WBS with user status CRTD creating purchase order

[former_member853832]

Hello Gurus,

We have an issue where we found a project that had a Purchase requisition and a purchase order created and invoiced and ready for settlement for a WBS element that had a System status REL and User status CRTD.

According to configuration set up in our system when a WBS has a User status CRTD it is forbidden from creating a purchase requisition and a purchase order. But, it seems like the system still created the two.

We also found that the reason why the said WBS element had a System status REL but a User status still CRTD was because that WBS element was added to a project after the project was released as a whole. As per my knowledge a WBS cannot have a System status REL unless a User status is REL but in this case the User status was CRTD and System status was REL. Something is messed up in the system and we are not able to figure out what is going on.

We would like to stop this kind of behaviour from happening in the future because that creates issues during settlement since the User status is still CRTD as a result of an overlook.

Any kind of help in this matter will be greatly appreciated.

Thank you,

Krupali Desai

[siddheshwar_pise]

Hi Krupali,

One more thing you can check, in "Maintain network types" T-code OPSC, with each order type in case of my scenario status profile is assigned so at activity level irrespective of WBS status, so we have restricted if network has "CRTD" status then it will prohibit SES. Check once this might be the cause for misbehave of system in your SAP Scenario. Confirm whether it is useful.

Regards,

Sid

[sunil_yadav2]

Hope this will solve your problem. 

Before budget WBS will not release and without release WBS PR/PO not created.

thanks

Sunil

[former_member230675]

If you add a WBS Element after releasing the project then system status will be REL where as user status will be CRTD.

Please check your case...

[former_member853832]

How do we stop creation of PR when user status is CRTD. We have the config set in a way that should prohibit. But still it is created

Thanks,

Krupali

[former_member195427]

Hi Krupali,

               After going through the earlier posts above I would like to suggest/conclude that the best thing you can do is "restrict the PR if the status of WBS or Network is CRTD and allow PR if status is REL/PREL"

If the said is your requirement then follow the below given link:

http://scn.sap.com/message/13306634#13306634

The given link will make restriction on Planned PR's. For Manual PR's follow the following link:

http://scn.sap.com/thread/3194501

Hope that will fix your issue.

Regards

Ankur

[Former Member]

My Observations,

1) I created a new status profile, maintained the user status as CRTD with PR creation, PO creation and REL forbidden.

2) I then created a new project which had this new status profile, added a couple of WBS elements. Note that the system status and user status of all the objects in the new project is CRTD. I have not added any activities yet.

3) I tried releasing the project and got an error stating that the user status is CRTD and it forbids me from releasing the project and the WBS elements. So far its working fine.

I assume that you also did the same i.e you already had the status profile configured and then you created the project and followed the same steps i have mentioned above. If yes, your statements seem very contradictory to me. If you have created a new project and have a user status in place which forbids releasing the project until the user status is changed to one which allows REL, i completely disagree with the statements you have made above.System will definitely stop you from releasing the project if you have set up a user status as mentioned above.

4) I then created an activity under a WBS which was still in the CRTD status (PD is also in CRTD status), attached a non stock material component, maintained Res./Purc. req. as Immediately and then saved the project. Voila!!! System created a PR inspite of the PD, WBS, Network, Activity having the status as CRTD. System did not restrict me from creating a PR, which i think is perfectly fine. I mean this is how standard SAP works, as far as i know. User status wont prohibit you from creating a PR for an activity which has the material component attached to it in the project structure.In short, PR generation from project will not be restricted inspite of the User Status restricting it. You can test this for yourself and confirm.

5) Next, i tried creating a PR manually using the tcode ME51N and tried assigning a WBS which had both the system as well as User Status as CRTD. This time the system restricted me from creating the PR and gave an error that the User Status is prohibiting the business transaction. This makes it clear that the User Status plays its role only when you are trying to create a PR manually.

6) Next, i tried creating a PR manually and this time i assigned the activity as account assignment. Note that the activity still has the CRTD status. Even this time system did not allow me to create the PR stating that the User Status was prohibiting it.

I would hence conclude that User status plays its part only when you create the PR/PO manually and not when you are automatically generating it through the project, inspite of the user status forbidding it.

All you guys can test this in your own systems and confirm.

@Krupali - In one of your posts above you have mentioned that you created a project and then released it. How did you do it? I mean you already had a User Status configured which prohibited you from carrying out the REL business transaction. Please clarify.

