delete org entity SAP S/4HANA Cloud

Former Member · ‎2024 Feb 08

Welcome to another blog related to deletions in SAP S/4HANA Cloud, Public Edition. The focus of this blog would be around the organizational entities which are created during the evaluation/implementation projects in SAP Central Business Configuration for SAP S/4HANA Cloud, Public Edition - 3 system landscape.

Target audience: This is targeted towards first time implementers in SAP S/4HANA Cloud, Public Edition. The content of this blog should be very well known to seasoned SAP consultants, but for those who are starting for the first time in public cloud and very new to SAP Cloud ERP implementations, I hope this would answer some queries.

Disclaimer: The content of this blog is applicable as of today (when this blog is written) with SAP S/4HANA Cloud, Public Edition being on cloud edition 2402. The functionalities are subjected to change as per developments from SAP.

This one will probably be shorter (pun intended) than the previous one in the series where we saw Deletion of Custom Configurations in SAP S/4HANA Cloud, Public Edition.

As we know already after understanding the landscape in SAP S/4HANA Cloud, Public Edition that the org structure creation is done in the SAP Central Business Configuration via the app - Set Up Organizational Structure and not directly in SAP S/4HANA Cloud, Public Edition tenants as it used to be done in SAP ECC or SAP S/4HANA On Premise/ SAP S/4HANA Cloud Private Edition in the IMG.

Hence if the entities are created in the SAP Central Business Configuration - Set Up Organizational Structure app, the inquiry around the deletion context should also be from the SAP SAP Central Business Configuration - Set Up Organizational Structure app and not SAP S/4HANA Cloud, Public Edition systems.

If you want to know more about how to work with the Set Up Organizational Structure app, please refer to the blogpost - Guided Framework for Simplified Organizational Structure Set up in CBC for SAP S/4HANA Cloud by our expert @Sahil_Grover .

Just a preview of the SAP Central Business Configuration - Set Up Organizational Structure app:

Now one thing to note here is that depending on the project type (Evaluation/Implementation) and your exact milestone during the project phase, the org entities deletion might have different implications in your project. For instance you might be working in the milestone - Scope and Organizational Structure, where you Define Scope (country & bundle-scope selections), Assign Deployment Targets (the dedicated system tenant where the selected scope, countries, org entities and configurations are going to be deployed - currently SAP S/4HANA Cloud tenants), Confirm Scoping completed, Specify Primary Finance Settings (fiscal year variant & group currency), Set Up Organizational Structure and finally Confirm Scope & Org structure is completed or you might be working in under the milestone Product Specific Configurations, where you perform configuration activities.

Usually if you are already in the phases, Product Specific Configurations this would mean that you have already created all the organizational entities in the previous phase - Scope and Organizational Structure
and the entries are already confirmed.

Now let's jump straight into the main context of this blog - Deletion of organizational entities in SAP S/4HANA Cloud, Public Edition.

We will look at it with below two scenarios where we see which phase we are currently in:

Scenario 1 -> Phase : Scope and Organizational Structure (Applicable for all org entities - Company Code, Plant, Division, Sales Org, Services structure etc.)

Possibility 1: If the organizational entities are only created but not confirmed. GOOD NEWS! As you know in the Set Up Organizational Structure, you have to first create the org entities and then confirm them.
Units to Create and Units to Confirm indicators: these two indicators show the number of organizational units you need to create and confirm. You can choose them to see the detailed list of organizational units to be created or confirmed.
When there are mandatory organizational units to be created, the Units to Create indicator is red, the Units to Confirm indicator is grayed out, as well as the Confirm button and the Complete Activity button. After all mandatory organizational units are created, the Units to Create indicator turns green and the Units to Confirm indicator turns red, with the number of organizational units needed to be confirmed, and you can proceed to confirm your organizational structure with the Confirm button.
- You can delete the organizational entities if they are just created but not yet confirmed
- For Example: I created a Plant (101P - Test Plant for Deletion) under the Company Code 1010 for country DE (Germany) but not yet confirmed. I can see that in the Confirmation Status column in the List View in the app - Set Up Organizational Structure that the plant in question is 'Not Confirmed' and it gives me an option to delete this on clicking the org entity
  
  Click on 'Delete' >> Click 'Confirm' and its deleted. No impact on the content and you won't see that entry anymore in the org structure.
  
  Post deletion:
  
  You can check the deletion in the Change Logs of the CBC:
Possibility 2: If the organizational entities are created as well as confirmed.
- If you have already created and confirmed the org entity after creation. This means you cannot delete the org entity anymore. As you see in the below screenshot, any org entities (standard-pre delivered or custom created) which are already confirmed do not have an option to be deleted.
- Now what to do in such cases? - As in many situations if an org entity is created, confirmed it would imply that the org entry is activated in multiple tables which are used for different business processes and executions. Also this would mean that these entries will appear in multiple end user business processes execution which can be troubling or irritating at times. Hence it is important again to only create those entries in the organizational structure which are absolutely confirmed with alignment to customer business and the workshops you have conducted with end users & business owners.
  In such scenarios one can rename the org entity by appending 'DO_NOT_USE' or 'DO NOT USE' or something which represents non-usage of the org entity to the business users and again reconfirm. Please NOTE: You cannot change the ID but just the name/description of the entities.
  This is also explained in one of the KBAs - 2857282 - Organizational Structure Entity deletion.
  
  Tracking changes related to Name/Description -
  The changes in the name description gets captured in the BC staging from SAP CBC into the SAP S/4HANA Cloud Deployment Target after the milestones are completed in the Scope and Organizational Structure phase.
  - Check the tab' Deployment Targets' >> Look as per the date in the Deployment History area for the deployment ID relevant to the Date and Time of the change. In my case:
  
  Click on the Deployment ID >> This will take the control to the app Maintain Business Staging Configurations.
  
  Here you can find the details related to the changes, activities, customizing transports etc. (in this case I changed the storage location name to DO NOT USE)
  
  You can use this for reference for transport movements as per your project plans.
  
  - You can also navigate to the actual configuration activity to check if the change is reflected in the Deployment Target or not
  
  NOTE: In future deletion options might be possible but this is subjected as per SAPs Product development roadmap.

Scenario 2 -> Phase : Product Specific Configurations (Applicable for all org entities - Company Code, Plant, Division, Sales Org, Services structure etc.)

If you are in the Product Specific Configuration phase in the SAP CBC, as mentioned earlier it would mean that almost all the org entities should have been confirmed. In this case, one must 'Initiate Change' on the SAP CBC and once you are back in Scope and Organizational Structure, you can follow the Scenario 1 mentioned above. This is required because you can only be into Edit mode once you are back into the Scope and Organizational Structure phase. Both the possibilities can still be applicable as explained above in the Scenario 1.

So now we have seen scenarios with regards to phase based deletion cases around org entities in SAP S/4HANA Cloud, Public Edition. This would be applicable even after the customers are gone-live with their respective implementations and also for further roll outs and inclusions in the customer scope.

With that said let's come towards the conclusion:

Organizational entity deletion in SAP S/4HANA Cloud, Public Edition is different than SAP ECC, SAP S/4HANA On premise or SAP S/4HANA Cloud, Private Edition
You cannot delete the organizational entities once they are confirmed from the SAP Central Business Configurations
It is absolutely important to conduct the Organizational Structure - Fit to Standard Workshop in the Explore phase. Please refer - Organizational Structure - Conduct Workshop

Please refer to below KBAs for more information -

Hope this helps answer some questions around the deletion of org entities.

Thanks,
Saumi

Deletion of Organizational entities in SAP S/4HANA Cloud, Public Edition

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