Texts for Versions in Requisitions and External Purchasing Documents

Use

If you are using version management, the system also manages the texts (for example, delivery texts or the material master PO text) that are included in the versions. As a result, in addition to the current text , you also have older text editions at your disposal and communication with your vendor over a period is fully documented.

A text edition is a copy of a text that has been made obsolete through subsequent changes and which is assigned to a version.

Integration

Text editions are generated for the following documents: purchase orders (single-screen transaction), RFQs, purchase orders, contracts, and scheduling agreements.

Prerequisites

For the system to be able to generate text editions for versions, Version Management must be activated in Customizing for Purchasing under Start of the navigation path Version Management Next navigation step Set Up Version Management for Purchase Requisitions End of the navigation path or Set Up Version Management for External Purchasing Documents .

Features

When changes are made to item or header texts, the system automatically generates a text edition for the previous text status and assigns it to the previous version. You can either display these text editions individually or compare them with each other or with the current text in order to identify changes.

When is a text edition generated?

When you change a text in the current version, a text edition is generated for this text (which was already stored in the database) and assigned to the previous version if no text edition has yet been assigned to that version.

If the text in the current version is changed again, this change has no effect on the text edition in the previous version. The interim text is overwritten by the current changes.

Note Note

Only one (the final) text edition can exist per version.

Only changes to print-relevant texts automatically generate a new version.

This graphic is explained in the accompanying text.

End of the note.

Example Example

A delivery text is entered when purchase order item 10 covering 100 pc pressure sensors is created.

After the PO has been released, the PO quantity is increased to 140 pc. Due to this change, the system automatically generates version 1. Version 1 is completed and the PO re-released.

Since the pressure sensors are sensitive instruments, requiring careful handling, it is decided to add special packing instructions to the delivery text. Due to this change, the system generates version 2.

The system automatically generates a text edition for the previous text and assigns it to version 1. The new text is held in the current version. If this text is changed in a future version, the system generates a text edition.

If the delivery text in version 2 is changed again, no new text edition is generated. Instead the current text is simply updated. The text edition of version 1 remains unaffected by the new changes.

End of the example.

Displaying a Text Edition

To display a text edition for a version, proceed as follows:

Choose Display Texts for Versions on the Versions tab page.
Select a text and choose Display Text .

Comparing Text Editions

To compare two texts, proceed as follows:

Choose Display Texts for Versions on the Versions tab page.
Select two texts and choose List or Text .

Note
Note that texts of various types and from different document items may be available for selection.

End of the note.