High- Level Specification

Functional Overview

Business Requirement

For sales order items that are specification-based, the specification must remain fixed once production has started.
This ensures:

• Full alignment between Sales and Production

• Prevention of mismatches between planned vs. produced specifications

• Protection of product quality and compliance once manufacturing begins

In addition to locking specification fields, the business also requires control over other critical fields that impact production, and planning once a Process Order is in Released (REL) status.

1. Prevent changes to the Specification fields after Process Order Release.
   If the sales order item is spec-based and the linked Process Order is in Released (REL) status, no change to the specification fields at item level is allowed. This ensures alignment between Sales and Production, prevents mismatches between planned vs. produced specifications, and protects product quality and compliance once manufacturing has started.

2. Prevent changes to the Single Parent Batch indicator (ZZ_SINGLEPB) after Process Order Release.
   If the item is flagged for Single Parent Batch and the linked Process Order is Released, no change to this indicator is allowed. This ensures batch traceability, manufacturing consistency, and prevents downstream variance.

3. Issue a warning when the Confirmed Delivery Date is changed after Process Order Release.
   Changes to the confirmed date after production has begun may impact planning, ATP, loading schedules, and customer commitments; therefore, the user must be alerted.

4. Issue a warning when the Confirmed Quantity is changed after Process Order Release.
   Changing the confirmed quantity after the order is in production may impact material staging, availability checks, and production planning. A warning is required to make the CSR aware of potential downstream impacts.

Scope and Objectives

This WRICEF covers a system validation enhancement in Fiori App: Manage Sales Orders – Version 2 (F3893) and SAP GUI VA02, executed during sales order change mode.

The objective is to:

• Detect when a sales order line item is linked to a Process Order

• Confirm whether the Process Order has system status REL

• Prevent any modification to Specification fields once REL status is reached

• Prevent any modification to the Single Parent Batch indicator (ZZ_SINGLEPB) once REL status is reached

• Issue a warning when the Confirmed Delivery Date is changed after REL

• Issue a warning when the Confirmed Quantity is changed after REL

• Display an error message and block the save action for fields that are restricted after REL

Apply this rule only to all orders that are linked to a Process Order in the PCCD tool Jira-1022:

And they have the following fields maintained:

• Specification
• Single Parent Batch fields.
• Confirmed Delivery Date
• Confirmed Quantity

Ensure no impact to:

• Other Sales Orders

• Non–spec-based items

The Process Order link is determined via the Z-table maintained by the PCCD tool (“new IPA”). Jira-1022

WHY STANDARD IS NOT SUFFICIENT

SAP standard does not provide functionality to restrict updates to sales order specification fields based on the status of a linked Process Order.

Key limitations include:

• SAP does not cater for specification fields at sales order item level; these fields are custom (Z-fields). Therefore, standard SAP cannot control, validate, or freeze them based on production status.

• This is not a standard Make-to-Order (MTO) scenario; instead, the sales order and Process Order are connected via a “soft” link in Production. 

• No standard integration exists between specification data and the Process Order system status (REL).

• Standard logic cannot prevent late specification changes that would desynchronize Sales and Production.

• High operational risk remains that outdated or incorrect specifications could be used once production has already started.

The scope of this enhancement is depicted in process step Other Sales Order Changes below. For the full Signavio, please go to 02.04.02.09. Manage Sales Order Execution Exceptions

Assumptions

1. Process Order Linkage Is Available and Accurate

• The linkage between Sales Order Item → Process Order is derived from the Z-table maintained by the PCCD (“new IPA”) tool. https://syensqo.atlassian.net/browse/ERP-1022

• It is assumed that this table is correctly and consistently updated prior to any sales order change.

2. Process Order Must Be in “REL” Status to Trigger the Restriction

• The enhancement assumes that system status REL (Released) is the correct and only status during which specification fields must be frozen.

• Any earlier process order statuses (e.g., CRTD, PREL) will not trigger restrictions.

3. Only Certain Fields Are Blocked

• The enhancement restricts changes only to the following fields when the linked Process Order is in Released (REL) status:

  • Specification Z-fields  (ZZ1_SPEC_ID) (blocked)

  • Single Parent Batch indicator (ZZ_SINGLEPB) (blocked)

  • Confirmed Delivery Date (warning)

  • Confirmed Quantity (warning)

4. VA02 (SAP GUI) and the Fiori App “Manage Sales Orders – Version 2 (F3893)” are the user interfaces in scope for this enhancement, with the Fiori application serving as the primary UI.

5. Error and Warning Messages Will Enforce Controls

• For fields that are restricted after Process Order Release (REL)—namely the Specification fields  (ZZ1_SPEC_ID) and the Single Parent Batch indicator (ZZ_SINGLEPB)—the system must raise an error message.
  This error must block the user from saving the sales order.

