Version Management in Purchase Requisitions and Purchase ......Version Management in Purchase...

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SAP COMMUNITY NETWORK SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com © 2011 SAP AG 1 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.

Transcript of Version Management in Purchase Requisitions and Purchase ......Version Management in Purchase...

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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.

Version Management in Purchase Requisitions and Purchase Orders

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© 2011 SAP AG 2

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

Version Management in Purchase Requisitions and Purchase Orders

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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.

Version Management in Purchase Requisitions and Purchase Orders

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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.

Version Management in Purchase Requisitions and Purchase Orders

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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.,)

Version Management in Purchase Requisitions and Purchase Orders

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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.

Version Management in Purchase Requisitions and Purchase Orders

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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.

Version Management in Purchase Requisitions and Purchase Orders

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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).

Version Management in Purchase Requisitions and Purchase Orders

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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)

Version Management in Purchase Requisitions and Purchase Orders

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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

Version Management in Purchase Requisitions and Purchase Orders

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Message for version 0 is successfully outputted at 21:35:12 on 12-Mar-2011

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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).

Version Management in Purchase Requisitions and Purchase Orders

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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.

Version Management in Purchase Requisitions and Purchase Orders

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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

Version Management in Purchase Requisitions and Purchase Orders

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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

Version Management in Purchase Requisitions and Purchase Orders

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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.