[former_member210673]

hi Gokul,

We had a similar requirement - REL status for WBS Element should only happen when BUDG & AVAC are active.

But, despite using 'User status' restrictions, the WBS Element status turned to REL  AUC  AVAC as soon as the Project structure is Saved in CJ20N. It seems there are certain limitations on how we can control the system status, as it is apparent that certain statuses of a Parent level WBS Element are copied over to child WBS. Screenshots attached.

However, for Business transaction restrictions (Ex: PR, PO Creations), I believe the PR/PO restriction requirement - against WBS Element is during initial processing. So, the AVAC status control can be used. In our case, as there is Budget allocated at Top level WBS and AVAC is active at the same level, AVAC has been passed on to lower level WBS when the structure is Saved.

So, even though the User status has restriction of PR/PO Creation and wouldn't work with User status assignment, the Availability control won't let the user create a PR/PO. I checked this functionality in our system and it works just fine. Hope this helps.

Note: Prerequisite here would be - No Budget has been released in CJ32 for the WBS Element for which postings are being made.

-thanks

[former_member513364]

Hi Gokul,

Observed that you have mentioned Res./Purc. req. as Immediately in your point 4, if that is changed to from release status, then System status and user status will have their role to play.

@krupali, as pointed out by others, when you forbid the REL status of WBS in your user status settings, definitely system will do that for you. probably you are trying with the same project and that is why you are facing problems. Try out with a new project with the scenario as you expected, it will work out.

Rgds,

AM

[anuradha_majumdar]

Krupali,

You can take this up with SAP. The WBS is inheriting system status from parent WBS which is correct. But it should disallow creation of PR/PO as per user status.

Another question

Why do you release the project when you are still creating new WBS elements and don't want to release them? Isn't it better to release individual WBS?

Regards,

Anuradha

[former_member853832]

The project and WBSs were created, everything was released and a new WBS was added after the project was released. The new WBS had inherited system status REL from the parent WBS and User status of the WBS remained CRTD.

[former_member853832]

Hi Anuradha,

I have been trying to explain what you said in the first point to SAP but they keep saying that user status does not play any role in creation of PR/PO.

Also,

I guess we could just release the WBS and not the whole project. However, sometimes our users do not know if they will need to add more WBss or not. But i could definitely put forward this suggestion.

Thanks,

Krupali

[anuradha_majumdar]

If SAP doesn't accept then we cant do much...

Suggest users to release individual WBS.

[former_member209919]

Hello Krupali,

I have a doubt,  I understand;

You have a user  status CRTD  that forbides PR and PO creation and you have this user status with system status realeased and it doesn't work?

I have he same situation ( only for PO creation) and it works perfectly.

Regards,

Sara

[former_member210673]

Krupali,

Have you checked if my response above can be used at your client place?. The reason why I think it could suffice the reqt. has been mentioned in the same post. Let us know.

-Thanks

[Former Member]

Hi Krupali,

I have one suggestion instead of all this kind of issue, if it is aggreable to business change your release strategy to NEVER in configuration.

The advantage with this setting, whenever a component is added to NWA, will not allow to create PR in CRTD status even in REL status also unless user changes the at component level individually from Never to RELEASE.

I agree this would be very cumbersome process and involves lot of efforts by user but still has an advantage also.

Think of it and finally its you call to decide.

Regards,

Sudhakar

[Former Member]

Hi Krupali,

Have you tried reconstruct project info database CJEN.

Regards,

Pranav

[former_member853832]

Hi Pranav,

I am not familiar with reconstructing of project info database in CJEN. What would that do for me?

Krupali

[soubhagya_rout]

Hi Krupali,

You should forbid the business transaction release of WBS in user status CRTD means as far as user status CRTD is active no one can release WBSE.

Another thing is that when user status is CRTD, it does not mean that system status can not be in REL state. This all depends on the business transactions you've allowed/forbidden in user status.

Thanks,

Soubhagya

[former_member853832]

Hi Soubhagya,

Thank you for the reply. In our config we have forbidden set for creation of purchase requisition and purchase order if a WBS element has a user status CRTD and this works when the project as a whole is not released. But for some reason when the project is not release and a WBS has a system status REL and user status CRTD it does not follow this rule.

[soubhagya_rout]

Hi,

That's why I'm saying to forbid the transaction Release(WBS) in user status CRTD by which no one can release WBS until user status is CRTD.

[former_member853832]

Release is forbidden as well in WBS user status CRTD.

Krupali

[soubhagya_rout]

Hi,

If release is forbidden then no way system status in WBS can be REL when user status CRTD is active.

If you can provide the screenshot of the user status, it would be better.

Thanks,

Soubhagya

[former_member853832]

I understand that if it is all set to forbidden then it shoud not aloow further action but for some reason it does and I cannot figure out why. Have attached the screen shots.

Thanks again,

Krupali

[soubhagya_rout]

Hi,

I'm just freaking out after seeing this. Just check again that this particular status profile is assigned in the project profile you are using though you must have checked earlier.

Is there any other user status after CRTD like RELD user status?

Thanks,

Soubhagya

[Former Member]

Hi krupali,

1. You released the project.

2. You created a new WBS and it has status CRTD.

3. Now during settlement you have error.

From above scenario it is clear that project was released normally at a point of time.

A. Did you run project settlement then.

B. If yes then there should not be any problem in next settlement run despite of new WBS created. As path for settlement of cost was made with required AUC. To just refresh link for senders receivers I suggested to run CJEN.

C. here might be the case when you created new WBS with no AUC created in superior WBS.

Try above and repost here.

Regards,

Pranav

[Former Member]

Hi Krupali,

Some thing fishy in status profile. Did you check this sceanrio in Q system before moving to production? if so what that did you notice at that time. does the system allowed you to create PR>PO inspite of having user status CRTD?.

>>>>>

Thank you for the reply. In our config we have forbidden set for creation of purchase requisition and purchase order if a WBS element has a user status CRTD and this works when the project as a whole is not released. But for some reason when the project is not release and a WBS has a system status REL and user status CRTD it does not follow this rule.

<<<<<

If you read from your quote. PR>PO forbidden when WBS has System status CRTD and User Status CRTD.... it works fine.

If WBS has REL status (not the entire project) and User status CRTD... then system creating PR >PO... I guess here is the crux of the issue. System is going by the system status and not by user status.

Usually Std practice system status CRTD permits let you go ahead with PR > PO but you will have problems at the time of postings since CRTD status does not take any actual posting.

Due to this reason some of the businesses go ahead with setting up User status "XXXX" when WBS element system status is in CRTD status.

Now tell me when and what action prompts to release the User status CRTD go off here against a WBS element.  There should be some kind of mechanism which should prompt to release User status CRTD and let it allow to create PR>PO.

Regards,

Sudhakar

[former_member853832]

Hi Pranav,

1. I released the project.

2. I created a new WBS and it has  User status CRTD and system status REL. (Even though we have the system set in a way that system status cannot be REL unless he user status is REL)

3. The Network and activity were added to the newly created WBS element.

4. The Network activity was released. (System allowed it to be released even when WBS has user status REL)

5. PR was created

6. Shopping cart was created

7. Shopping cart approved

8. Full payment done

9 Invoice received

10. When performing the settlement it gave an error saying user status is in CRTD. Change that to REL for settlement.

We did not want the PR to be created when the WBS still had user status CRTD. The system should have prompted us saying the PR cannot be created while user status is still CRTD.

We will be able to perform settlement once the WBS user status is set to REL. But we do not want to go this far ahead in the process and then come to know that the WBS was not released yet.

Thank you,

Krupali

[former_member853832]

Hello Sudhakar,

The same thing is happening in Dev and Q environment.

1. The users create a project and release it

2. Then they have new WBSs to be added.

3. When the new WBSs are added after the project has been released the new WBSs have system status REL and user status CRTD.

4. We have the system set that system status cannot be REL unless user status is REL (which didn't work in this case)

5. PR, PO and shopping cart was created. Money paid.

6. When the settlement time came the system gives error saying WBS in CRTD user status

7. We can manually go and change the status to REL at this point. But we do not want the system to tell this to us this far ahead in the process. We want the system to pick this up early in the process and prevent creation of PR and PO

Thanks,

Krupali

[Former Member]

Hi Krupali,

You can introduce one more user status which will prevent creation of PR/PO when user status CRTD still exists.

One thing is not clear to me why you have CRTD as user status and what is benefits you are looking from this one. can you please elaborate.

Regards,

Sudhakar

Message was edited by: Sudhakar Pappu