Changing SAP IDoc Status – When Do You Need to Change the Status?
You correct the SAP IDoc status in the event of technical or content-related errors during data exchange. Typically, IT administrators or SAP keyusers make these changes.
Table of Contents
Function of a status – The status is used to record the situation in which the IDoc is located or which stations it has already passed. This is because IDocs receive different status states during their life cycle, such as “Created”, “Submitted for processing”, “Successfully processed” or “Incorrectly processed”. All these statuses are stored in the SAP table EDID4. A collection of possible states in SAP can be found in the item SAP IDoc Status Overview.
For an overview of the EDI/IDoc operations with the corresponding statuses in an SAP system, we use SAP transaction BD87 here. Here you will get an overview of all incoming and outgoing business documents.
The following article gives you an overview of the topic of status change. The article shows situations where such a change in status is necessary. You will also receive information on how to use the SAP on-board equipment. Are you interested in how you can simplify editing for your users? Then just take a look at our IDocMonitor. It is part of our product HotM. This makes life easier for users and admins who deal with iDoc editing on a daily basis.
Overview of SAP IDoc Operations
The following image shows the IDoc overview from SAP transaction BD87. The transaction is usually not accessible to the SAP user, but rather something for the administrators.
Status Monitor for ALE Messages
Status Monitor for ALE Messages
The status monitor for EDI messages shows that 34 SAP IDocs have status status 02 in the outgoing issue. They are therefore flawed. The associated message reads: “Failed to pass data to port”. An SAP port may be misconfigured (“Port ‘XI_00_010’ does not exist in table of port descriptions”). 1142 operations in the receipt have the status “Application document not posted”, the IDoc status 51. The cause of these errors can be found one level deeper in the detail view. Here, the error in the IDoc detail view can be analyzed in more detail. Corresponding error messages are: “The sales volume. KG is not included in item 000010”, “Partner number 1000 for customer 0000001172 and partner role WE does not exist”.
SAP Status Monitor and Use Cases
SAP Status Monitor for Messages
IDoc Selection
Select the IDoc number in the status monitor
Displaying the IDoc
Display of IDocs for Exit and Input
In this SAP IDoc display, you can see the status records 02, 30, and 01. Under status records, all previous states of the corresponding IDoc are always listed. The last state, in this case 02, is always listed at the top.
There are two scenarios. Repeat SAP IDoc processing or customize content and reprocess SAP-defective IDocs.
Reprocess the SAP scenario
So as soon as the error with the port is fixed, you have to start the processing program again. In other cases, too, all that is necessary is to start the processing routine again. This is the case, for example, if the IDoc is not posted due to a locked application object.
Sap scenario to customize content and process it again
It would be a different matter with status status 51 “Partner number 1000 for customer 0000001172, partner role WE not available”. In this case, the SAP user might want to adjust the IDoc content and start the processing program again. Notes: When editing, the IDoc changes status. When processing IDocs, it receives the status 69 (“IDoc has been edited”). At the same time, a copy of the original IDoc with the status 70 (“Original of an IDoc that has been edited”) is stored in the database. For outgoing operations, the IDoc is assigned a status of 32 (“Idoc has been edited”). A copy of the original IDoc is saved under status 33 (“Original of an IDoc that has been edited”). In the standard version, the processing of the IDoc in status 69 or 32 is then triggered again in transaction BD87. The addition of new segments does not take place directly in the IDoc detail view. To do this, you must use transaction WE19.
So often the goal is to reprocess the IDoc. In these cases, however, you must first set the IDoc to a different state. This must allow reprocessing. Some statuses, such as 20, do not allow direct further processing. Therefore, a change of status to 30 is necessary first. Status 30 means: “IDoc is ready to ship (ALE service)”. For outgoing IDocs, select status 30 for reprocessing. For incoming transactions 64. Attention: Resend IDoc status 03 – these IDocs have already been sent to the EDI subsystem. Before you resend the data, check that the data has not already arrived at the communication partner.
Use the following procedure to process the SAP IDoc status.
SAP Report RC1_IDOC_SET_STATUS
SAP IDoc Change Transaction – Log on to the SAP system and start transaction SA38 or SE38. Then enter RC1_IDOC_SET_STATUS as the program and select Run in the function bar.
Call SAP transaction SA38 and execute RC1_IDOC_SET_STATUS:
Enter Program RC1_IDOC_SET_STATUS in Transaction SE38
Implementing IDoc Status
Enter the desired SAP IDoc number, status and new status. Disable the test flag. Then run the report.
If the number of IDocs implemented does not correspond to the number of IDocs to be implemented, the status of the IDoc cannot be changed. In this case, try again later.
You initiate the processing of the IDoc using the context menu in transaction BD87.
Transaction BD87 – Processing IDocs
You can also use the SAP programs RBDINPUT – Processing Incoming IDocs and RBDOUTPU – Processing Of Outgoing IDocs for Processing.
Deleting IDoc in SAP – Status 68
SAP IDoc Status 68 – Incorrect or “unwanted” IDocs are only physically deleted in exceptions.
Manually Delete – As a rule, you manually transfer these IDocs in SAP to status 68 “Error, no further processing”. You can also set this status status in the IDoc using the above-mentioned report. Or you can work with the “Restrict and Process” function from the context menu. To physically delete IDocs, there is transaction WE11 (Report: RSETESTD).
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