How To Fix GX209 - Only totals records from previous fiscal years may be archived

SAP Error Message - Details

• Message type: E = Error

• Message class: GX - Archiving/Reorganization

• Message number: 209

• Message text: Only totals records from previous fiscal years may be archived

What causes this issue?

You want to archive data from company code &v1&. The fiscal year you
selected (&v2&) is the current fiscal year.
Select total records from the previous or prior fiscal years, since it
does not make sense, from an accounting point of view, to remove fiscal
year dependent data from the database. This could cause data
inconsistencies.

System Response

You can only start an archiving run with the options <ZH><ZK>Test Mode
(Test Run)</></>.

How to fix this error?

In the case of a <ZH><ZK>productive archiving run</></>, change your
entries.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message GX209 - Only totals records from previous fiscal years may be archived ?

  The SAP error message GX209 indicates that the system is preventing the archiving of certain records because only totals records from previous fiscal years can be archived. This is a safeguard to ensure that current fiscal year data remains intact and accessible for reporting and operational purposes.
  Cause:
  The error occurs when you attempt to archive data from the current fiscal year or when the data does not meet the criteria for archiving. Specifically, the system is designed to allow archiving only for totals records from previous fiscal years, which helps maintain the integrity of ongoing financial processes.
  Solution:
  To resolve this error, you can take the following steps:
  
  
  Check Fiscal Year Status: Ensure that you are attempting to archive records from a fiscal year that is closed. Only totals records from closed fiscal years can be archived.
  
  
  Review Archiving Settings: Verify the archiving settings in your SAP system. Make sure that the configuration allows for the archiving of the appropriate records.
  
  
  Use the Correct Archiving Object: Ensure that you are using the correct archiving object for the data you are trying to archive. Each archiving object has specific rules regarding which records can be archived.
  
  
  Consult Documentation: Refer to the SAP documentation for the specific archiving object you are working with. This documentation will provide details on the requirements and restrictions for archiving.
  
  
  Check for Open Periods: Make sure that there are no open periods in the fiscal year you are trying to archive. If there are open periods, you may need to close them before proceeding with archiving.
  
  
  Contact SAP Support: If you are still unable to resolve the issue, consider reaching out to SAP support for assistance. They can provide guidance based on your specific system configuration and requirements.
  
  
  Related Information:
  
  Archiving in SAP: Archiving is a process in SAP that allows you to remove data from the database to improve performance and manage data growth. It is essential to follow the guidelines and best practices for archiving to avoid data integrity issues.
  Fiscal Year Closing: Ensure that your financial processes are completed for the fiscal year before attempting to archive any records. This includes closing all necessary periods and ensuring that all transactions are posted.
  Transaction Codes: Familiarize yourself with relevant transaction codes such as SARA (Archive Administration) to manage the archiving process effectively.
  
  By following these steps and understanding the underlying principles of SAP archiving, you should be able to address the GX209 error message effectively.