Document on Version Management

Version management is a standard feature in Purchasing submodule of SAP MM. The purpose is to track every changes to be made on a purchasing document (amendment). ormally! this feature is used on e"ternal purchasing documents such as #utline Agreement and Purchase #rder. $o%ever! %e can also activate it for Purchase &e'uisition. $ere ( %ill sho% you step by step to activate Version Management) 1. (to be provided tomorrow when I got a connection to SAP) *hen %e create a ne% version of a document! %e can save it as a draft if %e still have something to add later. At this status! a +& then can,t be done against this P#. (t has to %ait until the ne% version is completed. (f the version is already marked completed! actually %e can still untick the indicator and change the status back into draft. $o%ever! if %e,ve already printed out the document! then that version is final. (t can,t be updated again unless %e create another ne% version.
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 r!er: " #efining the Reasons for change in $ersion: % &o' $ersion management 'or(s in PR an! P : ) Relate! Content ** #isclaimer an! +iabilit, -otice: *.

Importance of Version Management:

The Version Management facilit, enables ,ou to generate an! manage $ersions of purchase requisitions an! e/ternal purchasing !ocuments such as P 0s1 This is particularl, use! for transactions e/ten!ing o$er a longer perio! of time 2for e/ample3 in the procurement of capital goo!s43,ou ma, nee! to !ifferentiate bet'een $arious $ersions of the purchasing !ocument1 5 $ersion in!icates the re$ision le$el of a !ocument an! pro$i!es the user 'ith an o$er$ie' of the $arious changes that ma, ha$e been ma!e in the course of time1

Integration of Version Management:

Version Management can be used with purchase requisitions (ME51N, ME52N and ME53N only , !"#s, purchase orders, contracts, and scheduling agreements$ %e are limiting the &ersion management settings 'or (urchase requisitions and purchase orders in the article$ )mportant points to remember* *4 )t is not possible to create di''erent &ersions o' quotations or scheduling agreement deli&ery schedules$

.4

+he system does not generate &ersions 'or requisitions created by MRP Material Requirements Planning.
nl, if such a requisition is change! through transaction 2M65.-4 !oes the s,stem generate a $ersion1 It cannot then be change! again through requirements planning1

Customizing of Version Management for Purchase Requisition:

7PR Path: Materials Management89Purchasing89Versions89setup $ersion management for purchase requistion .

:ou can create $ersions base! on PR !ocument t,pe 2-;41 <irst the Version acti$e shoul! bo/ shoul! be chec(e! 'hich 'ill acti$eate the $ersion manaement for PR !ocument1 If ,ou ha$e selecte! this in!icator3 $ersion =>=3 'hich is generate! automaticall, 'hen a purchase requisition or e/ternal purchasing !ocument is create!3 is automaticall, flagge! b, the s,stem as complete!1 <rom fiel!s selection 'e can select 'hich fiel! nee! to be optional3 man!ator, for $ersion.

Customizing of Version Management for Purchase Order:

7PR Path: Materials Management89Purchasing89Versions89setup $ersion management for e/ternal purchasing !ocuments1 &ere too its in the similar 'a, as purchase requisition1 The $ersion management is acti$e for !ocument t,pe -; for purchase organisation *>>>1

Defining the Reasons for change in version:

7PR Path: Materials Management89Purchasing89Versions89#efine reasons for change1 The reason for change can also be !efine! in customizing 'hich coul! be entere! in PR or P !ocument1

How version management wor s in PR and PO:

!ransaction M"#$% for PR creation: #uring initial creation of the PR the $ersion > 'ill automaticall, appear base! on custimizing1 7a$e the PR1 The PR number 44>>>>>>33 gets generate!1

-o' go to transaction M65.- for the same PR number an! change the quantit, of PR from *>> to .>>1 5 !ifferent $ersion * appears1 The status is R6# as the reason for re?ection is configure! as Man!ator, so once this is entere! the !ocument 'ill be complete1

Put the reason for $ersion change @A.8 Change in quantit,B an! clic( on complete!1 This sho's this $ersion is complete1 7o no' the PR !ocument is complete 'ith all the $ersion change it un!er'ent .

!ransaction M"&$% for PO creation: The $ersion management in P also 'or(s in similar manner as PR1 The P 45>>>*".5. is create! 'ith initial $ersion >1 Co to M6..- transaction an! ma(e changes to P price from * to 3> 6DR1 5 !ifferent $ersion gets generate! @$ersion *B1 Put the reason for $ersion change @A*8 Change in priceB an! clic( on complete!1 This sho's this $ersion is complete1 7o no' the P !ocument is complete 'ith all the $e ,ou can ha&e (- Version management 'or 'ollowing 'ields .(!ME EE)N/ MEN0E .1N(! .2+M0 "!034 "!02+ MEN0E NE+(! 'or tables$$ E3(-, ME(-1211 you can try adding table 5 'ileds 62et 7p 8hange /isplays6 with table name and respecti&e 'ield

1)I activated versionning for POs in the customizing (under MM > purchasing menu > version management). I notice that a customizing activity exists for PR that ena !es to se!ect fie!ds in M"#1$ %hose change can create automatica!!y a ne% version (activity &'ersion(Re!evant )ie!ds of Purchase Re*uisitions&). +he change of one of these fie!ds in the PR create automatica!!y a ne% version for the PR. ,o%ever I didn-t find the same activity for POs. I need to .no% if it is possi !e to se!ect fie!ds that can activate a ne% version %hen they are changed. a) +here seems to be a wor9 around on this i' your release strategy is also triggered on creation o' a new &ersion$ )t may help you to include some o' the 'ields that are sub:ect to printout changes$ 'ollow the path )M0;MM;(7!8<12)N0;ME2210E;")E=/ !E=EV1N+ +- (!)N+ -7+ -" 8<1N0E2$ )nclude some 'ields$ +his would help you$ +ry e>cluding and including release strategy$ 2 8an anyone tell me wat are the 'ields that are rele&ant 'or &ersion management in a (- document ? )s there a way to include my own 'ielsd in (- to ma9e it rele&ant to &ersion management ? Eg ) want to ma9e a change in ta> code ( in in&oice tab a rele&ant to &ersion management ?

0o to 2(!- @ MM @ (urchasing @ Messages @ "ields !ele&ant to (rintouts o' 8hanges @ <ere add +a> code (E3(-AM%234 'ield and then try$

3) I want to know, When I activate Version Managment in PO, then release Strategy must get append !"ter PO #reation, and "ully $elease o" PO, i" i made change %e& 'elivery 'ate) (hen version managment is get actived My )uestion is whether again I have to $elease PO or *O( + I" not how to activate it +
,ou can setup your &ersion management to only acti&ate on certain 'ields i' desired$ "or e>ample, only i' your (- net &alue is changed then acti&ate a new &ersion (instead o' the deli&ery $ ,ou set this up through the con'iguration o' &ersion management in the section where you de'ine the output 'ields$ Its depending on $elease

indicator on your release Strategy I" you maintain indicator , or - ,then you made any changes in PO ,the new $elease Strategy triggers (he $elease indicators are . // #annot 0e #hanged 1 // #hangea0le , no new determination o" strategy 3 // #hangea0le , new release in case o" new strategy
, / / #hangea0le , new release in case o" new strategy or val change 2 // #hangea0le , new release i" new strategy 3outputted - // #hangea0le , new release i" new strategy 3outputted , / / #hangea0le , new release in case o" new strategy 4) %e ha&e acti&ated &ersion management 'or purchase order at start it is de'ault is 6B6 but when we are doing the changes in (- it is increasing by 1$ i' we are created 2 amendment (i$e$ B, 1, 2 in (- but last &ersion is not completed the (- outout should be 1 and not 2$in current purchase order output is is coming amenedement 2 i' there is not completed$ a 1s per &ersion mgmt 'unctionality, a new (- &ersion would be generated only when all e>isting outputs are already processed and the pre&ious &ersion is mar9ed complete$

