Document on Version Management
Rakesh Singh Chauhan is an employee of Infosys Limited. He has total experience of 11 years in the area of SAP-SD, Internet Sales, SAP-VMS, fit-gap assessment etc. He is PMP certified and at present shouldering the responsibility of Project Manager for an Automotive Giant. Dinakar Hindupur is now an employee of Infosys Limited. He has total 8.3 years of experience out of which near about 6.3 years experience in the area of SAP consulting in procure to pay and order to cash process. As a part of Domain experience he has worked in procurement department in a manufacturing firm for 2 years.
Table of Contents
Importance of Version Management: 3
Integration of Version Management: 4
Customizing of Version Management for Purchase Requisition: 5
Customizing of Version Management for Purchase Order: 6
Defining the Reasons for change in version: 7
How version management works in PR and PO: 8
Related Content 11
Disclaimer and Liability Notice: 12
Importance of Version Management:
The Version Management facility enables you to generate and manage versions of purchase requisitions and external purchasing documents such as PO’s. This is particularly used for transactions extending over a longer period of time (for example, in the procurement of capital goods),you may need to differentiate between various versions of the purchasing document.
A version indicates the revision level of a document and provides the user with an overview of the various changes that may have been made in the course of time.
Integration of Version Management:
Version Management can be used with purchase requisitions (ME51N, ME52N and ME53N only), RFQs, purchase orders, contracts, and scheduling agreements. We are limiting the version management settings for Purchase requisitions and purchase orders in the article.
Important points to remember:
1) It is not possible to create different versions of quotations or scheduling agreement delivery schedules.
2) The system does not generate versions for requisitions created by MRP Material Requirements Planning.
Only if such a requisition is changed through transaction (ME52N) does the system generate a version. It cannot then be changed again through requirements planning.
Customizing of Version Management for Purchase Requisition:
SPRO Path: Materials Management->Purchasing->Versions->setup version management for purchase requistion.
You can create versions based on PR document type (NB).
First the Version active should box should be checked which will activeate the version manaement for PR document. If you have selected this indicator, version ‘0’, which is generated automatically when a purchase requisition or external purchasing document is created, is automatically flagged by the system as completed. From fields selection we can select which field need to be optional, mandatory for version.
Customizing of Version Management for Purchase Order:
SPRO Path: Materials Management->Purchasing->Versions->setup version management for external purchasing documents.
Here too its in the similar way as purchase requisition. The version management is active for document type NB for purchase organisation 1000.
Defining the Reasons for change in version:
SPRO Path: Materials Management->Purchasing->Versions->Define reasons for change.
The reason for change can also be defined in customizing which could be entered in PR or PO document.
How version management works in PR and PO:
Transaction ME51N for PR creation:
During initial creation of the PR the version 0 will automatically appear based on custimizing. Save the PR. The PR number 4400000033 gets generated.
Now go to transaction ME52N for the same PR number and change the quantity of PR from 100 to 200. A different version 1 appears.
The status is RED as the reason for rejection is configured as Mandatory so once this is entered the document will be complete.
Put the reason for version change “Z2- Change in quantity” and click on completed. This shows this version is complete. So now the PR document is complete with all the version change it underwent.
Transaction ME21N for PO creation:
The version management in PO also works in similar manner as PR.
The PO 4500016252 is created with initial version 0.
Go to ME22N transaction and make changes to PO price from 1 to 30 EUR. A different version gets generated “version 1”.
Put the reason for version change “Z1- Change in price” and click on completed. This shows this version is complete. So now the PO document is complete with all the version change it underwent.