Document on Version Management

2416,042

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.

Related Content

http://help.sap.com

Purchase Order Version Management – S/4HANA Materials Management | SAP Blogs

Purchase Order Version Management –

S/4HANA Materials Management
61014,553

Hello everyone,

This document explains the steps required to configure Version Management for Purchase Order in
Materials Management module.

First we will set up Version management for External Purchasing Documents.

Purchasing Document Category will be F

I am using Purchasing Document Type PLRM

Don’t forget to check both Version Active and Version 0 OK

Also select the Field Selection as maintained below. For Reason we will make it as Required Entry.
Now we will define Reason for Change. It is located in the same area in SPRO

Two reasons have been maintained apart from standard available reasons
Now we will set up change displays

Here I have used the required Purchasing Document Type with table EKET and Field name as EINDT
Which is basically Delivery date in EKET table

Now we create a purchase order, you can see version 0 has been created
After adding the new version, we do a change in the Delivery date

We give the reason as ‘budgetary issues’

Now we select the version and click on display changes

Here you can see the old value of the date delivery date is 29.01.2020 and the new value is 31.01.2020
This can also be done for the management of any changes in order value, quantity and any other important
fields depending on the scenario.