Configuring Change Control

Objective

After completing this lesson, you will be able to configuring Change Control

Change Control

Changing Documents

Diagram showing modifiable fields in document headers and items, including fields like document number, fiscal year, account details, business area, cost center, payment terms, and assignments.

Users can change documents that they have already posted. However, based on different rules, users may only be able to change certain fields.

The following fields can be changed in a document:

  • Document header

    Reference number and document header text

  • Line items

    For example: Assignment field, Text field, and Payment Terms

Note

The amount, posting key, account, or any other fields that affect the reconciliation of a posting cannot be changed.

As users make changes to documents, SAP S/4HANA logs the following information:

  • The field that was changed
  • The new and old values
  • The user who made the change
  • The time and date of the change

Document Change Rules

Illustration listing document change rules by account type, G/L transactions, and company code, with prerequisites like open posting period, uncleared items, and no credit memo from payments.

You can use the following criteria to differentiate between document change rules:

  • Account type

    The account type allows users to define rules for customer, vendor, and general ledger accounts.

  • Transaction class

    The transaction class is only used for the special general ledger transactions, such as bills of exchange and down payments.

  • Company code

    If the company code is left blank, the change rule applies to every company code in the client.

You can change a field under the following conditions:

  • The posting period is still open.
  • The line item is not yet cleared.
  • The line item is either a debit in a customer account or a credit in a vendor account.
  • The document is not a credit memo for an invoice.
  • The document is not a credit memo from a down payment.

You can use report RFBABL00 to display the document changes for all documents.

This report provides the following selection options for documents that have changed:

  • Company code
  • Document numbers
  • Fiscal year
  • Change date
  • User name of the person making the change

How to Change Posted Documents

How to Change Posted Documents

DemoStart Demo

How to Display Document Changes

How to Display Document Changes

DemoStart Demo

Maintain the Change Control for a Field

Maintain the Change Control for a Field

ExerciseStart Exercise

Business Example

The assignment field determines which document in sales order management forms the basis for the accounting document. Internal auditors have requested that the assignment field should not be changed after a transaction is posted.

Check if an assignment field is modifiable. If the field can be modified, alter the change rules so that it no longer can be.

Note

In this exercise, when the values include ##, replace the characters with the number that your instructor assigned to you.

Summary

  • Users can change certain fields in posted documents based on document change rules that can be based on account type or company code.
  • Prerequisites for authorizing field changes can be that the posting period is still open or that the line item is not yet cleared.
  • SAP S/4HANA logs changes, including field, new and old values, user, and change date.
  • Available reports display document changes for all documents providing several selection options such as company code or user name.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn