SAP ECC 6.

Order Status Management

Manual Instructions and Specifications
(Ryan Niu, Nov. 2nd 2007)

MSN: nyfresh@hotmail.com

Revision history

Version Date Changed by Reason for change

DD/MM/YY
1.0 2007.11.01 Ryan. Niu First draft
2.0 2007.11.02 Ryan. Niu Add new business scenario

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 Table of contents

Table of contents ...................................................................................................... - 2 -

1. Introduction:........................................................................................................... - 3 -
2. Customizing Steps:................................................................................................. - 3 -
2.1 Define and assign status profile......................................................................... - 3 -
2.2 Set Business Transaction for each User Status. ................................................. - 4 -
2.3 Assign new Status Profile to Object Types........................................................ - 5 -
2.4 Assign new Status Profile to Sales Order Type. ................................................ - 5 -
2.5 Assign new Status Profile to Item category. ...................................................... - 6 -
2.6 Display status in sales order Overview Screen .................................................. - 6 -
3. Business Scenario 1:............................................................................................... - 7 -
3.1 Scenario overview ............................................................................................ - 7 -
3.2 Error message ................................................................................................... - 8 -
3.3 Release sales order............................................................................................ - 8 -
4 Business Scenario 2.............................................................................................. - 9 -
4.1 Scenario overview ............................................................................................ - 9 -
4.2 Error message ................................................................................................. - 10 -
4.3 Remove billing block...................................................................................... - 10 -
Appendix.................................................................................................................. - 11 -

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1. Introduction:

With the introduction of the Status Management concept, there is a new way of working
with sales document management. For example, in addition to delivery block in schedule
line of sales order, we can adopt User Status to prevent sales order being created. Also we
can use user-tailored status to prevent requirement being transferred to MRP, schedule
line quantity confirmation, sales order creation for quotation etc.

Some statuses can be determined automatically and others can be set manually at order
entry phase. At the moment of order-entry, all statuses are being made visible at order-
line level in the ‘Item-overview’ screen. Only manually changeable statuses are available
for change here. In customizing, you can also specify Authorization Code for every User
Status, which means that block can only be removed by the person who has authorization
to release. This functionality serves as a sales order approval process. The following
scenario is a simple example of User Status Management in sales order processing. User
Status can be extended to cater to different requirements as you wish. I’m not going to
cover those topics in this chapter.

2. Customizing Steps:
2.1 Define and assign status profile.
Define status profile (T-code: BS02). Here I create a new status profile as ZSTATUS,
then create three new User Statuses as A00, B00 and C00.

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Path: IMG->Sales and Distribution->Sales->Sales Documents->Define And Assign
Status Profile.

2.2 Set Business Transaction for each User Status.

Double click User Status B00-Test2 for example; you can branch to next screen directly
as follows.

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2.3 Assign new Status Profile to Object Types
Assign Status Profile to Object Types by clicking button in initial screen of
creating new Status Profile.

2.4 Assign new Status Profile to Sales Order Type.

Assign Status Profile ZSTATUS to sales order type ZA01 (T-code: VOV8).

As soon as you assign new Status Profile to Sales Order Type and Item Category, those
User Statuses are also visible header and item level in corresponding sales order.

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2.5 Assign new Status Profile to Item category.
Assign Status Profile ZSTATUS to Item Category TAN, which is designed to have status
management in sales order line item. (T-code: VOV7)

2.6 Display status in sales order Overview Screen

Under the sales order type which you want to have status management available, list the
Status Profile and its User Statuses and save. (T-code: VOVS)

Path: IMG->Sales and Distribution->Sales->Sales Documents-> Define Display Status

in the Overview Screen

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3. Business Scenario 1:
3.1 Scenario overview
In this scenario, User Status A00 is specified as ‘Delivery Forbidden’ in customizing,
which means subsequent delivery document for this sort of sales order cannot be
performed further.

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3.2 Error message
When I try to create delivery for sales order 12709, error message comes as follows:

3.3 Release sales order

User Status A00 can be modified directly or removed at sales order item level by people
who have authorization. In following screen, I switch User Status A00 to B00, so
subsequent can be created successfully.

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Document flow shows like below when Post Goods Issue activity is done.

4 Business Scenario 2
4.1 Scenario overview
In this scenario, User Status B00 is specified as ‘Create billing document Warning’ in
customizing, which means subsequent billing document for delivery cannot be performed.

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4.2 Error message
When I try to bill delivery 80015620, warning message ’check the log’ comes as follows.

4.3 Remove billing block

Remove billing block by modifying User Status B00. Or just proceed the billing since
warning message here can be ignored.

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The whole sales order process is complete.

Appendix
T-code: V.26 List of sales documents by object status

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