• For fields that must remain editable but require user awareness—namely the Confirmed Delivery Date and Confirmed Quantity (VBEP - BMENG) —the system must raise a warning message.
  Warnings must allow the user to continue and save the sales order.

6. Applicable Only to Open Sales Orders

• The enhancement applies only to sales orders that are still open.

• Orders that are fully delivered, billed, or otherwise closed are excluded from scope.

Dependencies

• The linking between the Sales Order and the Process Order within PCCD. https://syensqo.atlassian.net/browse/ERP-1022 - Production Confirmation Consumption Dashboard (New IPA) Draft
• ERP-622 Sales Order Management User Interface.

Security, Integrity and Controls

The enhancement will follow the SAP standard security and authorization framework.
The authorization to maintain these fields should be included in the Customer Representative Role as part of the Manage Sales Orders v2  - F3893 and VA02 (SAP GUI)

.Configuration Requirements

Not Applicable

Language Requirements

Not Applicable

Special Requirements

Not Applicable

Design Rationale

Functional Requirements

This enhancement applies in Manage Sales Orders v2 (F3893) — the primary UI 

Applicability Conditions for Restricting Specification and Related Field Changes

Sales Order Item Processing Status Validation
Specification and related field restrictions apply only when the sales order item’s Overall Processing Status:

• VBSTT-GBSTA_BEZ ≠ Completed

Sales Order → Process Order Linkage

The system must determine the linked Process Order via the existing Z-table maintained by the PCCD (“new IPA”) tool. https://syensqo.atlassian.net/browse/ERP-1022 - Production Confirmation Consumption Dashboard (New IPA) Draft

1. Specification ID Selection & Change Prevention

When the linked Process Order is in REL status:

• No new Spec ID may be selected via the Specification Selection Screen
  (Reference: ERP-622) 

• The existing value in ZZ_SPEC_ID may not be changed.

• Any attempt to assign, replace, or update the specification must be blocked with an error.

• This rule applies even if the specification was previously defaulted.

2. Single Parent Batch Change Restriction

When the linked Process Order is in REL status:

• The Single Parent Batch indicator (ZZ_SINGLEPB) cannot be changed.
  (This includes selecting or deselecting the indicator.)

• Any adjustment must trigger a blocking error message.

3. Confirmed Delivery Date Change Warning

When the linked Process Order is in REL status:

A warning message must be issued when:

• The Confirmed Delivery Date (VBEP-BEDAT) is changed.

This is an informational control and does not block saving.

4. Confirmed Quantity Change Warning

When the linked Process Order is in REL status:

A warning message must be issued when:

• The Confirmed Quantity (VBEP-BMENG) is changed.

This is also informational and does not block saving.

5. Process Order Status Validation Logic

To determine whether restrictions or warnings apply, the system must evaluate the status of the linked Process Order using standard SAP tables.

1. Determine the Linked Process Order

Read the Process Order number from the Z-table maintained by the PCCD (“new IPA”) tool.

2. Retrieve the Process Order Object Number

• Read table AUFK using the Process Order number.

• Extract the Object Number from field: AUFK-OBJNR

3. Read Active Status Records (JEST)

Using AUFK-OBJNR:

• Read table JEST

• Filter for active statuses:

  • JEST-OBJNR = AUFK-OBJNR

  • JEST-INACT = space

• Retrieve status codes from field: JEST-STAT

4. Check for Released (REL) Status

• If any active JEST-STAT value corresponds to the REL (Released) status → Restrictions and warnings apply

• If REL is not present → All field changes remain allowed

5. Optional Status Text Retrieval

If status text is needed for display or logging:

• • Read table TJ02T using the status code from JEST to retrieve the status description.

6. Proposed Error Text:

• Specification changes are not permitted. The linked Process Order is already Released
• Delivery Date / Qty changed. Process Order is Released and may be impacted.

Proposed Technology to Use

SD_SLS_CHECK_BEFORE_SAVE

Data Source Considerations

Not Applicable

Data Validation Considerations

Not Applicable

Custom Tables

Not Applicable

Master Data

Not Applicable

<Include an overview of the table and what it’s used for>

Configuration Table

Not Applicable

Include an overview of the table and what it’s used for

Selection Screen Enhancement

Not Applicable

Processing Logic

The restrictions apply to:

• Sales Order Items

Fields related to specification and production linkage:

• • Specification ID (ZZ_SPEC_ID)

  • Single Parent Batch Indicator (ZZ_SINGLEPB)

  • Confirmed Delivery Date (VBEP-BMENT >0 Read VBEP-ETDAT)

  • Confirmed Quantity (VBEP-BMENG)

Enforced in:

• SAP Fiori – Manage Sales Orders – Version 2 (F3893)

• SAP GUI - VA02 - Order Change

• Sales Orders created or changed via SOAP or API

1. Sales Order Item Processing Status Validation

The restriction applies only when the Sales Order Item Overall Processing Status is not completed.

