Version Management in Purchase Requisitions and Purchase Orders Applies to: SAP ECC6.0 Version. For more information, visit the Supply Chain Management homepage. Summary This article will be helpful to the consultants in procurement area. It explains step by step procedure of configuring version management in Purchase Requisitions (PR s) and Purchase Orders (PO s) with business scenario examples in simple and easy to understandable way. Any suggestions and improvements towards this document will be always welcome. Author: Baskar.N Company: L&T Infotech Created on: 14 March 2011 Author Bio Baskar.N, a SAP certified Procurement consultant has total 9 years of experience out of which more than 3 years experience in SAP consulting of procure to pay (P2P) process. He has worked in various areas like boiler engineering, valve engineering and process quality as a part of domain experience. He is a certified BSCM consultant by APICS organization and also acquired Green Belt in Six Sigma process. 2011 SAP AG 1
Table of Contents Version Management Overview... 3 1. Version Management configuration for PR s and PO s... 3 1.1. Set up Version Management for Purchase Requisitions... 3 1.2. Set up Version Management for External Purchasing Documents... 4 1.3. Define Reasons for Change... 5 1.4. Set up Change Displays... 6 1.5. Version-Relevant Fields of Purchase Requisitions... 6 2. Creation of Purchase Requisition with version Business scenario... 7 2.1. Creation of PR... 7 2.2. Significance of Version Completion Indicator... 9 3. Creation of Purchase Order with version Business scenario... 10 3.1. Creation of PO (Version-0)... 10 3.2. Message output for PO (Version-0)... 10 3.3. Amendment of PO (Version-1)... 12 3.4. Message output for PO (Version-1)... 13 Related Content... 15 Disclaimer and Liability Notice... 16 2011 SAP AG 2
Version Management Overview In the procurement function, we need to work with internal documents and legal documents like Purchase Requisition, Purchase order, Invoice etc., Here we need a process to track any changes done to these documents. Version management plays a significant role in tracking the changes in purchasing documents. Also this tracking is essential for audit requirements. Version Management in PR or PO groups a set of changes against version number and provides the user with an overview of the various changes that may have been made in the course of time. In this article we can understand how to setup version Management in SAP for PR s and PO s 1. Version Management configuration for PR s and PO s 1.1. Set up Version Management for Purchase Requisitions Choose SPRO> Materials Management> Purchasing> Version Management. In this step, we will set up version management for purchase requisitions. We need to activate version management for the combination of document type and document category. The changes made in PR s will get managed in version, only if this tick mark is set. We can set control data and field selection for versions against the combination of document type and document category. For certain fields like Reason, Short text, Requester, External Number, Posting Date, we can specify which properties we need to have: mandatory entry, optional entry, display only or suppressed as per our Client requirements. 2011 SAP AG 3
1.2. Set up Version Management for External Purchasing Documents In this step, we will set up the version management for external purchasing documents. We need to activate version management for the combination of purchasing organization, document category, and document type. The changes to an external purchasing document are managed in versions only if the version management is active. 2011 SAP AG 4
We can set control data and field selection for versions against the combination of purchasing organization, document category, and document type. For certain fields like Reason, Short text, Requester, External Number, Posting Date, we can specify which properties we need to have: mandatory entry, optional entry, display only or suppressed as per our Client requirements. 1.3. Define Reasons for Change In this step, we can define the reasons for changes to purchasing requisitions and external purchasing documents (e.g. Additional Qty required, Price amendment, payment term revision etc.,) 2011 SAP AG 5
1.4. Set up Change Displays In this step, we can specify whether a certain field is to be displayed or not. 1.5. Version-Relevant Fields of Purchase Requisitions In this step we need to specify whether the changes related to a field will be considered for triggering a new version. 2011 SAP AG 6
2. Creation of Purchase Requisition with version Business scenario 2.1. Creation of PR In this step, PR is created with reference to Doc type NB. The PR # generated is 10000022. Here version 0 is automatically created with status: Completed. The purchase Group and MRP controller assigned to this PR is 250 and GK1 respectively. Next version will trigger only if the purchase group (EBAN-EKGRP) or Requisitioner (EBAN-AFNAM) is changed. Here the MRP controller is changed from GK1 to RE1. So no message is issued during check. 2011 SAP AG 7
Now the Purchase group is changed from 250 to 851. Next version is triggered due to this purchase Group change. The reason for change is Mandatory entry. Hence we have entered the reason for change as 03 (Other changes). 2011 SAP AG 8
2.2. Significance of Version Completion Indicator This indicates whether or not a version has been completed. Select this indicator if the desired changes have been completed. Only if this indicator has been selected for the current version, a purchase requisition be converted into a PO. Change documents are always assigned to the current version, even if the Completed indicator has been selected. This is done until such time as a new version is created. Now we will try to create a PO with reference to this PR 10000022, provided the condition of version completion indicator is not set in PR. We got the below error message You have attempted to create or process a follow-on document to purchase requisition, item, with the processing state 01(Version in Process). This is not possible. The current version of PR must have been completed Hence we set the version completion indicator for final version (1) 2011 SAP AG 9
3. Creation of Purchase Order with version Business scenario 3.1. Creation of PO (Version-0) Now we will try to create a PO with reference to this PR 10000022, provided the condition of version completion indicator is set in PR. Standard PO 4500000003 is created successfully. 3.2. Message output for PO (Version-0) Message is not outputted right now So let us try outputting message using transaction ME9F 2011 SAP AG 10
Message for version 0 is successfully outputted at 21:35:12 on 12-Mar-2011 2011 SAP AG 11
3.3. Amendment of PO (Version-1) PO Quantity is increased from 5 pcs to 10 pcs Next version is triggered due to this Quantity change The reason for change is Mandatory entry. Hence we have entered the reason for change as 02 (Addl. Qty Request). 2011 SAP AG 12
3.4. Message output for PO (Version-1) Message is not outputted right now So let us try outputting message using transaction ME9F, with processing status Blank We get no message generated for version-1. The reason is version completion indicator is not set in PO for this version. Note: Any changes to the PO will be saved against the current version in PO till the version completion indicator is set. Output message will be generated for PO, only if the version completion indicator is set. 2011 SAP AG 13
Now the version completion indicator is set for version-1 and the PO is saved. When we try transaction ME9F, we got the output message generated for version-1 Message for version 1 is successfully outputted at 21:51:55 on 12-Mar-2011 2011 SAP AG 14
Related Content http://forums.sdn.sap.com/thread.jspa?threadid=1121301 http://forums.sdn.sap.com/thread.jspa?threadid=1710992 http://forums.sdn.sap.com/thread.jspa?threadid=1248251 http://forums.sdn.sap.com/thread.jspa?threadid=1538508 FAQ in Version management For more information, visit the Supply Chain Management homepage 2011 SAP AG 15
Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document. 2011 SAP AG 16