SAP Knowledge Base Article - Public

3267284 - You Cannot Reject Items in Sales Order

Symptom

You are trying to reject items in a sales order but the error "Document change not allowed as retention is over; please contact your data privacy officer" occurs.

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Open Sales Order ABC (where ABC represents for sales order ID )
  2. Navigate to Items tab
  3. Select Item 10
  4. Maintain the field "Reason for Rejection"
  5. Error "Document change not allowed as retention is over; please contact your data privacy officer" occurs

Cause

You have maintained the Retention Period for business document in Business Configuration.

  1. Open Sales Order ABC , you can see Posting Date: 29.06.2022
  2. Open "Business Document Deletion – Retention Periods for Business Documents" activity in Business Configuration Work Center
  3. Select Group Description Early Lifecycle Data

You can see for the Company in sales order, Residence Period is 2 Month, Retention Period is 3 Month

The Posting date of Sales Order ABC is older than the Retention Period set in Business Configuration.

Resolution

You can change the Retention Period in Business Configuration or create a Deletion Run to delete all the irrelevant retention period over documents.

To change the Retention Period:

  1. Go to Business Configuration work center.
  2. Select Overview view.
  3. Search for activity Business Document Deletion – Retention Periods for Business Documents.
  4. Open the activity.
  5. Select Group Description Early Lifecycle Data
  6. Change the Retention Period to include the date of Lead 956
  7. Click Save and Close.

To create the Deletion Run:

  1. Go to Information Lifecycle Management work center.
  2. Select Deletion Runs view.
  3. Select New.
  4. Fulfill all the relevant information.
  5. Click Save.
  6. Click Set to Active.
  7. Schedule the created run.

Note, it may take some time (hours), because after a change in Business Configuration the whole system has be analysed, no delta possible (like for the very first)

You need to run a  "Lifecycle Analysis Run" for the system after making the change to the document date.

If you haven't done this, please do. Information can be found here:

https://help.sap.com/viewer/8653572d2242447ab6e531cdcf404e78/2002/en-US/1bcaf6bfe2e743da8db9a40b981c1fbc.html

See Also

Configuration: Retention Periods for Business Documents:

https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/a1d3d235962f4fd2b235607818259078.html

Keywords

Sales Order; Retention; Document change , KBA , AP-SLO-SO , Sales Order , Problem

Product

SAP Business ByDesign all versions