CPCP

the PBS archive add on

for Product Cost Planning

Manual Part B
- Administration -

Compatible with
- SAP R/3 4.7
- SAP ERP 5.0
- SAP ERP 6.0

July 25, 2015

PBS archive add on CPCP - Administration - 2

© 2001 – 2016 PBS Software GmbH

Schwanheimer Strasse 144a
64625 Bensheim, Germany
Phone: +49 - 6251 - 174 0
Fax: +49 - 6251 - 174 174
email: info@pbs-software.com
Internet: www.pbs-software.com

PBS archive add ons® is a registered trademark of PBS Software GmbH,

Bensheim.

SAP, R/3, SAP ERP, SAP NetWeaver, ABAP are registered trademarks of SAP AG, Wall-
dorf/Baden.

Acrobat Reader is a registered trademark of Adobe Systems Incorporated.

PBS archive add on CPCP - Administration - 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
transactions. The SAP user can display the data from the SAP database and the
PBS archive add on CPCP - Administration - 4

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 CPCP - Administration - 5

Table of Contents
1 Introduction 6

2 Overview of the PBS archive add on CPCP 7

2.1 Shipped Menus 7
2.2 Basic Information about the PBS archive add on CPCP 9

3 Setup of the PBS archive add on CPCP 11

3.1 Procedure 11
3.2 The Administration Board 13
3.3 The Index Generation Program 15
3.4 Initial Indexing Process (Initial Setup) 18
3.5 Activate Index 20
3.6 Further Indexing Processes (Merge Runs) 21
3.7 Creation of long-term indices 24
3.8 Archive Tool 25
3.9 Disk Space Requirement 27
3.10 Summary of the Index Setup 27
3.11 Definition of the Path to the PBS archive add on CPCP 28

4 Transactions of the PBS archive add on CPCP 29

PBS archive add on CPCP - Administration - 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 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 administration manual was written to make construction and administration of

the PBS archive add on CPCP as easy as possible. At first, data archiving with
transaction SARA is discussed; the second topic is the PBS archive add on CPCP
setup from the SAP archive files.

The modular user manual of each PBS archive add on is composed of partial man-
uals:
- 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: hotline@pbs-software.com

Release Compatibility
The PBS archive add on CPCP discussed in this manual runs with the basis pro-
grams of SAP AG, 69190 Walldorf/Baden, Germany, R/3 Enterprise, SAP ERP
2005 (ECC 6.0).
PBS archive add on CPCP - Administration - 7

2 Overview of the PBS

archive add on CPCP
2.1 Shipped Menus
A global menu for all products and utilities of PBS Software GmbH and a menu es-
pecially for the PBS archive add on CPCP are shipped with the PBS archive add
on CPCP. All programs described in this manual and the user transactions are con-
tained in the menu.

The delivery of the module contains area menus /PBS/PBS (main menu of the PBS
modules) and /PBS/CPCP (functions for the PBS archive add on CPCP). From
these menus, you have to generate now roles which then can be integrated into
the user master. You can also create a role directly from the Easy Access menu.

Diagram 1: Creating your own role

You are free to choose the name of the role; the name can also be within the PBS
namespace. A PBS area menu is then transferred by pressing the function key
'Transfer menus from area menus' by indicating the corresponding PBS menu
name. During the transfer, the system query for the resolution of the area menu is
to be answered with 'yes'.

The role created this way can now be integrated in the corresponding user master.
We recommend to allocate the area menu /PBS/PBS to the administrators and the
special function menu /PBS/ CPCP to the end users in the global role.
PBS archive add on CPCP - Administration - 8

Diagram 2: Assigning the Role in the User Profile

PBS archive add on CPCP - Administration - 9

2.2 Basic Information about the

PBS archive add on CPCP
The PBS archive add on CPCP for Product Cost Planning is an ABAP/4 program
package that enables easy and performant display of archived costing data in the
SAP System. All transactions displaying archived data are based on the SAP trans-
actions. This guarantees that the users can work immediately with the archive
transactions without special training.

The administrative activity of the PBS archive add ons is to set up and activate the
PBS archive and to analyze it in the event of problems using the tools supplied.

