Deactivation of 2 sets of books

[SAPSupport]

Hi Team,

Are you able to advise if would be possible to deactivate set of books. We can see how to do it in the system but cannot see any dates of when the deactivation will occur.

Other queries which need to be answered are:

- We assume all prior data will remain in place.
- What happens to any master data that has the different sets of books like in fixed assets that have valuation values per set of books
- Also Cost rate master data that has rates for each set of books.
- Also services master data that has rates for each set of books.
- Can we hide the non active sets of books?

Thanks

PERSON_NAME

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[SAPSupport · Accepted solution]

Dear Customer,

Thank you for your queries regarding the deactivation of sets of books. Please find below clarifications to each of your points.

1. Go to Business configuration view
2. Go to Overview
3. Search and open activity Set of Books
4. Select the Set of Books and click on Edit
5. Go to Company Settings tab
6. Click on Deactivate

Yes, it is technically possible to deactivate sets of books via the Business Configuration work center. However:

• The system does not support setting a future deactivation date.
• The deactivation is effective immediately once the change project is scoped and activated.

Will prior data remain accessible?

All historical postings and transactions related to the deactivated sets of books will remain intact in the database.

You can still access and report on historical data from those sets of books.
No postings will be possible in those sets of books once deactivated.

What happens to master data (e.g., Fixed Assets)?

Fixed Assets that have valuation views linked to different sets of books will be impacted:

Once a set of books is deactivated, the valuation view related to that set of books will become inactive.
The asset will retain the historical depreciation and valuation information for reporting, but you cannot maintain or post new values in that view.
Only valuation views tied to active sets of books will be available for future depreciation or revaluation.

Cost Rate Master Data

For cost rate master data (e.g., for cost centers or activities):

Rates defined per set of books will no longer be editable or used in cost allocations once that set of books is deactivated.
The system will ignore those entries during future calculations.
Historical usage of those rates remains part of reporting for those past periods.

Service Master Data with Rate per Set of Books

Similarly, for services master data where rates are maintained per set of books:

Rates linked to a now-deactivated set of books will be ignored in future transactions.
Only the rates under active sets of books will be considered by the system.
The historical service transactions using those rates will remain in reporting and audit trails.

Can we hide non-active sets of books?

Not explicitly. While you cannot "hide" deactivated sets of books in all UIs:

They will no longer appear in selection lists for new postings or configurations.
However, they may still be visible in historical reports or master data where they were used previously (e.g., valuation views in assets).
There is currently no front-end setting to suppress them entirely from view in all contexts.

Best regards,
Pooja Manjunath
SAP Product Support | SAP Business ByDesign