validation
or substitution to occur. When you create validations, substitutions and rules, you must
assign an application area and call up point code to the validation, substitution, or rule.
The key for the application area specifies the general application area where the
validation/substitution is used. The key for the call up point establishes the point at which
the processing of the validation or substitution starts. The combination of application area
and call up point determines the Boolean class for a validation, substitution, or rule.
Boolean classes establish the dimensions that can be used in the definition of validations,
substitutions, and rules. They also specify which message classes can be used for
validation messages. Three call up points have been provided for FI: 1. Document header;
2. Document line item; 3. Complete document;

 The Formula Editor provides a user-friendly interface for entering arithmetic and logical
statements. Depending on the context and requirements, different pushbuttons are
available with which you can enter operands and operators for logical statements in your
formula. Your entry undergoes a step-by-step inspection for the correctness of the syntax
(including the parentheses).The system permits only syntactically correct statements to be
entered; as a result, no errors occur when entering rules. The use of technical names is
also supported. However, the available options can now be called up using pushbuttons
and texts.
 You must assign your validation/substitution to an appropriate organizational unit (e.g.
company code for FI, company code or company for FI-SL, controlling area for CO). A
validation/substitution can be valid for several company codes at the same time. Further,
the validation/substitution for the correct call up point must be activated. The following
degrees of activation exist for the organizational unit + call up point + substitution (or
validation) combination: 0 Inactive; 1 Active for dialog and batch 2 Active except for
batch input; Only one validation/substitution can be activated for one company code for a
call up point.

Definition & Execution of validations in FI

 Validation Procedure: Validation permits the customer-specific validation of certain fields
/ field combinations / document types. Validation consists of several steps (up to 999),
each with 3 parts: Prerequisite; Check; Message. If the prerequisite statement is satisfied
(TRUE), a check is performed. If the result of the check is FALSE, the system posts a
message.

Messages: You can use a predefined message or create a new message for validation. A message can
contain up to 4 fields. The character & is used as a wildcard for the field values to be output in the message.
Messages can have different meanings: I = Information; W = Warning; E = Error; A = Cancel

Definition & Execution of Substitutions in FI

 Substitution Procedure: Substitution permits the customer-specific enhancement
(substitution) of certain field contents. Substitution consists of several steps (up to 999),
each with two parts: Prerequisite; Replacement. If the prerequisite is satisfied (TRUE),
substitution is performed.

 Substitution Methods: The field must be released for substitution. For each of the fields
you selected, a dialog box appears in which you can define the substitution method. You
can choose between: Constant value; Exit; Field-field assignment. You can then later
enter a constant value, the name of an exit to be carried out at runtime or the name of a
field, the content of which is to be used for the substitution.

 A substitution step contains the following components: Prerequisite: The prerequisite

statement establishes which conditions must be fulfilled before the substitution can be
performed. Substitution value(s): The substitution value is a numerical value or a string of
letters that replaces the value entered. A single substitution process can replace more than
one value. When you define substitutions, you use the same syntax that you use with
validations. The prerequisite statement used in a substitution can consist of a simple
statement or a complex combination of statements composed of logical statements, rules,
and sets.
Additional Techniques in Connection with Substitutions/Validations
 A rule is a logical statement that you can use in a prerequisite statement, a check, or
another rule. A rule permits complex logic to be summarized; it can be re-used.
Technically, a rule is nothing more than a prerequisite or check of a validation. If a
Boolean statement is used often or if it contains complex logic, you can create a rule for
this statement.

 A set is a flexible data structure for portraying arranged amounts and hierarchies. Sets are
maintained and administrated centrally. They can be in the FI-SL system: in Boolean
logical formulas in validation, substitution and ledger selection, during allocation
(assessment/distribution), in planning, in roll-ups, in currency conversion, etc. You can
use multi-dimension sets to execute cross-validation with values of different
characteristics.

Validation Rule for Account Assignment Combination

 There can be account assignment combinations also. For each validation strategy ONE
validation type must be selected. Two types of Validation types:-Invalid account
assignment combinations=Non valid combinations Valid account assignment
combinations=Valid combinations the validation type specifies whether the defined rules
or account assignment entries are to be checked with regard to their validity. It also
specifies how the system is to interpret the rule later.

Test of the “non valid rule”:-1) The rule can be tested on the strategy level.; 2) After the test data has been
entered its validity is checked.; 3) A flag indicates whether the entered test data is rule compliant or not.; 4)
Can also use the customer specific characteristics added to the table.; 5) Independently of testing can
activate a trace to know how validation rules work during live posting. Can deactivate the trace in the
application at any time.

