sap_ business transaction control through

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Business TransactionControl Through StatusManagement

y Kaushik Choudhury, SAPunctional Consultantebruary 21, 2014

CMLearn how to use status managementunctionality to support businessrocess requirements that are notupported by SAP ERP Central

Component (SAP ECC). Thispproach can save time and moneyuring the implementation, support,nd upgrade phases of a project.

Learning Objectives

By reading this article, you will learn

ow to: Address business requirements

hrough s tatus management

Set up configurations to contro lusiness transactions through status

management

Key Concept

Status management controls thebusiness transactions that can beperformed (with or without warning)or prohib ited for an object (such asproduction order, inspection lo t, or

quality notifi cation) with a particular status (or combination of statuses).The status of an object can be set



by the system, based on somebusiness transaction triggered by auser or set manually by a user.

During the requirement-gathering

hase of a project, businesses sharenumber of processes that at firstlance appear unsupported bytandard SAP ERP Central

Component (SAP ECC). Manyunctional experts start exploringser exits, Business Add-Ins (BAdIs),

r customization to support theserocesses without any further attempto meet these requirements usingtandard SAP functionality.

Customizations and implementationf user exits not only involve timend budget during the implementation

hase of a project but also are costlyo maintain during the support andpgrade phases of a p roject.

discuss business processequirements that are not supportedy SAP ECC, but that can beupported through status

management. This approach avoidshe development of custom objects,esulting in faster realization andower maintenance/support andpgrade costs.

Object Status

he status of an object indicates the business processes thate completed and controls which activities are allowed (with

r without warning) and which are prohibited.



Figure 1

The production order screen showing thestatus of order 100004393

n SAP system includes two status types: system status andser status. System status is set by the system when aarticular business transaction is completed. Changing theystem status configurations is not recommended as per SAPest practice. Any change in system status affects all thebject types where the status is being used. For instance, if ou change the behavior of system status CRTD for ausiness requirement related to a production order, it alsofects the maintenance order and other objects in which thisatus is used by the SAP system. User status can beonfigured to be set for an object manually or configured to beet upon completion of a particular business transaction.

o navigate to the display production order screen, executeansaction code CO03 or follow menu path Logistics >roduction > Shop Floor Control > Order > Display ( Figure 1 ).his screen shows the status of order 100004393. The statusodes reveal several details about the order, including RELeleased), MPST (material shortage), DLV (delivered), PRCre-costed), BASC (batch assignment complete), BCRQ (the

rder is to be handled in batches), GMPS (goods movementosted), and MANC (material availability not checked). Thesterisk after MANC indicates there are more statuses thanan be displayed in the status field. Click the status detail icono check these.

n the Business processes tab of the next screen you canew the business processes that are permitted for a second

bject ( Figure 2 ).



Figure 2

Business process allowed overview

Business Processnow present a couple of business process requirements and

xplain how they can be supported with status managementnd without any customization or code. Consider a scenario inhich a company needs to implement the following businessrocesses:

nce a production order is released (status: REL), it cannote changed or marked for deletion.

nce an order is marked as technically complete (status:ECO), no additional goods receipt (GR) is allowed againste order, but goods issue (GI) is allowed to match the

hysical component stock left on the production line with GI

one during production.

standard SAP system allows changes in an order even after is released and also allows GI and GR against an order withstatus of TECO. However, instead of writing custom codeside user exit PPCO0002 (the exit for setting a delete mark

r deletion indicator), PPCO0008 (enhancement in the addingnd changing of components), PPCO0009 (enhancement inoods movements for orders), or BAdI

WORKORDER_CONFIRM and WORKORDER_UPDATE, youan implement the necessary controls and restrictions in statusanagement by following the steps I now describe.

se transaction code BS02 or follow menu path SPRO >roduction > Shop Floor Control > Master data > Order>efine Status profile. In the screen that appears ( Figure 3 )ick the new entries icon to create a new status profile.



Figure 3

Make a new entry in th e Status ProfileOverview

Figure 4

New Status Profile c ode, description, andmaintenance language

Figure 5

Status pr ofile overview

n the next screen enter ZPP (the status profile key) in thetatus Profile field or any key starting with Z or Y. (SAPcommends names or code starting with Z and Y for any

ustom objects.) Enter a description in the Text field and clicke Continue button ( Figure 4 ).

n the next screen enter the status profile ZPP and click theetails icon ( Figure 5 ).

n the next screen click the Object Types button ( Figure 6 ).