The structure and usage of the PBS archive add on CPCP always requires suc-
cessful data archiving with SAP tools and access to the archive file created using
these. From 4.0B, this access can also be realized with "Archive Link" via an opti-
cal archive system. In any case, the status of the archive file must be qualified with
„Accessible“.

The PBS archive add on CPCP uses the archiving runs of the archiving object:

CO_COPC Archiving Product Costing Data

The SAP archiving program is carried out with transaction SARA. In this manual,
we do not describe the standard archiving.

For correct display of costing data and during reporting via the PBS archive add on
CPCP, the deletion run of the SAP archiving must have been carried out success-
fully. You can determine the status of the archive files via the transaction SARA for
the individual archiving runs.

The SAP archiving runs are read and written in the file system of the PBS archive
add on CPCP via the PBS index generation program (see installation manual).
Secondary indices are created in the file system for efficient access. In case a PBS
run with indices already exists, the index generation program merges these indices
with new indices from the SAP archive.
PBS archive add on CPCP - Administration - 10

Diagram 3: Setup of the PBS archive add on

After setup, the PBS index must be activated in the SAP system. Transaction
/PBS/CPCPA must now be executed. The costing data can now be displayed from
the PBS archive add on CPCP using the display transactions.

Chapter 3 in this manual describes the programs for setup and activation of the
PBS archive add on CPCP.
PBS archive add on CPCP - Administration - 11

3 Setup of the PBS archive

add on CPCP
3.1 Procedure
In order to archive product costing data, the SAP archiving tool is first used to
remove the data from the SAP database. The tool is called up using transaction
SARA. The archiving object CO_COPC is supported.

Before archiving a variant must be created. This defines the scope of the data to be
archived and several settings for the process of the archiving.

Diagram 4: Maintenance of the Archiving Job Variant

PBS archive add on CPCP - Administration - 12

The archived data is written to sequential files outside the database by the SAP ar-
chiving program.

The reorganized data can no longer be displayed comfortable by standard transac-

tions. The reduced load on the SAP database can be measured using the PBS Da-
tabase Analyzer PLUS.

The generated SAP archives are written to the PBS archive add on CPCP using
the PBS index generation program (transaction /PBS/CPCPL). The index genera-
tion program reads the SAP archive files and generates secondary indices and
stores them in compressed form on magnetic disks outside the database.

The archived product costing data is thus available for online processing and can
be evaluated easily using the PBS transactions. The functionality of the PBS trans-
actions corresponds to that of the SAP transactions, but they are able to read and
display both data that is resident in the SAP database as well as archived data
from the PBS archive add on CPCP.

Since the data that is located in the PBS archive add on CPCP can no longer be
changed, a regular data backup of the archive is not necessary. The SAP archive
file that is generated during the next reorganization of the database can be added
to the existing PBS archive add on CPCP using the index generation program.
PBS archive add on CPCP - Administration - 13

3.2 The Administration Board

The PBS Administration Board is the central administration instrument for the indi-
ces that are generated via the ADK technique and that were stored in so-called ar-
chiving runs (index areas). Administration and archive data indexing can be exe-
cuted centrally here from an interface. The call up can also be executed directly us-
ing the transaction /PBS/CPCP_ABO.

Diagram 5: Administration Board CPCP

Description of the individual icons:

You can use this function to convert the main index into a long-term
index.

By activating an index area, the indices are made available for the
user. Only deactivated index areas can be activated.

Deactivation of an index area means that these indices are no longer

available to the user.

The deletion of an index area results in all dependent table contents

and physical files being deleted.

The log of an index area is displayed.

Start of the archive tool.

PBS archive add on CPCP - Administration - 14

The index generation program is started.

PBS archive add on CPCP - Administration - 15

3.3 The Index Generation Program

The PBS archive add on CPCP enables archived documents of archiving object
CO_COPC to remain available for online processing. To do this, construct the PBS
archive add on CPCP from the SAP archive files using the index generation pro-
gram. You can start the program via the function "Generate index" in the Admin-
istration Board.

The selection screen of the index generation program with its delimitations is dis-
played below.