Field:

VBSTT-GBSTA_BEZ ≠ Completed

Sales Order → Process Order Linkage

The system must determine whether the Sales Order Item is linked to a Process Order.

The Process Order number and Item Number is retrieved from the Z-table maintained by the PCCD (“new IPA”) tool. https://syensqo.atlassian.net/browse/ERP-1022

2. Process Order Status Determination

To determine whether restrictions apply, the system must evaluate the status of the linked Process Order using standard SAP tables.

Step 1 – Determine the Linked Process Order

Read the Process Order number from the Z-table maintained by the PCCD tool. https://syensqo.atlassian.net/browse/ERP-1022

Step 2 – Retrieve Process Order Object Number

Read table: AUFK

Using the Process Order number.

Extract the Object Number: AUFK-OBJNR

Step 3 – Read Active Status Records

Using AUFK-OBJNR, read table: JEST

Filter for active statuses:

• JEST-OBJNR = AUFK-OBJNR

• JEST-INACT = space

Retrieve status codes from: JEST-STAT

Step 4 – Check for Released Status

If any active status corresponds to:

REL (Released)

→ Restrictions and warnings must apply.

If REL is not present:

→ All field changes remain allowed.

Step 5 – Optional Status Text Retrieval

If a status description is required for display or logging:

Read table:

TJ02T

Using the status code from JEST.

  Step 6 -  Specification and Field Restriction Logic

 Sales Order Item being saved:

• A linked Process Order exists

• The Process Order Status = REL

3. Change Restriction

1. Specification ID Selection

When the linked Process Order is in REL status:

• No new Specification ID may be selected via the Specification Selection Screen

Field: ZZ_SPEC_ID

Reference: ERP-622 Sales Order Management User Interface.

The system must prevent:

• Selecting a new Specification

• Replacing an existing Specification

• Updating the existing Specification

If a change is attempted:

→ Prevent Sales Order save
→ Raise blocking error message

2. Single Parent Batch

When the linked Process Order is in REL status:

Field: ZZ_SINGLEPB

Reference: ERP-622 Sales Order Management User Interface.

The system must prevent:

• Selecting the indicator

• Deselecting the indicator

• Changing the indicator value

If a change is attempted:

→ Prevent Sales Order save
→ Raise blocking error message

3. Confirmed Delivery Date

When the linked Process Order is in REL status:

Field: VBEP-BMENT >0 Read VBEP-ETDAT

If the Confirmed Delivery Date is changed:

→ Display a Warning Message

This is informational only and does not block saving.

3. Confirmed Quantity

When the linked Process Order is in REL status:

Field: VBEP-BMENG

If the Confirmed Quantity is changed:

→ Display a Warning Message

This is informational only and does not block saving.

Volumetrics

Expected volumes are low, estimated at no more than 100 transactions per month.

Performance Considerations

No specific performance constraints are anticipated for this enhancement. Transaction volumes are expected to be low, estimated at no more than 100 transactions per month, with minimal concurrent usage.

Error Handling

Blocking Behavior

If the restriction conditions are met and the user attempts to change:

• Specification ID

• Single Parent Batch indicator

The system shall:

• Prevent the Sales Order from being saved

• Display a blocking error message

• Retain the original field value

Suggested Error Messages

• Specification ID cannot be changed. Linked Process Order is Released.
• Single Batch Indicator cannot be changed. Linked Process Order is Released.

Warning Behavior

If the restriction conditions are met and the user attempts to change:

• Confirmed Delivery Date 

• Confirmed Quantity 

The system shall:

• Allow the Sales Order to be saved

• Display a warning message

Suggested Warning Messages

• Confirmed Delivery Date changed. Linked Process Order is Released, production may be impacted.
• Confirmed Quantity changed. Linked Process Order is Released, production may be impacted.

Testing

How to Test

Please provide some guidance and/or test data to help the developer unit test the enhancement. Please include both positive and negative testing (to validate error situations handling). The developer will need to test repeatedly, so where appropriate provide instructions to reverse the actions performed so the test may be run again or explain how to create new input data to the test. The developer will need logons for test users representing the various roles within the approval process.

Test Conditions and Expected Results

Test Considerations/Dependencies

Process Order created and released
Sales order linked to the Process order using the PCCD Tool

Other Information

Development Details

Package

Enhancement Implementation

Other Development Objects

Appendix

Custom Authorization Group Naming Convention

This table is based on the Syensqo development standards document. It provides the naming conventions for authorization groups to associated with custom reports and tables to comply with security requirements.

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log