Introduction
Service transactions, such as service orders, service contracts, service quotations, or solution quotations, can have a life cycle status Rejected at header and item levels. To set this status, the system requires a rejection reason. Until now, the central rejection reason Customizing, which is also used in Sales, was valid across all service transactions. That means that if a rejection reason was needed in a service quotation, it also showed up in all other service transactions.
With SAP S/4 Cloud Private Edition 2025, it is possible to customize rejection reasons specific to the transaction type and even the sales organization. Rejection reasons themselves can be clustered in rejection profiles that can then be assigned to transaction types under specific sales organizations.
If the new functionality is not set up, the service transaction logic works as before. All rejection reasons maintained in the Customizing activity Define Rejection Reasons are available in all service transactions.
Customizing
The definition of transaction-specific rejection reasons can be found in Customizing for Service under Transactions→Basic Settings→Settings for Service Transactions→Settings for Rejection Reasons for Service Transactions.
- Define Rejection Reasons: Maintain system-wide rejection reasons used.
- Assign Rejection Reasons to Rejection Profiles: Assign system-wide rejection reasons to a profile for reuse.
- Assign Rejection Profile to Service Transactions: Assign the profile to the transaction type and sales organization which should use the rejection reasons assigned to the profile.
Define Rejection Reasons: You can see an overview of all rejection reasons used in the system.
Assign Rejection Reasons to Rejection Profiles: Here, several rejection profiles are created with different rejection reasons assigned in the view in Customizing.
Assign Rejection Profile to Service Transactions: Here, sales organization 1710 shares the same rejection profile TEST with the service quotation, service contract, and service order. In sales organization 1010 however, the service contract and the service quotation have different rejection profiles. For the service order in sales organization 1010, there is no entry.
Process Example
If you create a service order in sales organization 1710 with sold-to party 17100001, the respective rejection reasons, which are configured under rejection profile TEST, are shown. The same is true for the service contract in sales organization 1710.
If you create a service contract in company code 1010 with customer 10100001, the rejection reasons, which are configured in rejection profile SQ_PROFI, are shown.
After the upgrade to SAP S/4 Cloud Private Edition 2025, for all service transactions no rejection profile is assigned. All service transactions still use all (system-wide) available rejection reasons coming from the configuration activity Define Rejection Reasons as was the case before the upgrade. This ensures backward compatibility and makes the use of the transaction-specific rejection reasons a conscious choice. The example shown above is a service order in sales organization 1010.
Summary
- With SAP S/4 Cloud Private Edition 2025, it is possible to customize rejection reasons specific to the transaction type and even the sales organization.
- Rejection reasons themselves can be clustered in rejection profiles that can then be assigned to transaction types under specific sales organizations.
- If the new functionality is not set up, the service transaction logic works as before. All rejection reasons maintained in the Customizing activity Define Rejection Reasons are available in all service transactions.
- There are three related Customizing transactions/options available: Define Rejection Reasons, Assign Rejection Reasons to Rejection Profiles, and Assign Rejection Profile to Service Transactions.