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Problem on archieving Material Master

Hi Experts,

I would like to ask something related to archieving Materials as below -

After running "Test Mode" for a Material in Object - "MM_MATNR" of transaction - "SARA", found the error in the Log as below -


MARC: 89xx use in sales and distribution

Message no. W4012


The material is used in sales and distribution.

Possible distribution types are:

  • Sales order
  • Request for quotation
  • Quotation
  • Outline agreement (scheduling agreement, contract)


Delete open sales and distribution documents or archive already completed documents.


I found that the related Quotations were already "Completed" & converted to Sales Order Items which were also deleted with the "Reject Reason" selected. In changing Quotations (VA22), the "Reject Reason" could not be selected to delete the Quotation items. 

Q1) To archieve the Material Master, is it mandatory to archieve the Quotations first even if these items were already "Completed" in staus ? Is it also required to archieve the Sales Order items as well which were deleted ?

Q2) If Q1 is required, could you explain the processes of archieving Sales Documents in details ? The following link can have some info. but not in details -

Q3) For archieving the related documents such as Sales documents / Purchasing documents / Production orders etc, is the archieving at Header level or Item level ? In a document, there should be some items which Materials are not required to archieve. If it is at Header level, does it mean that the whole document with those unrelated document items will also be archieved and deleted permanently in system ?

Many Thanks,

KH Fong


If I read all these messages, then you are miles away (years away) from beeing able to archive this material.

SAP is checking stocks in current period, previous period and previous year. Use SE16 to check this in table MARD, MBEW and many other stock tables.

In short this just means, if you have had stock for this material in 2014, then you are able to archive it in 2016, because the 2014 stock is the previous year stock when we are in 2015, and all fields will show 0 when we are in 2016.

the long text to error W4007 is much too optimistic and gives a wrong impression.

Reservations are stored in table RESB. Entries from table RESB are archived with other objects like PM_ORDER, PP_ORDER etc.  (check it yourself in transaction DB15)

This again just tells me that you have not archived any dependent data.

talking about the other messages is just academic because they may not even arise if you have done the expected archiving of the other objects.  eg. W4031 could vanish if you archived your costing data with CO_COPC.

and W4134 may just be there because of above messages.

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