2o, in your case, &ersion 2 would ha&e got created only a'ter you ha&e processed &ersion 1 (mar9ed complete and processed the message outputs relating to &ersion 1$ 2o, the current unprocessed output is rele&ant 'or the latest &ersion i$e &ersion 2$

Version Management
'se
In the case of procurement transactions e/ten!ing o$er a longer perio! of time 2for e/ample3 in the procurement of capital goo!s43 ,ou ma, nee! to !ifferentiate bet'een $arious $ersions of the purchasing !ocument1 :ou ma, also nee! to refer to one particular $ersion 'hen correspon!ing 'ith the $en!or1 Version Management enables ,ou to generate an! manage $ersions of purchase requisitions an! e/ternal purchasing !ocuments3 such as purchase or!ers1 5 $ersion groups together the change !ocuments generate! in the course of subsequent processing of the rele$ant !ocument1 5 $ersion thus in!icates the re$ision le$el of a !ocument 2$ersion > E original !ocument3 $ersions * F E re$isions4 an! pro$i!es the user 'ith an o$er$ie' of the $arious changes that ma, ha$e been ma!e in the course of time1 Version management thus represents an e/tension to the hitherto e/isting change !ocumentation functionalit, for internal an! e/ternal purchasing !ocuments1

Integration
Version management can be use! in connection 'ith purchase requisitions 2M65*-3 M65.- an! M653- onl,43 R<Gs3 purchase or!ers3 contracts3 an! sche!uling agreements1

It is not possible to create !ifferent $ersions of quotations or sche!uling agreement !eli$er, sche!ules1 The s,stem can also generate $ersions of e/ternall, generate! purchase requisitions 2from PS Project System orPM Plant Maintenance and Service Management3 for e/ample41

The s,stem !oes not generate $ersions for requisitions create! b, MRP Material Requirements Planning1 nl, if such a requisition is change! $ia Change Purchase Requisition 2M65.-4 !oes the s,stem generate a $ersion an! fi/ 2firm4 this requisition1 It cannot then be change! again through requirements planning1

Prerequisites
To be able to use $ersion management3 ,ou must acti$ate it in Customizing for Purchasing as follo's: H <or purchase requisitions un!er Version Management I Set Up Version Management for Purchase Requisitions 2for the rele$ant combination of !ocument categor, an! !ocument t,pe4 H <or e/ternal purchasing !ocuments un!er Version Management I Set Up Version Management for E ternal Purchasing !ocuments 2for the rele$ant combination of !ocument categor,3 !ocument t,pe3 an! purchasing organization4

If ,ou !eacti$ate $ersion management in Customizing after purchasing !ocuments 'ith $ersions ha$e been create!3 $ersions 'ill continue to be generate! for these !ocuments1

(eatures
Jhen ,ou create a requisition or an e/ternal purchasing !ocument 2such as a P 43 the s,stem automaticall, creates an initial $ersion 2$ersion >41 <rom this time on3 changes an! ne'l, entere! !ata are !ocumente! in the current $ersion that is $ali! in each case1

In the case of requisitions3 one $ersion is generate! per requisition item 2at item le$el41 In the case of e/ternal purchasing !ocuments3 one $ersion is generate! per !ocument 2at hea!er le$el41 nce all necessar, !ata has been entere! for the purchase requisition3 the $ersion must be complete!1 nl, then can: H The purchase requisition be release! or con$erte! into a follo'8on !ocument If a requisition is sub?ect to an o$erall release proce!ure3 the $ersions of all requisition items must be complete! in or!er for the requisition to be release! an! con$erte!1 H The e/ternal purchasing !ocument be release! or output 2printe! out or transmitte!3 for e/ample3 as a fa/ or 6#I message4 :ou complete a $ersion b, setting the Completed in!icator in the $ersion !ata1 The processor of a purchase requisition or e/ternal purchasing !ocument thereb, e/plicitl, in!icates that he or she has no' ma!e all changes !esire! at the time1

:ou can specif, that $ersion > is to be complete! automaticall, in Customizing for Purchasing1 To !o so3 set theVersion " #$ in!icator un!er Version Management I Set Up Version Management1

New Versions
-e' change !ocuments are al'a,s assigne! to the current $ersion3 e$en if the Completed in!icator has been set1 This is !one until such time as a ne' $ersion is create!1

-e' Versions of Purchase Requisitions

The s,stem al'a,s creates a ne' $ersion 'hen the requisition has reache! a final state1 This means one of the follo'ing processing states: H %ctive If ,ou !o not use the !ocument release functionalit, H Release completed If ,ou use the !ocument release functionalit, -ot e$er, change to a requisition results in a ne' $ersion1 The follo'ing changes lea! to a ne' $ersion: H 5ll $ersion8rele$ant changes :ou !efine 'hich changes are $ersion8rele$ant in Customizing for Purchasing un!er Version Management IVersion&Relevant 'ields of Purchase Requisitions1 H Changes in !ocument assignment H Changes in a!!ress

H Changes in ser$ice items

-e' Versions of 6/ternal Purchasing #ocuments

The s,stem al'a,s creates a ne' $ersion 'hen the purchasing !ocument has reache! a final state1 This means one of the follo'ing processing states: H 5cti$e If ,ou !o not use the !ocument release functionalit, H Release complete! If ,ou use the !ocument release functionalit, <or a ne' $ersion of a purchasing !ocument to be create!3 all messages must ha$e also been transmitte!1 %o ne' $ersions are generate! for purchase or!ers that are on hol!1 -ot e$er, change to an e/ternal purchasing !ocument results in a ne' $ersion1 nl, the follo'ing changes lea! to a ne' $ersion: H 5ll print8rele$ant changes :ou !efine 'hich changes are print rele$ant in Customizing for Purchasing un!er Messages I 'ields Relevant to Printouts of Changes1 H Changes in !ocument assignment H Changes in a!!ress 5!!ress changes result in a ne' $ersion onl, if the fiel! 5#RC8-5M6* has been !efine! as a fiel! that is rele$ant to printouts of changes1 H Changes to master con!itions Changes in master con!itions result in a ne' $ersion onl, if the fiel! 6KP 8-6TPR has been !efine! as a fiel! that is rele$ant to printouts of changes1

Version #ata
:ou 'ill fin! the $ersion !ata: H In the item !etails on the Versions tab page in the single8screen transactions for purchase requisitions 2M65*-3 M65.-3 an! M653-4 H In the hea!er !ata on the Versions tab page of the single8screen transactions for purchase or!ers 2M6.*-3 M6..-3 an! M6.3-4 H Dn!er &ea!er I Versions in R<Gs3 con$entional purchase or!ers 2M6.*3 M6..3 an! M6.343 contracts3 an! sche!uling agreements1 There ,ou can maintain $ersion !ata 2for e/ample3 reason for change4 an! complete the $ersion1 In a!!ition3 theValue change fiel! sho's ,ou 'hether an! to 'hat e/tent the $alue of a requisition or e/ternal purchasing !ocument item has change! in comparison 'ith the pre$ious $ersion1 :ou can !ispla, the change !ocuments for one or more $ersions b, selecting the rele$ant $ersions an! choosing !isplay changes1 )ee a*so:

+e>ts 'or Versions in !equisitions and E>ternal (urchasing /ocuments

Purchase Requisitions from the SAP Advanced Planner and Optimizer

The Version Management facilit, can also be acti$e for purchase requisitions transferre! from the S%P %dvanced Planner and #ptimi(er )S%P %P#*1 This !epen!s on the !ocument t,pe !efine! in Customizing for Purchasingun!er !efine !efault Values for !ocument +ype 2M65*-41 In the 75P 5P s,stem3 ,ou ha$e the option of automaticall, con$erting requisitions that ha$e alrea!, been transferre! to the 6RP s,stem into e/ternal purchasing !ocuments1 If $ersion management is acti$e for the !ocument t,pe of the purchase requisition3 ho'e$er3 this is onl, possible if the $ersion of the requisition 'as complete! manuall,1 ther'ise3 ,ou must manuall, con$ert the requisition into an e/ternal purchasing !ocument in the 6RP s,stem1

