Release strategy for sales document using status profile

Applies to: Module SD This Article applies to SAP User Status Profile for Sales Documents process. Overview: In SAP we have release strategy for Purchasing Document, in the same way we can keep release strategy by using status profile to Sales Documents. Define and Assign Status Profile: Now we will see how to define and assign our own status profile to sales documents, customization at Sales and Distribution> Sales >Sales documents > Define and Assign Status Profile > Define Status Profile (Transaction code: BS02) Press Create icon give your own define status profile name ex: ZSALEDOC with description and Language

After clicking of continue system will show your status profile in list and select profile and click on details icon and maintain as follows

Individual status Objects: CRTD:-This is initial status and REAL:- next release status. Give Lowest Highest status numbers, Position, Priority and authorization code. Lowest Status No: Sale Document can have several statuses at the same time. However, only one of the statuses may have a status number. If another status with a status number is activated; the old status with status number is deactivated. This is only valid under certain conditions. The system makes a note of the status with the highest status number that has been reached up to the present. The "lowest number" of this status number determines which status number a new status must have. Highest Status No: Sales Document can have several statuses at the same time. However, only one of the statuses may have a status number. If another status with a status number is activated, the old status with a status number is deactivated, provided the new status number does not exceed the 'highest number' defined for the old status number. Position: The position specifies at which place in the status line a status should be displayed. Priority: If several active statuses should be displayed at the same position, only the status with the highest "priority" is displayed. If not all positions of the status line are used, the used positions are moved to the left. Authorization Code: The authorization key is the basis for status-dependent authorization verification. Use authorization object B_USERSTAT to give authorizations for those authorization keys. If you add this object to a particular user role you can able to restrict by assigning value interval (authorization code or key) . Now click on Object Key system will show all Allowed Objects here select Sales order Header & come back to user status screen keep cursor on Individual status objects click on Details icon system will show you Transaction Control screen .

Now go for new entries from Transaction control screen

To do not create Delivery and Billing keep influence radio button in forbidden. It means whenever the document is having in CRTD mode system will not accept you to do Delivery and Billing. Select the radio button as per your business requirement. For REAL no need keep any Influence (if user sales order user status changed to REAL system will allow creating delivery and billing).

Now Save the Settings Go to Assign order types / status profiles

Assign Status profile to sales document types in transaction flow > Status profile field & Save it. Sales order process with user status profile:

Whenever you create a sale document using by using the status profile assigned document type initially system will keep under CRTD user status mode & if you change to CRTD then only system will allow you create delivery or billing.

This you can able to see in Sale Document > Header > Status and click push button Object Status

Conclusion: Sales order user status profile can be used for item level and header lever also and you can restrict various steps like creating Picking Packing PGI etc., as per your business requirement.

Status Profile in SAP SD

Status Profile Concept

Different user defined statuses can be assigned to a sales order at the header or at the line item level. These statuses are assigned using a status profile. This concept is present in SAP CRM as well. What is more important to understand is the different business scenarios that demand statuses for the sales document.

For example, in typical office situations, quotations beyond a certain sum need to be approved by the sales manager. Lets take a simple IDES example of a ZQT status profile. This status profile has 3 statuses Quotation Approved, Quotation Declined, Quotation Not Approved. If the quotation is not approved, we should configure the system in such a way that an order cannot be created from the quotation. Which means, each status can influence the way the sales orders subsequent steps are performed. We will also look at a more complicated example that has 6 statuses and the sequence in which the user changes the statuses is also controlled via configuration.

Configuration

The configuration menu path for Status Profile is as shown in the picture below [ SPRO -> IMG -> Sales & Distribution -> Sales -> Sales Documents -> Define and Assign Status Profile ]

As already mentioned, status profile can be created for both header and line item level. The procedure is very similar for both of them. So the steps required for creating a status profile at the header level are

Define Status Profile [BS02] Assign Order Types to Status Profile [VOV8]

Lets go through the process of creating the status profile first. Based on the example that we have discussed, select the status profile ZQT which contains the statuses that we have discussed above for the quotation scenario. As you can see from the picture below, there are 3 statuses assigned to status profile ZQT. They are

NAPP Not Approved APP Approved REJE Rejected

Each of these statuses have a long description and a short description. Just in case you need to maintain a long description, you can select the button highlighted below to create a long description for the status. Also there is a check box called Init. St. . Each document which has a status profile assigned to it, starts with an initial status. The one check marked here will be the initial status. Meaning, if you create a quotation of type QT ( that is assigned to a status profile ZQT ), the user status initially during the creation will be NAPP .

