Linking Documents and Invoices Purpose You can use SAP ArchiveLink to link FI-CA documents to the original invoices created in the EBS. This provides the relevant accounting clerks with direct access to the invoice sent to the customer without having to call it up in a different system. In this way, the information regarding a given customer is available in integrated form, enabling the clerk to provide customers with optimum information and advice. Prerequisites The prerequisite for using the IDoc interface is for the SAP ArchiveLink and the connection to a corresponding, SAP-certified archiving system to have been configured. For detailed information on the SAP ArchiveLink , refer to the SAP Library under Basis Components Basis Services/Communication Interfaces SAP ArchiveLink . Furthermore, the print system and the SAP system or archiving system need to share a hard disk or a hard disk system. In other words, the files have to be stored in folders that can be accessed by all systems involved. Process Flow Archiving The files containing the images (optical representations of the invoices in a graphic file) of the original invoices are stored in an optical archive and are managed by an archiving system. The structure of the IDoc interface is represented in the IDoc basic type FKK_EBS_ARC_DOC. This IDoc basic type consists of one segment ( E1LINK), whereby one line of this segment corresponds to one data record. The IDoc interface uses the basic functions of the SAP ArchiveLink . It serves as the connection between the document stored in an external archiving system and the FI-CA documents. On account of the connection between the individual IDoc interfaces and the assignment of a key (AWSYS, AWKEY, AWTYP), documents and invoice documents can be transferred from the optical archive concurrently and independently. If the corresponding invoice documents have not yet been posted in the contract accounts receivable and payable, then entries referencing the FI-CA documents to be created subsequently are made at this point in the link table. The entry in the key field OBJECT_ID is the linked character string consisting of the individual fields of the key. When the invoices documents are transferred subsequently, the corresponding FI-CA document is posted. In this process, the same key is determined during IDoc processing and entered in the document header (table DFKKKO). This ensures that there is always a link between an FI-CA document and the invoice file.
Linking Documents and InvoicesPurposeYou can use SAP ArchiveLink
to link FI-CA documents to the original invoices created in the
EBS. This rovides the relevant accounting clerks !ith direct access
to the invoice sent to the customer !ithout having to call it u in
a di"erent s#stem. In this !a#$ the in%ormation regarding a given
customer is availa&le in integrated %orm$ ena&ling the
clerk to rovide customers !ith otimum in%ormation and
advice.PrerequisitesThe rere'uisite %or using the I(oc inter%ace is
%or the SAP ArchiveLink and the connection toa corresonding$
SAP-certi)ed archiving s#stem to have &een con)gured. For
detailed in%ormation on the SAP ArchiveLink $ re%er to the SAP
Li&rar# under Basis Comonents Basis Services*Communication
Inter%acesSAP ArchiveLink . Furthermore$ the rint s#stemand the SAP
s#stem or archiving s#stem need to share a hard disk or a hard disk
s#stem. In other !ords$ the )les have to &e stored in %olders
that can &e accessed all s#stems involved.Process
FlowArchivingThe )les containing the images +otical reresentations
o% the invoices in a grahic )le, o% the original invoices are
stored in an otical archive and are managed an archiving s#stem.
The structure o% the I(oc inter%ace is reresented in the I(oc
&asic t#e F--.EBS.A/C.(0C. This I(oc &asic t#e consists o%
one segment + E1LI2-,$ !here one line o% this segment corresonds to
one data record. The I(oc inter%ace uses the &asic %unctions o%
the SAP ArchiveLink . It serves as the connection &et!een the
document stored in an e3ternal archiving s#stem and the FI-CA
documents. 0n account o% the connection &et!een the individual
I(oc inter%aces and the assignment o% a ke# +A4SYS$ A4-EY$ A4TYP,$
documents and invoice documents can &e trans%erred %rom the
otical archive concurrentl# and indeendentl#. I% the corresonding
invoice documents have not #et &een osted in the contract
accounts receiva&le and a#a&le$ then entries re%erencing
the FI-CA documents to &e created su&se'uentl# are made at
this oint in the link ta&le. The entr# in the ke# )eld
0B5ECT.I( is the linked character string consisting o% the
individual )elds o% the ke#. 4hen the invoices documents are
trans%erred su&se'uentl#$ the corresonding FI-CA document is
osted. In this rocess$ the same ke# is determined during I(oc
rocessing and entered in the document header +ta&le (F---0,.
