User Statuses for Batch Records (PP-PI) (SAP Library - SAP ArchiveLink

User Statuses for Batch Records (PP-PI)

Use

You can create user statuses to add to the system statuses of a batch record in your own status profile and thus visually reproduce your company's processes in the R/3 System.

Just like system statuses, user statuses can be set or deactivated by business transactions and influence which transactions are permitted. In addition, you can set and delete user statuses manually. You can assign the authorization to change statuses for each user status separately. In this way, you can restrict the authorization to certain people.

You can thus use user statuses to:

Document transactions that are not logged in the standard system

Ensure that certain transactions are performed that are not defined in the standard system or need not necessarily be performed (at the corresponding processing stage)

You can use user statuses in selection profiles to create worklists for a specific processing step or transaction.

Prerequisites

A status profile with the required user statuses, transaction control, and authorizations has been defined in Customizing for Batch Records.

You should assign the status profile to the materials for which you want to use it in a specific plant in Customizing.

In individual cases, you can, however, also make this assignment when you edit the batch record.

Features

The R/3 System distinguishes between the following types of user status:

User statuses with a status number

They define a status sequence. Only one status with a status number can be active in a batch record at any one time. Once a new status with a status number is set, the previous status is deactivated.

User statuses without a status number

More than one of these statuses can be active at any one time. They can be set in addition to the statuses with a status number.

Activities

You can use the following functions to update user statuses in the batch record (see Editing User Statuses):

Assigning or replacing a user status profile

This function can only be used if no user status has been active in the batch record so far. If you define an initial status in your status profiles, you can no longer change a status profile that you have assigned in Customizing in the batch record.

Setting or deactivating user statuses manually

You need this function for statuses that are not set or deactivated by a business transaction.

You create status selection profiles in Customizing for Batch Records. You can use selection profiles to create a worklist for the following functions:

Displaying and Printing Batch Records

Editing Batch Records

Approving Batch Records

Example

Scenario

The batch records in your plant are to be processed as follows:

The assistant of the head of production initiates the following steps before archiving:

Based on a deviation analysis, he or she checks whether important R/3 data is missing. If data is missing, he or she adds the relevant R/3 documents.
He or she checks whether external data must be included in the batch record. If there is such data, he or she creates an attachment with the corresponding files for the batch record.

Batch records that are checked in this way are automatically archived after all checks have been made. The batch records are then approved by the head of production.

Realization

To reproduce this process in the system, you assign a user status profile to your materials in Customizing. The status profile contains the following statuses without a status number:

Check: R/3 data

Check: attachment

Both statuses are set as initial statuses when the system generates a batch record. They prohibit batch record archiving. The assistant of the head of production deletes them once he or she has completed the necessary checks.

The batch records are then archived in a background job. Using a status selection profile, the system only selects those batch records for which neither the status Check: R/3 data nor the status Check: attachment is active.

The head of production edits the archived batch record by creating a worklist for approval.