Change SAP IDoc Status – When do you need to change the status?

You correct the SAP IDoc status in case of technical or content errors during data exchange. Typically, IT administrators or SAP key users make these changes. Status Function – The status documents the situation in which the IDoc is located or which stations it has already passed through. Because IDocs receive different status states during their lifecycle, such as Created, Passed for Processing, Successfully Processed, or Failed. All these statuses are stored in SAP table EDID4. A collection of possible states in SAP can be found in the article SAP IDoc Status Overview.

For an overview of the EDI/IDoc operations and the associated statuses in an SAP system, we use SAP transaction BD87 here. Here you get an overview of all incoming and outgoing business documents.

The following article gives you an overview of the status change topic. It shows situations where a status change is necessary. You will also receive information about how to carry them out with SAP on-board funds. Are you interested in how you can simplify editing for your users? Then just take a look at our IDOC monitor. It is part of our HotM product. It 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

SAP IDoc Status Change Status Monitor for ALE Messages Screenshot

Status monitor for ALE messages

The status monitor for EDI messages shows that 34 SAP IDocs in the output have the status state 02. They are therefore flawed. The associated message reads, “Failed to transfer data to port.” An SAP port may be incorrectly configured (“Port XI_00_010” does not exist in the table of port descriptions). 1142 Operations in the Inbox have the state “Application document not posted”, the IDoc status 51. The cause of these errors can be found a level deeper in the detail view. Here you can analyze the error in the IDoc detail view in more detail. Corresponding error messages are “The sales quantity. KG is not provided 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

SAP IDoc Status Change Selection IDocs Screenshot

Select the IDoc number in the status monitor

Display of the IDoc

CHANGE SAP IDoc Status - Status Monitor IDoc Detail Display Screenshot

Display of IDocs for output and input

In this display of SAP IDoc 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 at the top.

There are two scenarios. Repeat SAP IDoc processing or adjust content and reprocess SAP faulty IDocs.

Process SAP Scenario again

So once the bug with the port is fixed, you need to restart the processing program. In other cases, too, only the processing routine is required to start again. This is the case, for example, if the IDoc is not posted due to a locked application object.

SAP Scenario Adjust ing content and process it again

Something else would be it with status status 51″Partner number 1000 for customer 0000001172, partner role WE does not exist”. In this case, the SAP user might want to adjust the IDoc content and start the processing program again. Notes: Editing changes the Status of the IDoc. For incoming IDocs, it is given a status of 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 in a state of 32 (“Idoc has been edited”). A copy of the original IDoc is backed up under the status 33 (“Original of an IDoc that has been edited”). Processing of the IDoc in state 69 or 32 is then restarted in transaction BD87 in the default. Adding new segments is not done 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. The latter must allow reprocessing. Some states, such as 20, do not allow direct processing. Therefore, a change of status to 30 is required first. Status 30 means: “IDoc is ready for shipment (ALE service)”. For outgoing IDocs, select 30 for reprocessing. For incoming operations 64. Attention: Resend IDoc status 03 – these IDocs have already been sent to the EDI subsystem. Before you resend the data, check whether the data has not already arrived at the communication partner.

Use the following procedure to edit the SAP IDoc status.

SAP Report RC1_IDOC_SET_STATUS

SAP IDoc Change Transaction – Log in 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

SAP IDoc Status Change Report RC1 Screenshot

Enter program RC1_IDOC_SET_STATUS in transaction SE38

SAP IDoc Status Change Report Implement Screenshot

Implementing IDoc Status

Enter the desired SAP IDOC number, status and new status. Turn off the test flag. You then run the report.

If the number of implemented IDocs does not correspond to the number of IDocs to be implemented, the status of the IDoc cannot be changed. In this case, try again at a later time.

You can initiate the processing of the IDoc via the context menu in transaction BD87.

SAP IDoc Status Change BD87 and Process Screenshot

Transaction BD87 – Processing IDocs

You can also use the SAP programs RBDINPUT – Processing incoming IDocs and RBDOUTPU – Processing of outgoing IDocs for processing.


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Delete IDoc in SAP – status 68

SAP IDoc Status 68 – Incorrect or “unwanted” IDocs are physically deleted only in exceptions. Manually Delete – As a rule, you manually transfer these IDocs in SAP to the status 68 “Error, no further processing”. You also set this status state in the IDoc via the above report. Or you can work with the “Restrict and Process” function from the context menu. For the physical deletion of IDocs there is transaction WE11 (Report: RSETESTD).

Would you like to learn more about data exchange SAP ERP with SAP System and NON SAP systems? Or are you interested in the mes SAP IDoc Monitor or our products, solutions, SAP consulting and support? You can also visit the other posts on our website. Or just talk to us. We look forward to seeing you.