Diagram 6: Selection screen of the index generation program

PBS archive add on CPCP - Administration - 16

Parameters

 Select manually:

With this option a popup window is opened by pressing the button “SAP archive“.
A list of the existing SAP archive files of archiving object CO_COPC that were cre-
ated on or after the date entered are displayed. Now select the SAP archive files
that you would like to index with the PBS archive add on CPCP. SAP archives that
were already indexed cannot be selected.

 Select automatically:

If this option is selected, all available SAP archive files that were created after the
date indicated are processed automatically. It will also be checked whether the
SAP archive has already been indexed.

The parameter ‘Max. number of phys. files’ can be used to limit the number of
archive files per index generation procedure. You only need to set a limitation if
your sort capacities in the SAP system are not sufficient. If the index generation is
executed in the batch, the index generation program is automatically started again
after having completed the indexation and the next archive files are indexed.

 Delete from main index:

Using this option, a list of the SAP archives that are currently indexed by the PBS
archive add on CPCP is displayed when you press the button “SAP archive”. In this
list, the archives whose indices are to be deleted from the PBS archive add on
CPCP can be selected.

 Merge with last CPCP run

Using this option, the new CPCP run will be merged with the last CPCP run. The
last run will be defined via table ADMI_RUN.

 Merge with selected CPCP run

If this option is selected, the new CPCP run will be merged with the selected CPCP
run. You can select the CPCP run in a popup.

 Do not merge

The new CPCP run is created without merging.

PBS archive add on CPCP - Administration - 17

 Activate index

This parameter then activates the index run after the indexing process. If you want
to carry out various indexing processes one after another, this parameter should be
set only during the last process. If this parameter was not set, you can separately
activate the index run via transaction /PBS/CPCPA at any time.

 Delete previous run

If you set this parameter, the data from the previous run will be deleted after the
current indexing run has been successfully completed. It often makes sense in the
introductory period that this parameter is not set and that the previous run is kept.
Older runs can be deleted separately via transaction /PBS/CPCPD at a later date.
PBS archive add on CPCP - Administration - 18

3.4 Initial Indexing Process (Initial

Setup)
If all necessary information has been entered in the selection screen of the index
generation program, the selection screen can be saved as a selection variant for
the initial setup of the PBS archive add on CPCP and the program can be started
as a background process.

Important:
The PBS archive add on CPCP must be set up per client.

During runtime the program generates the PBS archive add on CPCP from the ar-
chive data. Secondary indices are thus created from the product costing data from
the SAP archive. The first run is not merged.

Important:
We recommend a data backup of the created files after each setup of the PBS ar-
chive add on CPCP. However, this is not of fundamental importance, due to the re-
start function of the index generation program.

Job log:

After each run of the index generation program a statistic is displayed, similar to
the following example. This statistic is also saved in the PBS archive add on CPCP
and can be displayed later using the transaction /PBS/CPCPS.
PBS archive add on CPCP - Administration - 19

SAP archive files read (acquisition).......: 1

- 012328-001CO_COPC
Records read (acquisition).....................: 113
PBS archive files read (stock)................: 0
Records read (stock)..............................: 0

Tables read processed

--------------------------------------------------------------------------------
CKHS 8 0
CKIS 190 0
CKIT 274 0
KEKO 8 8
KEPH 30 0
--------------------------------------------------------------------------------
Total 510 8

Index written from acquisition

--------------------------------------------------------------------------------
ID1 5
ID2 1
ID3 5
ID4 5
--------------------------------------------------------------------------------
Total 16

Index geschrieben gesamt

--------------------------------------------------------------------------------
ID1 5
ID2 1
ID3 5
ID4 5
--------------------------------------------------------------------------------
Total 16

Index written total

--------------------------------------------------------------------------------
ID1 1
ID2 1
ID3 1
ID4 1
--------------------------------------------------------------------------------
Total 4

Index run of PBS archive add on CPCP finished successfully!

Diagram 7: Document statistic of the index generation program

PBS archive add on CPCP - Administration - 20

3.5 Activate Index

After the PBS archive add on CPCP has been constructed using the index genera-
tion program, the administration table has to be updated in the SAP system. The
generated index runs are then activated.