:ou can !eacti$ate $ersion management for purchase requisitions from 75P 5P in Customizing for Purchasingun!er Version Management I 7et Dp Version Management for Purchase Requisitions1 Dser e/it 6LITM75P+M6PIM>>3 of enhancement CI<PDR>. enables ,ou to influence the !ocument t,pe for purchase requisitions transferre! from 75P 5P an! use a !ocument t,pe for 'hich $ersion management is not acti$e1

!e+ts for Versions in Requisitions and "+terna* Purchasing Documents

'se
If ,ou are using $ersion management3 the s,stem also manages the te/ts 2for e/ample3 !eli$er, te/ts or the material master P te/t4 that are inclu!e! in the $ersions1 5s a result3 in a!!ition to the current te+t3 ,ou also ha$e ol!erte+t editions at ,our !isposal an! communication 'ith ,our $en!or o$er a perio! is full, !ocumente!1 5 te/t e!ition is a cop, of a te/t that has been ma!e obsolete through subsequent changes an! 'hich is assigne! to a $ersion1

Integration
Te/t e!itions are generate! for the follo'ing !ocuments: purchase or!ers 2single8screen transaction43 R<Gs3 purchase or!ers3 contracts3 an! sche!uling agreements1

Prerequisites
<or the s,stem to be able to generate te/t e!itions for $ersions3 Version Management must be acti$ate! in Customizing for Purchasing un!er Version Management I 7et Dp Version Management for Purchase RequisitionsorSet Dp Version Management for 6/ternal Purchasing #ocuments1

(eatures
Jhen changes are ma!e to item or hea!er te/ts3 the s,stem automaticall, generates a te/t e!ition for the pre$ious te/t status an! assigns it to the pre$ious $ersion1 :ou can either !ispla, these te/t e!itions in!i$i!uall, or compare them 'ith each other or 'ith the current te/t in or!er to i!entif, changes1

When is a text edition generated

Jhen ,ou change a te/t in the current $ersion3 a te/t e!ition is generate! for this te/t 2'hich 'as alrea!, store! in the !atabase4 an! assigne! to the pre$ious $ersion if no te/t e!ition has ,et been assigne! to that $ersion1 If the te/t in the current $ersion is change! again3 this change has no effect on the te/t e!ition in the pre$ious $ersion1 The interim te/t is o$er'ritten b, the current changes1

nl, one 2the final4 te/t e!ition can e/ist per $ersion1 nl, changes to print8rele$ant te/ts automaticall, generate a ne' $ersion1

5 !eli$er, te/t is entere! 'hen purchase or!er item *> co$ering *>> pc pressure sensors is create!1 5fter the P has been release!3 the P quantit, is increase! to *4> pc1 #ue to this change3 the s,stem automaticall, generates $ersion *1 Version * is complete! an! the P re8release!1 7ince the pressure sensors are sensiti$e instruments3 requiring careful han!ling3 it is !eci!e! to a!! special pac(ing instructions to the !eli$er, te/t1 #ue to this change3 the s,stem generates $ersion .1 The s,stem automaticall, generates a te/t e!ition for the pre$ious te/t an! assigns it to $ersion *1 The ne' te/t is hel! in the current $ersion1 If this te/t is change! in a future $ersion3 the s,stem generates a te/t e!ition1 If the !eli$er, te/t in $ersion . is change! again3 no ne' te/t e!ition is generate!1 Instea! the current te/t is simpl, up!ate!1 The te/t e!ition of $ersion * remains unaffecte! b, the ne' changes1

!ispla"ing a #ext $dition

To !ispla, a te/t e!ition for a $ersion3 procee! as follo's: *1 .1 *1 Choose #ispla, Te/ts for Versions on the Versions tab page1 .1 7elect a te/t an! choose #ispla, Te/t1

%omparing #ext $ditions

To compare t'o te/ts3 procee! as follo's: 31 41 *1 Choose #ispla, Te/ts for Versions on the Versions tab page1 .1 7elect t'o te/ts an! choose +ist or Te/t1

-ote that te/ts of $arious t,pes an! from !ifferent !ocument items ma, be a$ailable for selection1