Figure 6

Assign an ob jec t type to a st atus prof ile

Figure 7

Object types assigned to the status profile

Figure 8

Navigation to status profile detail

n the next screen ( Figure 7 ) select PP/PM: operation andP/PM: order header. This indicates that you can use thisatus profile for the production planning (PP) and plantaintenance (PM) order at header and operation level. Clicke Save button.

n the next screen ( Figure 8 ) select the status profile ZPP andick the Details button.

he next screen shows the initial status details ( Figure 9 ).Maintain the user status ZCRT (or whatever name you want

at starts with Z or Y) and the other information shown in thiscreen. Click the box in the Init. st … (initial status) column to

ark this status as initial, meaning it is activated by defaulthen the production order is created.



Figure 9

The initial status details

Figure 10

Subsequent status ZREL details

Figure 11

Navigation to transaction control

nter one more status as ZREL. This status is activated whene production order is released ( Figure 10 ). This status

rohibits any changes and does not allow you to set theeletion flag after an order is released.

osition the cursor on the status ZREL and then from theenu bar select Goto > Transaction Control ( Figure 11 ).

n the next screen (not shown), click the new entries icon. Ine next screen that appears maintain the selections as shown

Figure 12 . This action sets the user status ZREL as activehen the order is released and, as long as status ZREL isctive, changes to the order and marking the order for eletion are not permitted.



Figure 12

The transaction control detail screen for status ZREL

Figure 13

Transaction control detail screen for statusZTEC

n the same way that the user status and transaction controle maintained for status ZREL ( Figures 10 through 12 ),aintain one more user status and corresponding transaction

ontrol for status ZTEC. Again, select Goto from the menu bar nd then Transaction Control. Enter ZPP in the Status Profileeld and ZTEC in the Status field. Leave the radio buttonselected as shown in Figure 13 .

With this configuration, user status ZTEC is set when an order marked as technically complete (TECO). Once this status is

et, the goods issue is prohibited. Next, assign the statusrofile to an appropriate order type. Execute transaction code

PJH or follow menu path SPRO > Production > Shop Floor ontrol > Master data > Order> Define Order Types ( Figure4 ). Enter 10 (the order category code for PP productionrder) in the Order category field. In this example you enter 10ecause the current business is related to a production order.nter PP01 in the Order Type field. In the status managementection enter ZPP in the Status Profile Header field and ZPP

the Oprtn (operations) status profile.



Figure 14

Assign the c us tom status prof ile to an order type

Figure 15

15 Production order status with User Statusactive

his completes the configuration required to support theusiness process. To check whether all the stated businessquirements are met, create a production order and test it.

xecute transaction code CO01to create a production order. Ine screen that appears enter the information as shown inigure 15 and click the save icon (not shown). In transactionodes CO02 (to change details of a production order) andO03 (to display a production orer), you can see that the user atus ZCRT is active ( Figure 15 ) as soon as an order iseated. (Transaction codes CO02 and CO03 open the same

creen as the one shown in Figure 15 ).

NoteThe SAP system shows a user status that is active asshown in Figure 15 . The inactive statuses are not shown.

s soon as you release the order (use transaction code CO03 set the system status as REL), the user status is

utomatically changed to ZREL ( Figure 16 ) as per theonfiguration. You can display the detail system and user atus by clicking the detail status icon in the production order atus header screen. Note that the button selected besideREL indicates that this user status is active.



Figure 16

Production order system and user statusoverview

Figure 17

Change production order (not allowed for released o rders)

Figure 18

Order deletion flag log

fter you save the order, the system does not allow anyhanges to the order details through change order transactionode CO02 ( Figure 17 ). This satisfies the business processquirement of not allowing any changes to released orders.

urther, if you try to set the deletion flag to the order, theystem doesn’t allow it because the user status ZREL is activeFigure 18 ). This satisfies the business process requirementf not allowing the deletion flag for orders with an active

leased status.

s production progresses, few GRs are done against therder. You can view the GR done against the order by

xecuting transaction code CO03. In the screen that appearsnter your order number in the Order field ( Figure 19 ). Clicke status detail icon.



Figure 19

Production order header

Figure 20

Order system and u ser status overview

When the order is set to TECO, the user status automatically

rogresses to ZTEC ( Figure 20 ), as per the configurationFigure 13 ).

ow if you try to perform a goods receipt against an order ransaction code MB31 – goods receipt for order) with TECO

atus, the system does not allow it because the goodsceipt is restricted when the user status ZTEC is active. Theystem sends an error message ( Figure 21 ). This satisfies theusiness process requirement of not allowing the goodsceipt against a technically complete order.



