High- Level Specification

Functional Overview

Business Requirement

For sales order items that are Spec-based assigned to the Composite Sales Organization, specifications must remain fixed once production has started.
After the related Process Order is released, no changes to the specification fields in the sales order may be permitted.

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

The business requires a system-controlled restriction that prevents users from modifying specification fields at the sales order item level after the process order reaches Released (REL) status.

Scope and Objectives

Scope and Objectives

This WRICEF covers a system validation enhancement in Fiori App: Manage Sales Orders – Version 2 (F3893) 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

• Display an error message and block the save action

• Apply this rule only to:

  • Sales orders under the Composite Sales Organization

• Ensure no impact to:

  • Other Sales Organizations

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

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.

• Standard SAP allows editing of sales order data even after the associated production order is released.

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• High operational risk remains that outdated or incorrect specifications could be used once production has already started.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

• 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 Specification Fields Are Blocked

• The enhancement restricts changes only to the designated specification Z-fields.

• All other sales order fields remain editable unless governed by other existing business rules.

4. Fiori App “Manage Sales Orders – Version 2 (F3893)” Is the Primary UI

• It is assumed that users perform sales order changes exclusively in F3893.

• Changes made via VA02 or other interfaces are considered out of scope.

5. Error Message Will Prevent Saving

• It is assumed that raising an error message (not warning or soft-stop popup) is the correct system response.

• The error must block saving of the sales order.

6. Applicable Only to Open Sales Orders

• The enhancement applies only to sales orders that are still open and within the allowed change window.

• 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

The Creation and Maintenance of Speficications at line item level:  https://syensqo.atlassian.net/browse/ERP-264

The Creation and Maintenance of Speficications at line item level: https://syensqo.atlassian.net/browse/ERP-265

Security, Integrity and Controls

The enhancement will follow the SAP standard security and authorization framework.
The authorization to maintain these 2 fields should be included in the Customer Representative Role as part of the Manage Sales Orders v2  - F3893.

Configuration Requirements

Not Applicable

Language Requirements

Not Applicable

Special Requirements

Not Applicable

Design Rationale

Functional Requirements

1. Specification Field Change Restriction

The system must prevent users from modifying any specification-related Z-fields at sales order item level once the associated Process Order has reached Released (REL) status.

Restrictions apply to the specification fields stored on the Additional Data B tab at item level.

Validation must execute during sales order change in:

• Manage Sales Orders v2 (F3893) – primary UI

• All non-specification fields remain editable unless governed by other business rules.

Sales Order Item Status Check

Specification changes must only be restricted when:

• Sales order item Overall Processing Status

  • Field: VBSTT-GBSTA_BEZ

  • ≠ Completed

"No Spec Req" Indicator Check

The restriction must apply only when:

• The “No Spec Req” indicator is not selected.

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.

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 (ERP-148).

   • The existing value in ZZ_SPEC_ID may not be changed to any different value.

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

   This rule applies even if the specification was previously defaulted.

1. Process Order Status Validation

When a user attempts to change a specification Z-field, the system must determine the status of the linked Process Order using standard SAP tables:

1. 1. Get the Object Number of the Process Order

      • Read table AUFK using the Process Order number.

      • Retrieve the Object ID from field:

        • AUFK-OBJNR

   2. Read Active Status Records in JEST and Find the Status Code

      • Use AUFK-OBJNR to read table JEST (Individual Object Status).

      • Filter records where:

        • JEST-OBJNR = AUFK-OBJNR

        • JEST-INACT = space (only active statuses).

      • Find the status of the order in field JEST-STAT.

   3. Check for Released (REL) Status

      • The enhancement must verify whether any active JEST-STAT value corresponds to system status REL (Released).

      • If REL is present → restriction applies.

      • If REL is not present → specification changes remain allowed.

      • Status Text (Optional)

        • If status text is needed for logs or display, it can be retrieved from table TJ02T

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.

Proposed Error Text:
“Specification changes are not permitted. The linked Process Order is already Released

Proposed Technology to Use

Typically, an enhancement will be based on an existing SAP BADI / user exit. If this is the case, please provide the proposed details of the BADI / user exit.

Data Source Considerations

Include an overview of the source. Can be deleted if not needed.

Data Validation Considerations

Include an overview of the data validation requirement. Can be deleted if not needed.

Custom Tables

If any custom configuration tables are required, which will be read by the enhancement logic, then specify them here. Can be deleted if not needed.

Master Data

<Title Custom Table 1>

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

Configuration Table

Title Configuration Table 1

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

Selection Screen Enhancement

This section will give the details on the selection screen parameters, parameter type and whether it’s obligatory or not. This section can be used to define the Import Export parameters for Function Module or User Exit or Screens. Can be deleted if not needed.

Processing Logic

This section defines the detailed step-by-step logic implemented within the BAdI/User Exit to process the data received from the standard SAP program and database retrieval. It explains the operations performed on the data, the expected outcomes in different scenarios and how the system should behave in response to specific conditions.

Volumetrics

Provide volumetrics details: Initial load volumes, Number of Records, Expected Frequency, Expected Long term Growth)

Performance Considerations

Specify if there are any specific performance factors that need to be taken into consideration during development i.e. enhancement must be able to be executed by 10 users at the same time, etc.

Error Handling

Detail how errors will be handled: Notification, Restart/ Recovery and Re-Processing Procedures

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

List any considerations essential for application test planning (e.g., test this before ABC along with DEF separate from GHI). If the development encompasses a user interface, explain how to test it. List any insights as to how this component could be tested the most efficiently.

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