For this, use the parameter 'Activate index' in the index generation program. This
results in activating the index after the actual indexing process.

You can, however, activate the indices separately via the Administration Board us-
ing the function 'Activate index'.

Diagram 8: Index activation

PBS archive add on CPCP - Administration - 21

3.6 Further Indexing Processes

(Merge Runs)
After the initial indexing process, a PBS index from the last run already exists. If the
next SAP archive with product costing data is to be indexed, the same process as
described before applies (initial setup).

You can select the CPCP run to merge the new run in the selection screen. The
advantage of the option 'Merge with last CPCP run' is that it is not necessary to ac-
tivate the archive between two indexing runs.

The index generation program should be started again as a batch process. A new
CPCP run is set up from the selected CPCP run and the selected CO_COPC ar-
chives (receipt). The new CPCP run contains the indices from the stock and the
newly generated indices. After a successful merge run the old CPCP run (stock)
can be deleted. For this purpose, use the option "Delete previous run" in the selec-
tion screen of the index generation program or the transaction /PBS/CPCPD.

After a merge run the selection statistic could be as follows:

SAP archive files read (acquisition).......: 2

- 012388-001CO_COPC
- 012391-001CO_ COPC
Records read (acquisition).....................: 112
PBS archive files read (stock)................: 1
- 012406-001/PBS/CPCP
Records read (stock)..............................: 222

Tables read processed

--------------------------------------------------------------------------------
CKHS 4 0
CKIS 95 0
CKIT 137 0
KEKO 4 4
KEPH 15 0
--------------------------------------------------------------------------------
Total 255 4

Index written from acquisition

--------------------------------------------------------------------------------
ID1 3
ID2 1
ID3 3
ID4 3
--------------------------------------------------------------------------------
Total 10

Index read from stock

--------------------------------------------------------------------------------
ID1 5
ID2 1
ID3 5
ID4 5
--------------------------------------------------------------------------------
Total 16
PBS archive add on CPCP - Administration - 22

Index written from stock

--------------------------------------------------------------------------------
ID1 5
ID2 1
ID3 5
ID4 5
--------------------------------------------------------------------------------
Total 16

Index written total

--------------------------------------------------------------------------------
ID1 8
ID2 2
ID3 8
ID4 8
--------------------------------------------------------------------------------
Total 26

Index table written total

--------------------------------------------------------------------------------
ID1 1
ID2 1
ID3 1
ID4 1
--------------------------------------------------------------------------------
Total 4

Index run of PBS archive add on CPCP finished successfully!

Diagram 9: Document statistic of the index generation program

PBS archive add on CPCP - Administration - 23

Note:

If the index generation terminates with the ABAP/4 runtime error message

SYSTEM_NO_MORE_PAGING or EXTRACT_NO_MORE_PAGING

this is due to the insufficient size of the SAP paging file.

What should be done?

1. Using transaction SM04, Goto -> Memory, an overview of the usage of the
roll and paging memory by the active users and their transactions is dis-
played. Try to use this to clarify whether it is perhaps not the current pro-
gram, but one of the others that requires so much memory. Transaction
ST02 also shows the memory utilization.

2. Use transaction RZ11 in the current instance profile to check both the pa-
rameters ‘rdisp/ROLL_MAXFS’ and ‘rdisp/PG_MAXFS’. The values that
can be found there specify the current block sizes for the roll or page area
respectively (1=block = 8 kilobytes, 1 kilobyte = 1024 bytes).

3. On the system page, compare the size of the joint partition for the roll and
paging area with the values from transaction RZ11. If the converted values
do not reach the size of the partition, the parameters
‘rdisp/ROLL_MAXFS’ and ‘rdisp/PG_MAXFS’ must be adapted to the
value of the partition that is provided.

4. Restart your system.

If the parameter was changed, the run should be repeated after the data backup of
the PBS archive add on CPCP has been reloaded again.
We also refer you to SAP note number 14779, which provides further information
on the error described above.
PBS archive add on CPCP - Administration - 24

3.7 Creation of long-term indices

The increasing number of indices in the PBS archive add on CPCP causes longer
runtimes for the index generation program. If the runtime is no longer acceptable
for you (e.g. more than 15 h), you have the possibility to transform the current ac-
tive main index into a so-called long-term index. For this, use the function 'Move
main index -> Long-term index' in the Administration Board.