Figure 21

Goods receipt for order (not allowed for anorder w ith TECO status)

Figure 22

Goods issue against a production order

owever, you can still perform a goods issue against an order ith TECO status, as per the business requirement. To

omplete this step, execute transaction code MIGO or followenu path Logistics > Inventory Management > Goods

Movement > MIGO). Execute movement type 261 (Goodssue for Order) and key in the quantity of the component toe issued against the order (in this case 10 EA is enteredgainst the production order 100004370) as shown in Figure2 .

NoteIf the business transaction restrictions related to order statuses vary among different plants for an order type, thenyou must define different order types for each plant becausethe status profile is assigned at the order type level. If thesystem statuses are revoked, then the relevant user statuses must be activated or deactivated manually.



Figure 23

Assign an ob jec t type to a st atus prof ile

Figure 24

User Status details

Usage Decisions

onsider a business process that requires that the qualityepartment be restricted from performing any stock postingnked to an inspection lot unless a usage decision (UD) haseen taken for the lot. In a standard SAP system, stockosting is allowed even if a UD is not taken for the lot throughansaction QA11. However, you can ensure a UD precedesock posting through status management configurations in thellowing manner.

o complete this step execute transaction code BS02. In thecreen that appears ( Figure 23 ) enter ZQQ in the Statusrofile field and select the object types shown in this screen.ress Enter. The navigation and process to maintain a newatus profile and object type selection is explained earlier ine “Business Process” section ( Figures 3 through 6 ).

Maintain two user statuses: ZCRT, which is an initial status,nd a status ZPNA, which is inventory posting not allowed

Figure 24 ). I explain how you access this screen in theBusiness Process” section ( Figure 8 and 9 ).



Figure 25

The transaction control detail screen for status ZPNA

Figure 26

Maintain inspection type configurationoverview

elect the status ZPNA and click Goto > Transaction controlFigure 11 ). Click the new entries icon (not shown) andaintain the selections as shown in Figure 25 . These settingsdicate that user status ZPNA will be set (made active) whene inspection lot is released (status REL) and inventory

osting is prohibited before a UD is taken for the inspectiont.

o assign the status profile ZQQ to the appropriate inspectionpe use transaction code SPRO and follow menu path >uality Management > Quality Inspection > Inspection Lotreation > Maintain Inspection types. Click the execute iconeside Maintain Inspection types (this screen is not shown inis article).

n the next screen ( Figure 26 ) select the appropriatespection type and click the details icon (the magnifyingass). In my example inspection type 04 is selected.

n the next screen ( Figure 27 ) assign the status profile ZQQthe inspection type.



Figure 27

Inspection type configuration

Figure 28

Inspection lot – system and user statusoverview

his completes the configuration required to support theusiness process requirement of not allowing stock postingsnked to an inspection lot unless a UD has been taken for thet. To check that the configuration works, attempt a stock

osting to an inspection lot with no UD.

reate a new production order (transaction code CO01) andlease it. As soon as the order is released, the inspection lotcreated and released (as the Control insLot field isaintained as early lot creation for the order item in theaterial master). As soon as the inspection lot is released, the

ser status is set to ZPNA ( Figure 28 ), as per theonfiguration. You can view the status detail of an inspectiont using transaction code QA03 and clicking the status detailon.

erform the result recording (i.e., record the characteristicsgainst the inspection lot after quality inspection). To completeis step execute transaction code QE51N or follow the menu

ath SAP Menu > Logistics > Quality Management > Quality

nspection > Inspection Result > Result Recording (QE51N). Ine screen that appears ( Figure 29 ) enter the inspection lot

or the result that is to be recorded. Click the execute buttonr press F8.



Figure 29

The selection screen for inspection lot resultrecording

Figure 30

Inspection lot results recording

n the next screen ( Figure 30 ) record the results mentionumber of inspected sample units in the fields inspected for e characteristics. In my example I have entered 10 samplesspected for the characteristics Test Quality. Key in thesults in the Result column and click the valuate icon. To

ave the result recording press the save icon (not shown) or trl+S.

you try to perform any stock posting through a record UDransaction code QA11) before a UD is taken for the lot, theystem does not allow it ( Figure 31 ). This satisfies theusiness process requirement.



Figure 31

Inspection lot stock posting with no usagedecision

Figure 32

Inspection lot system and user status

fter a UD is taken for the lot (transaction code QA11), theystem allows stock posting. You can view the status detail of

n inspection lot using transaction code QA03 and clicking theatus detail icon ( Figure 32 ).



overview after UD and stock posting

sap_ business transaction control through

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