DSN - Archiving option

[TSoon]

Hi expert,

Have the following questions with regards to document archiving in DSN.

1) Does document archiving only limited to invoice document? Or it also extend to order confirmation and shipping notification?

2) How long will be the attachments (Order Confirmation, Shipping Notification, Invoice) get to be stored in the Ariba system?

3) Will the attachments for the documents get deleted after certain years (See screen shots below) For example, if the invoice documents and their attachments are not archived, will that be removed after certain period?

4) The archived documents get to store in Ariba DSN till the expiration dates showed in the following screen? Or business must get it downloaded to own local storage with 3 months before these files get deleted in the system?

Thanks

TS

[former_member34629]

Hello,

Please go through below document and let us know if this answers all your query :

Invoice archival options and delivery - SAP Help Portal

Question

Long-Term Archiving option not available in the buyer account?

Cause

Rule "allow suppliers to send invoices to this account" not enabled.

Answer

Enable the rule " allow suppliers to send invoices to this account".

Once buyers enable the above mentioned rule, the Long-Term Invoice Archival section appears in the default transaction rules and once this option is enabled, the Document Archive tab appears.Additional Information

Account Administrator enables Archive Access permission to the relevant users (Note that Archive Access permission allows buyers to access and download the archived tax invoices from Ariba Network UI).

Note: Ariba Network supports invoice archiving only if your destination country is among the list of countries supported for long-term archiving. We don’t have this functionality for US and Canada.

Question

At what point are documents removed from Ariba Network, and can they be archived?

Answer

Under SAP Ariba's data retention policy for suppliers, Ariba Network may delete transactional documents after 18 months to reduce the volume of data stored on Ariba Network. Transactional documents expire and are deleted in groups. All documents related to a purchase order expire when the most recent document in the group reaches 18 months old. Each time a new document related to the purchase order is sent, Ariba Network resets the 18-month expiration clock to 0 days.

For example, if you receive a purchase order on day 1, and you issue an invoice against the purchase order one day short of 18 months, the 18-month clock resets to 0. If no other document is generated in relation to the purchase order, the purchase order and invoice expire 18 months after the invoice is generated.

To retain transactional documents beyond 18 months, you need to subscribe to the optional Data Retention service.

Thanks

Arshdeep

[TSoon]

Hi Arshdeep,

I have gone thru the link provided.

I understand that Archiving option is only available for Invoices.

Order Confirmation and Shipping Notification will not be archived.

Kindly revert whether my understanding is correct.

Thanks.

TS