Diagram 10: Move main index -> long-term index

During the next indexing run you can start to construct a new main index without
merging. When creating the new main index a CPCP run is created without merg-
ing as it was the case in the first indexing run.

All CPCP indices can be used as long-term index. During the creation of a long-
term index it is not checked whether the indices are disjunctive.

The current main index and all active long-term indices are always taken into ac-
count during reading the archive. As the PBS indices are stored in the ADK format,
you are able to transfer older long-term indices, that are no longer accessed very
much, into an optical archive.
PBS archive add on CPCP - Administration - 25

3.8 Archive Tool

To display the indices in the PBS archive add on CPCP the archive tool can be
used. Start the transaction via the function 'Scan index objects' in the Administra-
tion Board.

Diagram 11: Selection Screen of the Archive Tool

With the help of this program the indices can be displayed directly from the PBS
archive add on CPCP. Insert the required index in the field 'Index' of the selection
screen. The field has an F4 selection help. Therefore, you can select an index
without a problem.

After starting the transaction using the F8 key, a basic list of index objects is dis-
played. The indices for the object can be displayed via the function button 'Select'
or by double-clicking on an object.

If you select 'LOG' in the field 'Index', the runs of index generation programs al-
ready carried out are listed. From this list you can select by double-click the run for
which the document statistic is to be displayed.

The content of the run table is displayed when 'RUN' is selected in the field 'Index'.
PBS archive add on CPCP - Administration - 26

Diagram 12: Contents of an object: Archive indices

PBS archive add on CPCP - Administration - 27

3.9 Disk Space Requirement

The PBS archive add on CPCP is constructed in database-independent file sys-
tems (see Chapter 3). The system administrator’s task is to reserve free storage
capacity in order to construct the archive.

The available disk space capacity depends on the number of product costing data,
which should be stored in the SAP archive. For each cost estimate, different sec-
ondary indices are created in the PBS archive. The disk space requirement for cost
estimates can be calculated after the first index run.

3.10 Summary of the Index Setup

Reorganization of the database with the SAP transaction SARA for the archiving
object CO_COPC.

Indexing of the SAP archive files using the index generation program.

Activate the created archive indices.

Use the archive tool to test the created indices.

PBS archive add on CPCP - Administration - 28

3.11 Definition of the Path to the PBS

archive add on CPCP
Archiving objects

The PBS archive add on CPCP contains an index generation program that is as-
signed to an archiving object. Logical file paths are assigned to each archiving ob-
ject via the SAP Customizing. These logical file paths represent a physical file path.

The PBS archive add on CPCP contains the following archiving object:

/PBS/CPCP PBS archive add on CPCP

Maintenance via transaction SARA

The Customizing settings of the PBS archiving objects can be modified via the
transaction SARA.

 SARA

 Customizing

 Technical Settings
PBS archive add on CPCP - Administration - 29

4 Transactions of the PBS

archive add on CPCP
The following table provides an overview of the transactions supplied in the PBS
archive add on CPCP. The display transactions are explained in detail in manual
part C (Application Programs/Transactions).

PBS SAP Transaction description

/PBS/PBS - Main menu of the PBS archive add ons
/PBS/CPCP - Menu of the PBS archive add on CPCP
/PBS/CPCP_ABO - Administration Board
/PBS/CK40N CK40N Edit Costing Run
/PBS/CK13N CK13N Display Material Cost Estimate
/PBS/CK33 CK33 Comparison of Itemizations
/PBS/CK79_99 CK79_99 Material: Itemization Comparison
/PBS/S_ALR_87013047 S_ALR_87013047 Cost Components
/PBS/S_ALR_87099931 S_ALR_87099931 Analyze Costing Run
/PBS/S_ALR_87099932 S_ALR_87099932 Variances Between Costing Runs

Table 1: Transactions of the PBS archive add on CPCP