This ensures that there is al!a#s a link &et!een an FI-CA
document and the invoice )le.The reresentations o% the invoices are
stored as grahic )les. The# are entered an SAP archiving s#stem$
then archived and linked !ith an SAP &usiness o&6ect using
SAP ArchiveLinks . In this conte3t$ archiving is to &e
understood as issuing the document to &e archived !ith a
document I( that is uni'ue !ithin an archive. I% )les have alread#
&een entered and archived an SAP archiving s#stem$ the
corresonding document I( 6ust has to &e entered using the I(oc
inter%ace. For this$ #ou have to set the A/C.FLA7 indicator in the
I(oc structure and enter the corresonding ke# in the )eld (0C.L0C.
The document I( is entered in the )eld A/C.(0C.I( o% the link
ta&le.The SAP s#stem can also er%orm archiving indeendentl#. In
such cases$ the ath name and)le name o% the image can &e
entered in the I(oc instead o% the document I(. For this$ the
A/C.FLA7 indicator must not &e set. The ath and )le name need
to &e entered in the )eld (0C.L0C. The document I( is generated
in the SAP s#stem. The in%ormation is trans%erred to an archiving
s#stem that stores the documents. Then the link ta&les o% the
SAP ArchiveLinks are udated.Access to the Archived DocumentsFrom an
FI-CA document$ the ke# +consisting o% the )elds A4SYS$ A4-EY$ and
A4TYP, can &e used to access the archived documents and to make
a connection to the original invoice. An FI-CA document !ith a
document num&er +0PBEL, re%ers to e3actl# one invoice and is
there%ore linked !ith e3actl# one )le +image, in the archive. The
ke# +!hich is uni'ue at the document level, is entered in the ke#
)eld 0B5ECT.I( o% the link ta&le as a com&ined character
string. 4hen com&ined !ith the )eld SAP.0B5ECT +CA./EF.(0C see
&elo!,$ a uni'ue ke# is achieved$ !hich contains the archive I(
and the document I(. 0n the &asis o% these t!o )elds$ the SAP
ArchiveLink is a&le to determine the ath name and )le name o%
the re'uested )le and to disla# these using an e3ternal rogram
+such as Ado&e Acro&at /eader %or P(F documents,.The link
&et!een an FI-CA document and the otical archive is created
using an instance o% the o&6ect t#e CA./EF.(0C. The ke# )elds
o% the o&6ect t#e are identical !ith the ke# )elds A4SYS$
A4-EY$ and A4TYP. 4hen the ke# )elds o% the o&6ect t#e are
)lled the corresonding )elds o% the FI-CA document$ an instance o%
the o&6ect t#e is created. The o&6ect method Archive(isla#
uses the ke# )elds to access the link ta&le$ reads the archive
I( and the document I($ and trans%ers this in%ormation to an SAP
ArchiveLink standard %unction module. 8sing the trans%erred
in%ormation$ this %unction module determines the ath and )le name
as !ell as the corresonding alication$ e3ecutes that alication$ and
oens the relevant )le.The o&6ect method LinkCheck checks
!hether there is an entr# in the link ta&le %or an FI-CA
document. I% there is such an entr#$ a link is generated to re%er
to the document in the archive. A user can then choose this link to
disla# the document.0&6ect T#e CA./EF.(0C 9 /e%erence (ocument
%or an FI-CA (ocumentKey Fields Attributes Methods A4SYS A4-EY
A4TYP 0&6ectT#e Archive(ocI( E3istenceCheck (isla# LinkCheck
Archive(isla#
