How To Fix QS098 - You cannot set "Data record is archived" manually

SAP Error Message - Details

• Message type: E = Error

• Message class: QS - QM: Master data

• Message number: 098

• Message text: You cannot set "Data record is archived" manually

What causes this issue?

The selected status can only be assigned by the system automatically
when the data record is written to the archive.

System Response

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

How to fix this error?

Select another status.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message QS098 - You cannot set "Data record is archived" manually ?

  The SAP error message QS098, which states "You cannot set 'Data record is archived' manually," typically occurs in the context of Quality Management (QM) within SAP. This error indicates that the system is preventing the manual setting of a status that indicates a data record has been archived. Here’s a breakdown of the cause, potential solutions, and related information:
  Cause:
  
  Archiving Status: The error arises when a user attempts to manually set a record's status to "archived" when the system has already determined that the record should be archived based on its internal logic or configuration.
  Data Integrity: SAP enforces certain rules to maintain data integrity and prevent users from manually altering statuses that should be automatically managed by the system.
  Configuration Settings: The configuration settings in the Quality Management module may restrict manual changes to certain statuses, including archiving.
  
  Solution:
  
  Check the Record Status: Verify the current status of the data record you are trying to modify. If it is already archived or in a state that does not allow changes, you will need to follow the appropriate procedures to handle archived records.
  Use the Correct Process: Instead of trying to set the status manually, follow the standard SAP processes for archiving records. This may involve using specific transaction codes or reports designed for archiving.
  Review Configuration: If you believe that the system should allow manual changes to the status, review the configuration settings in the Quality Management module. You may need to consult with your SAP administrator or a functional consultant to adjust these settings if necessary.
  Consult Documentation: Refer to SAP documentation or help resources for guidance on managing archived records and the implications of changing statuses.
  SAP Notes: Check for any relevant SAP Notes that may address this issue. Sometimes, specific bugs or enhancements are documented that can provide additional context or solutions.
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes in SAP QM, such as QA32 (Change Inspection Lot) or QA11 (Record Results), which may help you manage inspection lots and their statuses.
  Archiving Process: Understand the archiving process in SAP, including how data is archived and the implications for reporting and data retrieval.
  User Roles and Authorizations: Ensure that your user role has the necessary authorizations to perform actions related to quality management and archiving.
  
  If the issue persists after following these steps, it may be beneficial to reach out to your SAP support team or consult with an SAP expert for further assistance.