Related IMG Settings, Application Transactions & Reports

IMG Financial Accounting (New) + Financial- Accounting Global Settings (New) + Tools +
Validation/Substitution + Validation in Accounting Documents ( OB28 )

Definition of a validation in FI (document header): + Validation in Accounting Documents +

Environment + Validation

Financial Accounting (New) -+ Financial Accounting Global Settings (New) + Tools +

Validation/Substitution + Validation in Accounting Document ( OB28 )

IMG -+ FI -+ Financial Accounting- Global Settings (new) -t Tools -t Validation/Substitution -+

Validation in Accounting Documents. Menu: Environment -+ Validation (OB28 )
 IMG -+ FI (New) -+ Financial Accounting- Basic Settings (New) -+ Tools -+ Validation / Substitution --+
Substitution in Accounting Documents -+ Environment -+ Substitution ( OBBH )

Customizing path for defining a (new) validation rule: Financial Accounting(New) -+ Financial
Accounting Global Settings (New) -+ Document -+ Define ()

 Validation Rule for Account Assignment Combinations

IMG: FI (New) -> Financial Accounting Global Settings (New) -> Document -> Define Validation Rule for
Account Assignment Combination()

Basics and Classification of Data Archiving

 Data archiving is the consistent transfer of data objects from SAP system database tables;
all the table entries that characterize a data object are written to an archive file outside the
database. SAP archiving programs are based on archiving objects; store all relevant table
entries together elsewhere.

 The contents of business objects in the SAP system are distributed over several tables in
the database. Archiving objects bundle the logically related tables of business objects.
This ensures that, within the framework of data archiving, all information regarding a
business object is transferred out of the database, and thus is no longer in the database.
The application data that is removed from the SAP system is compared and stored in
another location. Backups are generally made at fixed intervals and according to a fixed
procedure. Reloading the saved data is called restoring. Database backups are
independent of data archiving and should be scheduled and executed at regular intervals.
The storage of documents is generally electronic storage and administration of documents
on storage systems outside the system. The documents are transferred to a document
storage system, SAP system then contains a link pointing to the externally stored
document and permitting access. Data must be archived in such a manner that it can be
called up at any time for queries. There are statutory data retention regulations in every
country. Only data from completed business transactions may be archived. Test data
seldom reaches this status.

 Data is archived independently of the version of the hardware & software. In this way
archived data can be easily called up, even after a system upgrade. Actual data archiving
process has 3 types: Generating archive files; Storing the archive files; Deleting the data
Preparatory Activities
 A central element in data archiving is archiving object. It defines the smallest unit that can
be archived and deleted from database in its entirety. It describes how and which database
must be accessed to completely archive a business object. An archiving object is basically
made up of 3 parts: Data declaration part; Customizing settings; Programs

The data declaration part describes all the relevant database objects that characterize an application object.
The customizing settings are used to set archiving object specific parameters for an archiving procedure.
Programs include:- 1) A write program that writes the data objects sequentially in the archive files;2) A
deletion program that deletes from the database all the data objects that could be read in the archive file
beforehand, 3) A display program that permits archived data objects to be read.

 Customizing: Document Archiving: You can make entries for the company code,
document type, and account type. You can specify the minimum runtime for accounts in
days in customizing. When documents are archived, a check is made whether this
minimum runtime has been maintained.

Executing Archiving in FI
 Archiving Procedure:-The specific archiving procedure is processed as a background job.
It selects data objects from the database. The constraints that characterize a data object are
considered here. Then every data object is checked whether it may be archived. If so, data
object is written to the archive file. An archiving procedure is scheduled using transaction
SARA, which is divided into 4 steps:-Create an archiving variant; Specify the execution
user; Specify the start time; Define the spool parameters;

Archiving Documents:- You can remove them from the database. Archiving is executed by BASIS support
and FI System Support in consultation with department.

Access to Archived Data:- It may happen that the archived data needs to be accessed even after archiving.
The archive Development Kit (ADK) stores the data in such a manner that read access is possible at any
time.

Archiving Transaction Figures: A transaction figure is the total number of postings on an account in debit
or credit. In SAP one transaction fig is maintained for credit and one for debit for each account. Transaction
figures generally remain in the running system for at least 2 years. The periods for posting must be closed
for entire period to be archived.

Archiving Financial Accounting Master Data:-GL accounts, customers, vendors, and bank data can be
archived in FI. If a master record is no longer required for posting by department, a posting block is usually
set as a first step, and then the deletion flag is set in the second step. The deletion flag is one of the
requirements that are checked by the system before master data are archived.
Related IMG Settings, Application Transactions & Reports

Transaction DB15 (Tools + CCMS + DB Administration + Data Archiving) provides information

about which database tables belong to which archiving object (and vice-versa).

IMG: SAP Netweaver -,Application Server --, System administration -,Data Archiving -,
Archiving Object-Specific Customizing (you can alsofind these settings using transaction SARA
- object name: FI-DOCUMNT

(Customizing button --, Archiving Object-Specific Customizing;).

IMG: Financial Accounting (New) -- Financial Accounting Global Settings (New) -+ Tools -+
Archiving -+Accounting Document Archiving

Choose SAP Easy Access + Accounting --, Financial Accounting --,General Ledger --, Periodic
Processing --, Archiving --, Documents.

The default object name is FI-DOCUMNT. Alternatively, you can use the SARA transaction (FI-
DOCUMNT entry).