How-toSAP S/4HANA and ECCQuality Management (QM) / User Status Profiles

How to Create a Status Profile in SAP QM (BS02)

Question
how to create status profile in sap qm

Also searched as

  • sap bs02 status profile
  • user status profile inspection lot sap
  • status profile quality notification sap

Short answer

A user status profile adds your own statuses to QM objects such as quality notifications, tasks and inspection lots. Create it in BS02, choose the object types, define statuses with numbers and an initial status, set which business transactions each status allows or forbids, and then assign the profile in the QM IMG for the object type.

Applies to: SAP ECC 6.0 and SAP S/4HANA on-premise with QM

Create and assign a status profile

  1. 1Run BS02 (Maintain Status Profile). Choose Create and enter a profile name, a short text and the maintenance language.
  2. 2Select the object types the profile applies to, such as Quality notification header, Notification task or Inspection lot.
  3. 3Define the statuses: a status key, description, and a status number if you want a sequence. Mark the initial status.
  4. 4For each status, set the lowest and highest status number allowed next if you want to control the order of status changes.
  5. 5In Business Transaction Control, set which transactions each status allows, warns on or forbids, such as 'Complete' or 'Usage decision'.
  6. 6Save to a customizing request.
  7. 7Assign the profile in SPRO: for notifications, in the notification type; for tasks, in the notification type's task status profile; for inspection lots, in the Quality Inspection customizing under inspection lot creation.

System status versus user status

SAP sets system statuses automatically, such as created, released or UD made. User statuses are your own, such as 'Awaiting supplier response' or 'Approved by engineering'. They sit alongside the system status, and both are visible in the object.

The advantage of user statuses is that they can control the business flow. A status can forbid the usage decision until a particular approval status is set, for instance.

Use them sparingly. Every status adds training and test effort, and a long profile is rarely followed.

Status numbers and transaction control

Status numbers set a sequence. With a number set, a user can move from status 10 to 20 but not skip to 40 if the lowest and highest rules say so. If you do not need a sequence, leave numbers empty and let users set any status.

Business transaction control is where the status gets teeth. For each status, a business transaction such as 'Notification completion' is set to Allowed, Warning or Forbidden. This is how you implement 'the notification cannot be completed until the corrective action is verified'.

Authorization codes can restrict who may set a status. You define the authorization code in the profile and then grant it in a role. This is a good fit for approvals.

BS02    Maintain status profile
BS03    Display status profile
QM01    Create quality notification
SPRO > Quality Management > Quality Notifications > Notification Creation > Notification Types

Assignment and testing

For notifications, the status profile is assigned on the notification type and a separate one can be set for tasks. Existing notifications created before the assignment do not get the new statuses automatically, so create a test notification.

For inspection lots, the user status profile is assigned through the inspection lot customizing. The exact node depends on your release, so search the IMG for 'status profile' under Quality Inspection if you cannot find it.

Always test the full path: create the object, change status in the allowed order, then try a forbidden transaction and confirm the error message. Document the profile so support knows what each status means.

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Common pitfalls

  • !Creating a profile but never assigning it in the notification type or inspection customizing.
  • !Defining many statuses with no business transaction control, so the statuses are only labels.
  • !Forgetting that existing objects do not pick up a newly assigned profile.
  • !Changing statuses in production without a transport, so development and production differ.
  • !Leaving the initial status unset, so new objects have no user status.

How an ERP-grounded AI assistant handles this

Status profiles often grow until nobody remembers why a transaction is forbidden. A grounded assistant can read the profile, list the statuses and the transactions each blocks, and explain to a quality engineer why a notification cannot be closed. Netray can run the assistant on your own servers so the explanation draws on live configuration without exposing it to an outside service.

See ERPray

Frequently asked questions

What is the tcode for a status profile in SAP?

BS02 creates and changes user status profiles, and BS03 displays them. The profile is then assigned in customizing for each object type.

Can a user status block a usage decision?

Yes, if the status profile applies to the inspection lot and the business transaction for the usage decision is set to Forbidden in the status. The user must reach an allowed status first.

What is the difference between a status profile and a status?

The profile is the container with the list of user statuses for an object type. Each status in it is one value an object can have, with its own rules about what is allowed.

Do I need a transport for a status profile?

Yes. BS02 saves to a customizing request and you transport it like any other configuration. Remember to transport the assignment in the QM IMG as well.

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