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SIMG_CFMENUOLPSBS02 - Define Status Profiles

SIMG_CFMENUOLPSBS02 - Define Status Profiles

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This step describes how to define status profiles.

You can add your own user statuses to the standard SAP system statuses and assign specific business transactions to them.

Define status profiles according to your requirements. To do this, carry out the following steps on the Change Status Profile: Overview screen:

  1. Create a Status profile.
  2. Assign your status profile to an Object type.
Please note that the following object types are relevant to engineering change management:
Engineering change management - master records
Engineering change management - change objects
  1. Define User statuses.
  2. Assign Business transactions to your user statuses.
  3. Translate your status profile and user statuses.

To define a status profile, proceed as follows:

Create status profile

To create a status profile, proceed as follows:

  1. Choose Edit -> New entry....
  2. Enter a name for your status profile.
  3. Enter a descriptive text.
  4. Enter a maintenance language for your status profile.
You can only change and add to a status profile in the maintenance language you enter. These changes must then be translated into the other languages used in your system. This ensures that the entries are complete and consistent.
  1. To add your new status profile to the list, confirm your entries.
  2. Choose "Save".

Allocate status profile to object type

Before you can use a status profile for objects of a specific object type, you allocate the profile to the object type concerned.
  1. On the Change Status Profile: Overview screen, place the cursor on the status profile you want to allocate to an object type.
  2. Choose Goto -> Allowed object types.
  3. Select the object types for which you want to use the status profile.
Please note that the following object types are relevant to engineering change management:
  • Engineering change management - master records

  • Engineering change management - objects

  1. Choose Save.

Define user statuses

To define user statuses for a status profile, proceed as follows:

  1. On the Change Status Profile: Overview screen, place the cursor on the status profile you want to change.
  2. Choose Goto -> User status.
  3. For each user status, you must enter a 4-character language-dependent abbreviation to identify the status.
  4. For each user status, you can make the following entries:
    1. In the "SN" field, you can enter a Status number.
The status number defines the order in which the statuses can be set in a status profile can be set.
  1. Enter a lowest and highest status number in the columns "Low" and "High".
By using lowest and highest status numbers, you determine the range from the lowest to the highest status number that the new status can have.
  1. Enter a short text.
The short text is a brief description of the status.
  1. Enter a long text for the user status.
To do this, choose Goto -> Long text.
  1. You can mark a user status as an initial status if required.
This means that this status is set automatically when you create an object. For each status profile, you can only define one status with a status number as an initial status. However, you can define any number of statuses without a status number as initial statuses.
  1. In the "Pos" field, you can define the position in the list in the order header where the status appears.
  2. In the "Prty" field, you can define the priority of the user status for a position where more than one active status has the same position.
  • Save your entries.

    • Assign business transactions to user status

    To assign business transactions to your user status, proceed as follows:

    1. Place the cursor on the user status you require.
    2. Choose Goto -> Transaction control.
    3. Choose Edit -> New entries to see a list of existing business transactions.
    4. Assign the business transactions you require to your user status.
    5. You can also activate the following fields per transaction, using the "Influence" function:
      1. "No infl."
    The transaction is not affected by this user status.
    1. "Allowed"
    The transaction is allowed by this user status.
    1. "Warning"
    The transaction is allowed by this user status, but you see a warning message. It is then up to you whether you act on the warning or not.
    1. "Disallowed"
    The transaction is not allowed by this user status.
    Before you can do a business transaction, the following must apply:
    • At least one active status must allow the transaction.

    • No active status can disallow the transaction.

    1. Using the "Follow-up action" function, you can define how each status is affected when you do a specific transaction:
      1. "No infl."
    The transaction neither sets nor deletes this status.
    1. "Set"
    The transaction sets this status.
    1. "Delete"
    The transaction deletes this status. However, you cannot delete a user status that has a status number in this way.
    You can only delete a status with a status number by defining a subsequent status. The subsequent status must also have a status number.
    1. Save your entries.

    Translate status profile and user status

    You can translate the status profile and the user statuses allocated to it into other languages.

    To create a translation, please note:

    • You can only create, change and delete user statuses in the original maintenance language.
    • If not all the user statuses in a status profile are completely translated, you see all the user statuses in the original maintenance language.

    To translate a status profile, proceed as follows:

    1. Choose Extras -> Profile translation from the status profile overview screen.
    2. Display a list of possible language keys using the "Possible entries" function.
    3. Select a language by choosing "Choose".
    4. Confirm.
    5. Translate the description of your status profile into the language you require.
    6. Save your translation.

    To translate user statuses, proceed as follows:

    1. Place the cursor on the status profile you require.
    2. Choose Goto -> User status.
    You see a list of all the user statuses allocated to the profile.
    1. Choose Goto -> Status translation.
    2. Display a list of possible language abbreviations using the "Possible entries" function.
    3. Select a language by choosing "Choose".
    4. Confirm.
    5. Translate the status key, the description, and any long text into the language you require.
    6. Save your translation.

    Additional functions in status maintenance

    Status simulation

    This function is used to simulate how the status of an object changes.
    To do this, go to the Allowed object types screen for a status profile and select one of the allowed object types.

    • Choose Extras -> Status simulation to simulate the status changes made to the object type, either manually or automatically when specific business transactions are done.
    • From the simulation, you can go directly to status maintenance for the object type concerned, to get further information on the transactions that are allowed or disallowed.
    • The log function can be used to record all the steps you take. You can then go back any time and look at how the statuses have changed.

