Versioning Purchase Contracts
Watch the following video to learn how to configure and use versioning history to track different versions of the contract each time you make changes.
Manage Version History
The Manage Purchase Contracts app allows you to manage the versioning of purchase contracts. A new version is created when the version-relevant fields of an approved or rejected purchase contract are changed and released. Thus, a version indicates the purchase contract's revision level.
You can compare the versions to view the changes on the purchase contract. Select the versions that you want to compare and choose compare. You see the changed field with both values for the document.
- Contracts created using the SAP GUI for HTML applications are always considered as non-version relevant documents.
- Purchase contracts with existing versions are not editable if opened using the SAP GUI for HTML applications. However, these contracts can be edited using the SAP Fiori app Manage Purchase Contracts.
- If you deactivate version management for 'purchase contracts with existing versions', the version-relevant changes will continue to result in the creation of newer versions of the contract. This contract is now not editable if opened using the SAP GUI for HTML applications. However, it will be editable if opened using the SAP Fiori app Manage Purchase Contracts.
- If you deactivate version management for 'purchase contracts without existing versions', the version-relevant changes will not create newer versions of the contract. This contract can then also be edited using the SAP GUI for HTML applications.
- In the Mass Changes to Purchase Contracts app, only active documents are displayed. However, if Reason Code is configured as mandatory, then editing these active documents displays an error message.
Configuration
Set Up Version Management for Purchasing Documents
Using the Set Up Version Management for Purchasing Documents configuration, you can configure the settings to manage the versioning of purchase contracts. For a combination of purchasing document category, purchasing document type, and purchasing organization, you can:
- Activate version management: If version management is activated, any version-relevant change made to a purchase contract results in the creation of new versions. You can also define if the reason and purchaser notes are mandatory or optional.
- Define the field selection for version management: You can specify the fields, which when changed, result in the creation of newer versions.
Depending on the way your system is managed, you can access the configuration by navigating
- Using Manage Your Solution: Manage Your Solution → Configure Your Solution → Sourcing and Procurement: General Settings → Version Management → Set Up Version Management for Purchasing Documents: Configure
- Using SAP CBC: Activities → Business Process Configuration → Procurement → Procurement Basic Settings → Set Up Version Management for Purchasing Documents.
Define Reasons for Version-Relevant Changes for Purchasing Documents
Using the Define Reasons for Version-Relevant Changes for Purchasing Documents configuration, you can define reasons for changes that result in the creation of versions of a purchase contract (for example, legal changes or documentation issues).
Depending on the way your system is managed, you can access the configuration by navigating
- Using Manage Your Solution: Manage Your Solution → Configure Your Solution → Sourcing and Procurement: General Settings → Version Management → Define Reasons for Version-Relevant Changes for Purchasing Documents: Configure
- Using SAP CBC: Activities → Business Process Configuration → Procurement → Procurement Basic Settings → Define Reasons for Version-Relevant Changes for Purchasing Documents.
The following screen shows how you can access to both configurations via SAP CBC system.
