Setting Entry Document Statuses 

Use

The entry document status is a combination of system and user status. It shows the processing status of an entry document and controls which other functions you may execute for the entry document.

Prerequisites

A status profile is supplied for the system status and the user status of entry documents. You can tailor the user status profile supplied with the system to your requirements and define additional user status profiles in Customizing for Waste Management under Check, Extend, Set Status Profiles. To do this, you have to select one status in each status profile as the initial status.

If you want to use your own user status profile, you have to assign it to the entry document category of the entry documents for which you want to use status management. You do this in the IMG activity Specify Document Categories.

In the user status profile, you specify which business transaction is allowed for a status and which status is set in a business transaction. By assigning the business transactions to the Waste Management functions in the IMG activity Specify Functions, you control which status an entry document must have so that a function may be executed, and which status is set when you execute a function. This means you can specify, for example, that an entry document is given the user status Posted when you post the waste quantity. For more information, see the IMG activity Check, Extend, Set Status Profiles.

Features

The system automatically sets the system and user status in accordance with the settings you made in Customizing when you execute a function for an entry document in Waste Management. You cannot set the status manually. This guarantees that an entry document is only given a certain status if the function belonging to it and the business transaction linked to this were also executed, in other words, that an entry document only receives the user status Posted, for example, if you have actually posted the waste quantity.

The system sets the following statuses automatically in the sample supplied with the standard system:

·        When you create an entry document, the system sets the system status Created and the user status that was selected as the initial status for the entry document category in Customizing for Waste Management (see Prerequisites section). In the standard system, this is the user status Created.

·        When you post the waste quantity from an entry document to inventory management in the SAP Materials Management component and, if required, to Warehouse Management (Warehouse-Management-System) in the SAP Logistics Execution component using the Post function, the system sets the user status Posted for the entry document. You can only execute this function for entry documents in the user status Created.

·        When you create two new entry documents from one entry document using the Document Split function, the system sets the system status Closed and user status Split for the original entry document. The new entry documents receive the status (system and user status) of the original entry document. You can only execute this function for entry documents in the user statuses Created and Posted.

·        When you create a purchase order for the disposal of waste using the Purchase Order function, the system sets the user status Ordered for the entry document. However, the system only sets this status if the purchase order could be executed for all waste management business partners specified in the entry document and that fulfill the purchase order requirements, in other words, those that are vendors. You can only execute this function for entry documents in the user status Posted.

·        When you clear the waste quantity again using the Clear or Order & Clear function, the system sets the user status Cleared for the entry document. If the system creates a purchase order using the Order & Clear function, but cannot clear the waste quantity, it sets the status Ordered for the entry document. You can execute both functions for entry documents in the user statuses Posted or Ordered only. In other words it does not matter whether you executed the Purchase Order function beforehand or not. This enables you to skip the user status Ordered, for example, if you only use the Clear function and not the Purchase Order function, or you can execute the function Order & Clear again if the system could not clear the waste quantity the first time the function was executed.

·        When you create a disposal document using the Creation of a Disposal Document function, the system sets the user status Document Created for the entry document. You can only execute this function for entry documents in the user statuses Created and Cleared.

·        If you close an entry document with the function Close Entry Document, the system sets the system status Closed and the user status Closed for this entry document. You can execute this function for entry documents in the following user statuses:

¡        Created

¡        Cleared

¡        Document Created

¡        Confirmed

·        When you lock an entry document, the system sets the system status Locked in addition to the active system status. The user status is not changed. You can execute this function for entry documents in all entry document statuses.

·        When you unlock a locked entry document, it is reassigned the system and user status that the entry document had before it was locked.

The user status Confirmed is not set by the standard functions. It is set by the function module EHSWA_209_RECALCULATE, for example. This function module recalculates the waste quantity that was specified in a disposal document as the quantity disposed of and enters it in the entry documents from which the disposal document was generated. The function module is called by the function module EHSWA_209_COMPL_WITH_RECAL, which you can use as the function for disposal documents. For more information, see the documentation for these function modules, and the Implementation Guide for Waste Management under Disposal Documents ® Specify Functions.

No status conversions take place in the standard system for the functions Post Change and Storage Bin Transfer. Both functions can only be executed for entry documents in the user status Posted.

The following flow chart shows the status profile supplied with the standard system and the permitted status conversions and functions that these status conversions carry out: