IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

SAPS GENERAL STATUS MANAGEMENT FUNCTIONALITY General Status Management replaced order status management &unctionalit in recent SAP releases '()%C*) T+is discussion ,ill address general status management# as t+is is +o, SAP allo,s user statuses &or controlling o-.ects in t+is and &uture releases) General Status Management applies to internal orders# pro.ect de&initions# /BS elements# production orders and man ot+er o-.ects in SAP) 0or t+e purposes o& t+is discussion ,e ,ill concentrate on status management &or internal orders and /BS elements) A list o& all o-.ects relevant &or status management ,ill -e made availa-le upon re1uest) A status is an indicator t+at &ul&ills t,o &unctions) 0irst# it in&orms ou t+at a particular status +as -een reac+ed) 0or e2ample# an internal order +as -een created and released3 a settlement rule +as -een entered3 a particular -usiness transaction +as -een e2ecuted# etc) Second# it in&luences t+e -usiness transactions ou can per&orm &or a particular status) A status can allo, a -usiness transaction3 allo, a -usiness transaction -ut issue a ,arning message3 or pro+i-it a -usiness transaction altoget+er) I& a ,arning message is issued it is up to t+e user ,+et+er t+e -usiness transaction is carried out or not) Statuses can -e used to control and communicate) Statuses can -e used in reporting 's+o, me a report o& all internal orders ,it+ a status o& T4C5# or tec+nicall complete*) Statuses can -e used as selection criteria 'select all internal orders ,it+ a status o& C6S7# or closed*) Statuses can communicate t+e state o& an o-.ect 'read &or arc+iving# not read &or settlement e2ecution*) T+ere are SAP standard delivered statuses t+at appl to all o-.ect t pes) T+ese are 8no,n as S9ST4M STAT:S4S) CRT7# R46# S4TC# T4C5 are e2amples o& SAP standard s stem statuses) SAP standard s stem statuses cannot -e removed &rom use) 9ou cannot override t+e SAP s stem status ,it+ a user status) 9ou cannot c+ange t+e -e+avior o& an SAP s stem status) :ser statuses 'or user de&ined statuses* e2ist in addition to SAP standard statuses) :ser statuses are intended to augment or re&ine SAP standard statuses# not replace t+em) T+ere is no limitation to t+e num-er o& user statuses t+at can -e created) Bot+ s stem and user statuses in&luence -usiness transactions in t+e same ,a ) An o-.ect can +ave multiple statuses active at t+e same time) A plant maintenance order can +ave released# preliminaril costed# ,or8 order printed and con&irmed statuses all at t+e same time) 0or SAP displa purposes onl one status can -e displa ed on t+e status line in master data screens# -ut it is possi-le to see all active statuses &or an o-.ect at one time - drilling do,n into t+e master data screens) A STAT:S PR50I64# or user status pro&ile# contains individual user statuses and t+e -usiness transaction rules de&ined &or t+ose statuses) T+ere is no limit to t+e num-er o& user status pro&iles t+at can -e maintained in SAP) A user status pro&ile is assigned to an order t pe or a pro.ect pro&ile in con&iguration) T+is user status pro&ile is t+en de&aulted into all o-.ects t+at re&erence t+at order t pe or pro.ect pro&ile) A users status pro&ile can -e

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

over,ritten 'or deleted* in an individual o-.ect 'via native master data screens*# -ut onl i& a user status +as et to -e activated &or t+at particular o-.ect) 5nce a user status +as -een activated &or t+at o-.ect t+e user status pro&ile cannot -e c+anged) HOW STATUS MANAGEMENT WORKS /+en an o-.ect 'internal order# /BS element# production order* is created SAP assigns t+e s stem status CRT7) MIT automaticall releases t+e order# so t+e s stem status R46 is also activated) I& t+ere is a user status pro&ile de&ined in t+e order t pe 'or pro.ect pro&ile* t+is is carried over into t+e internal order 'or /BS element*) I& not# onl t+e SAP s stem statuses ,ill appl to t+is o-.ect) /+en a user e2ecutes a -usiness transaction &or t+is o-.ect# SAP c+ec8s t+e user status to see i& t+at -usiness transaction can -e e2ecuted ,it+out an additional in&luence &rom a user status# can -e e2ecuted -ut ,it+ a ,arning message -eing issued# or cannot -e e2ecuted at all) SAP also c+ec8s ,+et+er t+e -usiness transaction sets or deletes an ot+er user statuses ,it+in t+e user status pro&ile) A user status ma also -e maintained directl in t+e o-.ect master data) Accessing t+e master data screens allo,s a user to manuall maintain user statuses) I& necessar # an aut+orization code can -e assigned to a user status to ensure t+at no unaut+orized persons can c+ange t+e status o& an o-.ect) 5nce c+anged# t+e ne, user status is &ull active and acts no di&&erentl t+an i& a -usiness transaction set t+e user status) Status management and -usiness transaction control onl ,or8 ,it+ standard SAP transactions) ? transactions ,ill not s+o, up on t+e -usiness transaction list &or an o-.ect) T+e -usiness transaction ta-le is con&igura-le# -ut SAP strongl recommends not c+anging t+at ta-le) SAP directl updates t+at ta-le via support pac8s and it is o&ten impacted during upgrades) Aut+orization codes @ 8e s are availa-le in user statuses) T+e aut+orization code is c+ec8ed onl ,+en user statuses are -eing set manuall # &rom ,it+in t+e o-.ectAs master data screens) T+is ensures t+e user +as t+e proper aut+orization to set t+at status &or t+at particular o-.ect) Bo,ever# it is important to understand t+at SAP sets a user status in reaction to a -usiness transaction it does not per&orm an aut+orization c+ec8)

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

CONFIGURATION DETAILS T+is is +o, ou setup and maintain user statuses) Status Profil Co!fi"uratio! # I!itial S$r ! 'via t+e IMG C Controlling C Internal 5rders C 5rder Master 7ata C Status Management C 7e&ine Status Pro&iles*: T+is is ,+ere all status pro&iles# SAP supplied e2amples or user de&ined# are maintained)

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

Status Profil Co!fi"uratio! # Us r Status S$r !% T+is is ,+ere t+e individual user statuses are de&ined and arranged in t+e desired order) Statuses are given status num-ers &or control reasons) B using t+e 65/4ST and BIGB4ST &ields &or a status one can determine ,+at t+e lo,est status t+at can -e returned to or t+e +ig+est status t+at can -e attained &rom t+at status) T+e status P5SITI5D and PRI5RIT9 &ields determine ,+ic+ statuses are s+o,n on t+e status line and in ,+ic+ order t+e are s+o,n)

T+e a-ove screen s+ot s+o,s t+e con&igura-le &ields &or an individual status pro&ile) T+is ta-le must -e con&igured &or eac+ status pro&ile created) 4ac+ line in t+e a-ove ta-le represents a particular user status) 4ac+ user status is up to ( c+aracters long 'no longer*) T+ere is no limit to t+e num-er o& user statuses t+at can -e contained ,it+in a user status pro&ile)

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

Screen s+ot o& -usiness transaction control con&iguration screen) Dotice t+at t+is con&iguration screen is speci&ic &or t+e com-ination o& :S4R STAT:S PR50I64 and :S4R STAT:S) T+e -usiness transaction control list is populated -ased on t+e o-.ect t pe 'or t pes* selected &or t+at user status pro&ile)

4ac+ o& t+e -usiness transactions a-ove ,ould +ave t+e &ollo,ing settings availa-le in t+at speci&ic user status: Do In&luence# Allo,ed# /arning# 7isallo,ed) And a su-set o& t+e -usiness transactions ,ould +ave t+e &ollo,ing settings availa-le: Do Action# Set 't+is status*

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

9es

9es# i& a standard SAP revenue transaction is used and is availa-le in t+e -usiness transaction list) Bave a status to s+o, t+at t+e &inal report +as 9es# and t+is status can most li8el -e &ed -een &iled &rom C54:S) Bave a status to s+o, t+at t+e &inal report +as 9es# and t+is status can most li8el -e &ed -een &iled and accepted &rom C54:S)

St ' Do()*s su"" stio!s% Allo, revenue to post to /BS elements -ut no e2penditures) Eeep a /BS element opened and allo, settlements# -ut no ot+er postings) Prevent trans&ers 'JF* o& revenue) 9es# i& a standard SAP revenue transaction is used and is availa-le in t+e -usiness transaction list 9es) 5nl i& all 0I postings are disallo,ed) Status management ma8es no distinction -et,een revenue or e2pense items ,it+in an 0I posting) Do) See reason a-ove)

Prevent departmental initiated transactions 'JFs* -ut allo, CA5 to post) Close out a c+ild and settle t+e e2penditures to t+e parent so ,e can G+ideG t+e c+ild account and ma8e sure no one 'not even CA5* can post again) ReHopen t+e a-ove closed c+ild account) I ,ant to allo, materials and services# -ut disallo, pa roll c+arges) 7isallo, all e1uipment purc+ases

9es) 9es) 9es# i& a standard SAP revenue transaction is used and is availa-le in t+e -usiness transaction list) 9es# i& a standard SAP revenue transaction is used and is availa-le in t+e -usiness transaction list) 9es# i& a standard SAP revenue transaction is used and is availa-le in t+e -usiness transaction list)

7isallo, all travel purc+ases 'o& an t pe*

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IS&T Administrative Computing Services

Presentation to SAPBiz Re: SAP General Status Management Januar !"# !$$%

C+oose internal order t pe or pro.ect pro&ile to -e used as an e2ample or create a ne, order t pe or pro.ect pro&ile to -e used &or initial con&iguration and unit testing in development 7e&ine t+e t pical li&e c cle o& an internal order -elonging to t+at group 7e&ine a ne, status pro&ile &or t+at order t pe 'c+ange t+e RPC5R74R pro&ile &or simplicit * 7e&ine t+e statuses 'ignoring t+e SAP s stem statuses* t+at are to -e &ollo,ed 7e&ine t+e -usiness transaction control &or eac+ user status 't+is is particularl important* Create internal orders and test# -ot+ positive and negative outcomes

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