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 (PRs) and Purchase Orders (POs) 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
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.
Table of Contents
Version Management Overview ......................................................................................................................... 3 1. Version Management configuration for PRs and POs .................................................................................. 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
We need to activate version management for the combination of document type and document category. The changes made in PRs 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.
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.
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.,)
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.
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.
The reason for change is Mandatory entry. Hence we have entered the reason for change as 03 (Other changes).
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)
3.2. Message output for PO (Version-0) Message is not outputted right now
The reason for change is Mandatory entry. Hence we have entered the reason for change as 02 (Addl. Qty Request).
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.
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
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