CPCA

the PBS archive add on

for Profit Center Line Items

Manual Part C
- Display / Evaluation Transactions -

Compatible with
SAP R/3 4.x
SAP ERP 5.0
SAP ERP 6.0

April 14, 2015

© 1999 - 2015 PBS Software GmbH
Schwanheimer Strasse 144a
64625 Bensheim, Germany
Phone: +49 - 6251 - 174 0
Fax: +49 - 6251 - 174 174
email: [email protected]
Internet: www.pbs-software.com

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Bensheim.

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SE, Walldorf/Baden.

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PBS archive add on CPCA - User Manual - 3

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 compli-
ance. 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 example, its transfer during inter-
nal and external audits.

PBS ILM Concept

PBS software provides existing SAP customers extensive solutions to put into
practice the requirements that were described above for a stringent and successful
ILM concept. PBS is considered as an expert for complex, integrated data access-
es to archived and database data and meanwhile, also to data that is located on
decommissioned SAP systems. In addition to classical 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 suc-
cessfully. This is the basis for a permanently high-performing SAP system. In prin-
ciple, 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 standard 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 ar-
chive infrastructure components and integrates itself optimally with SAP archiving.
Archive data that has been indexed can still be provided after a release upgrade
immediately, without restrictions, and without migration effort. The PBS archive in-
dex 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
PBS archive add on CPCA - User Manual - 4

transactions. The SAP user can display the data from the SAP database and the
archive data simultaneously 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 sub-
sequent 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 ac-
count the savings 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.
PBS archive add on CPCA - User Manual - 5

Table of Contents
1 Introduction 6

2 Display Transactions 7
2.1 Overview 7
2.2 Transaction “Actual Line Items” 9
2.3 Transaction "Totals Records" 11

3 Modification of Customer Reports 12

3.1 Access via Conversion Tool 12
3.2 Access via Function Modules 12

4 Report Painter Reports 13

PBS archive add on CPCA - User Manual - 6

1 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 R/3 system via the SAP
transport utilities "tp" and “SAINT”. For installation details of the PBS archive add
ons please see the specific installation manual (manual part A).

This manual on the display transaction and application programs was written to
support you when using the PBS archive add on CPCA. Please see the administra-
tion manual (part B) regarding construction and administration of the PBS archive
add on CPCA.

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
- Part D: Migration Support R/2 => R/3 (if available)
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: [email protected]

Release Compatibility
The PBS archive add on CPCA discussed in this manual runs with the basis pro-
grams of SAP AG, D-69190 Walldorf/Baden, system R/3, Release 4.0, 4.5, 4.6,
R/3 Enterprise, mySAP ERP 2004, mySAP ERP 2005, correction levels a to z.
PBS archive add on CPCA - User Manual - 7

2 Display Transactions
2.1 Overview
The archive add on CPCA enables profit center line items, which were already re-
moved from the R/3 database during reorganization with the transaction SARA, to
be available to the user for online processing. In version 1.1, the following transac-
tions are available, which read both line items from the operative tables of the SAP
system as well as line items from the PBS index.

PBS SAP Explanation of the transactions

/PBS/KE5Z KE5Z Profit Center: Actual line items
/PBS/KE5Y KE5Y Profit Center: Plan line items
/PBS/2KEE 2KEE Profit Center: Totals Records
/PBS/CPCA CPCA area menu

Table 1: Transactions of the PBS archive add on CPCA with the correspond-
ing original SAP transactions

All transactions that display the archived data are based on the standard SAP
transactions. This ensures that users are immediately able to work with the archive
transactions without requiring training first. The names of the archive transactions
are shown in Table 1. The transactions can be started by entering the PBS trans-
action code, but can also be incorporated in the Profit Center menu.

In the list display, all line items that originate from the PBS archive add on CPCA
are marked with an asterisk '*'.

You do not have to remember the names of the transactions because all PBS
transactions can also be called up via the menu.