The next thing would be to identify all the allowed business transactions possible for a particular status. You can double click on the status or select the magnifying glass to view the allowed business transactions.

As you can see from the picture above, if the quotation is in status NAPP, then the transactions Create Billing Document , Create Delivery, Create Goods Issue etc are not possible. The

only transaction that is possible is Complete which means you can just save the quotation. It makes sense right..? What is the point in doing anything with a quotation that is not approved. This time lets take a more complicated example ( Based on the first picture shown in the concept section ). The business scenario is the installation of a complex equipment ( Say an MRI Scanner ) that the customer has brought from us. After placing the order, there are 6 steps that are involved before invoicing the customer.

The customer has Placed the oder, but the installation procedure was not Instantiated yet. The customer needs to register with us over the web with the order number and that start the installation process. Our Service Representative will visit the Customer location and validate if the site is suitable for the installation of the product. After the site is found suitable physically, the technician will visit the site and make sure that there is proper ventilation, power and cooling available. Only after this final validation will the product be shipped to the customer location.

In order to accomplish this, lets create a new status profile ZORD_INS and assign this to the order type OR.

Maintain different statuses ( as discussed above ) for the status profile ZORD_INS. Each of these statuses will have a number ( to the far left below ). And as discussed above, the first status ZNOT will be the initial status. The highest and lowest numbers are a little bit complicated and will be easy to understand in the demo. Nevertheless, the reason why the exist is that not all statuses can be attained before certain statuses are passed. Meaning, you cannot go to status ZINS ( Installation Confirmation ) directly from ZNOT ( Not Initiated ) without going through the other statuses like Initial registration, Site Verification etc. So when the lowest and highest numbers are 10 and 20 against status ZNOT, that means that from status ZNOT, the user cannot place the order in another status beyond 20 Meaning the only way for changing the status of an order in ZNOT status is to first go through status ZREG. This is just a complicated way of saying the statuses need to go lock and step in a particular sequence. This depends on the business scenario and is not always the case.

The next step would be to define all the object types that are effected because of the status. For a standard sales order you can just select Sales Order Header and be done with it. For more complicated scenarios like service orders, equipment masters etc, you would have to select the appropriate object type.

Each of these transaction types are associated with a number of business transactions. You would have to select the new button to import all the business transactions associated with the object type.

After importing the business transactions, you can view them here. Now, you would have to choose and set the influence that the status has on each of the transactions.

Since the order is in its initial stage, we should configure the status to only allow completion ( save ) and forbid any other transactions on the order ( Like billing the order, delivering the order, PGIng the order etc ). Because, until the site is ready, the service engineer has checked the site, there is no point in delivering the transaction or billing the transaction.

Similar to the ZNOT example, go ahead and configure the rest of the statuses and set the influence on the transactions. The next job is to assign the status profile ZORD_INS to the order type OR. That is being shown in the following 2 pictures. That will finish the basic configuration. Lets follow through with a demo and see the effect of our configuration.

Status Profile Demo

Lets start by creating a sales order and see the effect of the status profile on the different transactions that we perform. Goto Header -> Status to see the effect of the Status Status to view Status Profile src=http://images.magnatraining.com/sap-tutorials/sapsd/status-profile/goto-header-status.gif /> In the status tab, you will see the current status ZNOT ( because this is the initial status after creating the sales order ). If you want to explore the statuses further, click on the Object Status button.

User Statuses are shown here. If there are more than 5 statuses here, you can click on the button highlighted in red below to scroll down and view more.

If you change the status now to 50, you will get an error message as shown below. This is because we have defined the highest step of ZNOT to be 20. That means the only upper status that the status NO. 10 ZNOT can go to is 20. If the user tries to set the status of the sales document to something higher, the system will give an error message.

Similarly, if you try to deliver this order while the status of the sales order is ZNOT, the delivery transaction VL01N will throw up an error message as shown below. This is a way to control the different business transactions that an order can subsequently perform under a given status.

Excercises 1. Create a Status Profile ZDELIVE 2. Assign 5 Sales order release strategy BS02

1500000002 47610- SWEC

Invoice Performance 2500000460