Define your own sequence for Text in Purchasing document.

Business Requirement:

There are two types of text which are used in purchasing document. Header Text and Item Text.

There is a sequence of these texts which is defaulted by SAP. As like as

Now if business requirement will be to change the sequence the text, like as they want to see the Material PO text in first column, then Item text and then rest of all.

So we need to change the sequence like that

Material PO text

Item text

Info record PO text

Delivery text

Info record note.

Configurations:

As per business requirement, we have to replace the Material PO text in first position and then we have to place the Item text and then Info record PO text.

We can do this for every purchasing document, Now as per your requirement, you have to to the path (here I am giving the example for Purchase Order)

Go to the path SPRO-IMG-Materials Management-Purchasing-Purchase Order-Texts for Purchase Orders

Here as per your business requirement you have to choose Header text or Item text (here I am giving example of item text).

Execute the 3rd option: Define Text Types for Item Texts. After executing, you can see the sequence number for these all texts

Here we have to change the sequence number as per our business requirement. We have to change it like that

01 – Material PO text

02 – Item text

03 – Info Record PO text.

We can leave the rest two texts. Because the rest two texts are as it is with compare our business requirement. We have to just play with these 3 sequences.

As we can see the sequence no for Material PO text is 03 and we have to change this as 01, but we can also see the 01 is already exist for Item text. So we have to delete the 01-Item text sequence. But before delete the sequence, we have to note all the impact for sequence 01- Item text.

Go to path SPRO-IMG-Materials Management-Purchasing-Purchase Order-Texts for Purchase Orders-Define Copying Rules for Item Texts

Select the Item text and double click on the Text Linkage.

Here you can find the all text linkage for the item text. You can a screen shot for that or you can note it down in a paper.

Then again go to the path SPRO-IMG-Materials Management-Purchasing-Purchase Order-Texts for Purchase Orders-Define Text Types for Item Texts

Now delete the sequence 01- Item text. Select 01-Item Text and press Delete.

After deleting successfully save your entry.

(Note: Here, you can see a message as “Do not make any changes (SAP entry)”, This message is showing because of this sequence is managed by SAP, As we are changing the SAP managed sequence, so we have to very careful about the changes. You can find the all restrictions and cautions when you double click on the message. SAP says, if you want to change the sequence, then you have to take the document carefully and when your any upgrade or release will be changed, then your all changes will be overwritten, So when it will create a transport request, please document it carefully and also give a date into the TR).

Then select the sequence 03- Material PO text and press Copy as..

And then change the sequence no as 01 and then press enter. Then select the sequence 03-Material PO text and press delete.

Now save your entry.

Now you can see the sequence for Material PO text is 01.

Now we have to take place the “Info record PO text” as sequence as 03. Here we can see sequence no 03 is not there, so we can easily place the “Info record PO text” as sequence no 03. Just select 03-Info record PO text and press Copy as.. and then change the sequence as 03 and then again delete the sequence 02-Info record PO text.

Now we can see the picture like this

Now as per our business requirement, our two texts are placed correctly 01-Material PO text and 03-Info record PO text.

Now we have to place the 02-Item text in these sequences. As we have deleted the sequence text, so we have to enter it manually.

Go to New Entry and enter the sequence number as 02 and give the Meaning as Item text. Then save you entry.

Now you can see the sequence is exactly as per our business requirement. Now we have to enter the text linkage for the Item text.

Go to path SPRO-IMG-Materials Management-Purchasing-Purchase Order-Texts for Purchase Orders-Define Copying Rules for Item Texts

Select the sequence no 02-Item Text and then press text Linkage.

Here enter the all information which you have noted down previous.

First enter the all Sequence, then enter the all source object and then select the Source text (here you can see this option is in display mode, although it’s in display mode, you can select then object by pressing F4). Then select the Fix (if any).

Then save your entry. Along with check all other text linkage for other text like as material PO text, Info record PO text etc.

Finally our all configurations are done. Now we are going to check result.

Result :

As we have done these settings in Purchase Order, so we have to check the result in ME21N / ME23N / ME23N.

Go to ME23N

Click on the text on item level and check the sequence.

Here you can see, it is showing as per our requirement.

Note: I have just given an example for Purchase order item text, you can also set the sequence as per your business requirement on various purchasing document like as Purchase requisition, Contract, Schedule Agreement, Request for Quotation etc. and you can also do it for Header level text.

Thanks and Regards

Dev Patra