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.