    Status profile info

    Choose Extras -> Status profile info from the "Change Status Profile: Overview" screen to show a list summarizing the data in your status profile.

    The structure of the list is as follows:

    • The first block shows the object types allowed for this status profile.
    • The second block shows the user statuses defined for this status profile.
    • The third block shows per user status which business transactions are:
    • allowed

    • allowed with warning message

    • disallowed

    Objekt type info

    Call Extras -> Object type info from the Change Status Profile:Allowed Object Types screen to show a list summarizing the system status data for an object type.

    The structure of the list is as follows:

    • The first block shows the system statuses defined for this object type.
    • The second block lists the allowed business transactions for this object type.

    This section describes general status management in the R/3 System. Before you can activate status management for internal orders, you have to assign the status profile you want to use to the order type concerned. This form of status management is useful if you need your own status control.

    The status

    The current processing status of an object is documented by one or more statuses.

    A status is an indicator that performs the following functions:

    • It tells you that a specific stage or state has been reached
      (for example "order released").
    • The status determines which business transactions can be done on the object.

    Once a business transaction has been done, this transaction can in turn set or delete one or more statuses for the object concerned.
    You can set as many statuses as you like for an object.

    For example, you can set any of the following statuses simultaneously for a production order:

    • released
    • pre-costed
    • printed
    • confirmed

    Statuses are shown in the R/3 System as either a text of up to 30 characters or a 4-character key. Both of these are language dependent.

    • A status is active if it is in effect at this moment.
    • A status is inactive if it has never been active or if it has been active but has since been deactivated.

    A status can have the following effects on a business transaction:

    • allow it
    • allow it with a warning message
    • disallow it

    If a business transaction is allowed with a warning message for an object, you see a warning message when you start the transaction. However, you can still do the business transaction.

    You want to mark a released production order for deletion. However, the production does not yet have the status "complete". You see a warning message telling you that the order has not yet been finished.

    Before you can do a business transaction, the following must apply:

    • At least one active status must allow the transaction.

    • No active status can disallow the transaction.

    In R/3 status management, there are two types of status:

    • System status
    A system status is a status set by the system. This status tells you that a specific function was performed on an object.
    For example, when you release an order, the system automatically sets the "released" system status. You can only change this status by doing a transaction that triggers a change to the system status.
    • User status
    A user status is a status that you set. This can be created to supplement the existing system statuses. You can define and activate any number of user statuses.
    User statuses are defined in a status profile.

    Both types of status influence business transactions in the same way.

    Object type

    Object types are used to distinguish objects with different status control. The object type determines which system statuses are activated automatically when you create a new object and which business transactions are possible.

    Each object that uses general R/3 status management is assigned permanently to one object type by the system.

    The following object types exist in engineering change management:

    • Engineering change management - master records
    • Engineering change management - change objects

    Status profiles

    A status profile is a user-defined system of user statuses and rules. A status profile can be used for one or more object types. You usually define in the IMG which status profile is to be used for which object(s).

    For example, for orders, the order type is used to determine which status profile is used. One status profile can be used in several order types.

    In a status profile, you can define any number of user statuses and identify them with a 4-character key.

    These keys are language-dependent and can be translated into other languages. However, you can only make changes to a status profile in the maintenance language.

    Status number

    You can use user statuses to define a sequence for the processing steps for an object. To do this, you have to define a status for each step and assign a status number to each status.

    If you do not assign a status number to a status, the status can be set any time, regardless of whether other user statuses are active, set or deleted.

    However, you can only have one user status with a status number active at one time. If you set another user status with a status number, the old user status is automatically deleted.

    The user statuses are used to monitor the individual steps for constructing a building.
    You create the following user statuses in a status profile:

    Sta.no Status ShrtText   Low High
    ------ ------ --------   --- -----
    10 PLAN Planning   10 20
    20 PAPR Plan approval   10 30
    30 BUI Building   30 40
    40 SALE Sale   30 50
    50 FIN Building finished   50 50

    Normally the statuses will occur in the sequence of the status numbers. For example, it is not possible to go directly from status "PLAN" to status "BUI", since the highest status number you can go to from 10 is status number 20. Once the status has got to BUI, you can no longer go back to a lower status, such as "PLAN" or "PAPR".

    50

    We advise you to assign status numbers such that they are set in ascending order. You can define the order in which the user statuses with a status number can be set by defining a lowest and highest status number.

    Initial status

    In the status profile, you can define a user status as an initial status. This status is then set automatically when you create a new object (such as order or project). You can have any number of user statuses as initial statuses, but only one initial status can have a status number.

    Transaction control

    A user status can allow or disallow business transactions. A business transaction can cause a user status to be set or deleted.

    50

    In the above example, you could define your status profile such that the user status "FIN" is set automatically when you perform the function "Edit -> Finish" (in the change master).

    Status display

    The active statuses of an object are either listed below each other or in the form of a status line.

    In the status line, up to eight statuses can be displayed side by side. You can define which position a user status is displayed in within this line in your status profile.
    Sometimes, more than one status can be displayed in the same position. In such cases, the column "Prty" in the status profile is used to determine which status to display.

    In the list, you see all the active statuses, sorted according to position and priority.






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