If you are using several PBS program packets, you can start the transactions in re-
leases 4.0 to 4.5 via the main menu transaction /PBS/MAIN and from there via the
menu path Accounting  Profit Center in the sub-menu for control of the PBS ar-
chive CPCA. If you are only using the PBS archive CPCA, this can also be started
directly via the menu transaction /PBS/CPCA.
PBS archive add on CPCA - User Manual - 8

From 4.6, the main menu /PBS/PBS and the menu /PBS/CPCA (Profit Center func-
tions) can be incorporated in the existing activity group (4.6B) and/or roles (from
4.6C).
PBS archive add on CPCA - User Manual - 9

2.2 Transaction “Actual Line Items”

In this section the archive transaction /PBS/KE5Z, which displays the actual line
items, is discussed as way of an example.

Diagram 1 shows the request screen of transaction /PBS/KE5Z.

Diagram 1: Initial screen of transaction /PBS/KE5Z

In addition to the standard delimitations, the screen mask contains an addition de-
limitation that is specifically for the archive add on.
PBS archive add on CPCA - User Manual - 10

The transaction /PBS/KE5Z can display data from the archive and the SAP data-
base. The parameter '1=DB (=Database) + archive, 2=DB, 3=Archive’ can be used
to select the data source. By entering the appropriate number 1, 2, or 3, actual line
items are either displayed from the R/3 database, from the archive, or from both
data sources. For example, if you want to search for old transactions, this parame-
ter should be set to '3', so that database accesses to the SAP files can be avoided,
thus enabling the general load on the system to be reduced.

If all delimitations have been entered correctly, the system displays a list of the re-
quired actual line items. Diagram 2 shows such a list.

Diagram 2: List for transaction /PBS/KE5Z

The list screen is structured in the same way as transaction KE5Z, but is extended
to include the archive indicator.

The last column shows you whether the display order is located in the archive add
on or in the SAP database. If it is located in the archive, the last column should
contain the indicator ‘*‘. Otherwise this column is empty. Diagram 2 therefore
shows both resident data and data from the archive add on.
PBS archive add on CPCA - User Manual - 11

2.3 Transaction "Totals Records"

The transaction /PBS/2KEE "Totals records" does not read any data records from
the archive. The archiving object EC_PCA_SUM ("Profit Center invoice: Totals
Records") is not supported by the PBS archive add on CPCA. If you double-click in
an output table line you can branch to the transactions /PBS/KE5Z or /PBS/KE5Y.
The PBS parameter = 1 is used for the call up. Thus data from the database and
the archive is displayed for the line items.

Diagram 3: Calling the transaction /PBS/KE5Z from /PBS/2KEE

PBS archive add on CPCA - User Manual - 12

3 Modification of Custom-
er Reports
3.1 Access via Conversion Tool
ABAP reports, which access the R/3 database via the SELECT command, can be
modified using the PBS Conversion Tool in such a way that they can also access
data from the PBS archive add on. For this, the function module
/PBS/SELECT_INTO_TABLE is used. It accesses the archive add on and returns
the data records of the required table in an internal table.

The features and use of the PBS Conversion Tools is described in a separate
manual.

3.2 Access via Function Modules

As shown in Chapter 3.1 the PBS Conversion Tool uses the function module
/PBS/SELECT_INTO_TABLE to select the archive. This function module is sup-
plemented by the following two function modules:

 /PBS/CPCA_ARCHIVE_SELECT_GLPCA

 /PBS/CPCA_ARCHIVE_SELECT_GLPCP

If you adapt your program manually, these function modules should be preferred to
the /PBS/SELECT_INTO_TABLE as the selection criteria is more flexible. In addi-
tion, the creation and the transfer of selection criteria is simpler. The structure
"RSDS_TRANGE" is used for the transfer. The structure is set up using the follow-
ing function modules:

 FI_UTIL_MAKE_TRANGE

 /PBS/CPCA_MAKE_TRANGE_REP_SEL

The dynamic selection criteria of a logical database can be transferred directly. De-
tailed examples are provided in the PBS archive access tutorial (transaction
PBS/PBS/UTIL_ACCESS_ARC).
PBS archive add on CPCA - User Manual - 13

4 Report Painter Reports

In the generated Profit Center invoice reports you can go to transactions KE5Z and
KE5Y. If you wish to go to the corresponding PBS transactions, it is necessary to
change a reference table. Please contact your system administrator (see CPCA
manual part B).

Diagram 4: Generated Report Painter reports

PBS archive add on CPCA - User Manual - 14

Diagram 5: Branching to line item display

The technical name can be displayed in the report selection if you wish to see the
transaction in which it is branched to.

Diagram 6: Is the PBS transaction used?