Show TOC

Function documentationContract Document Phase Configuration Locate this document in the navigation structure

 

Phase configurations define the life cycle sequence of a contract. The phases that make up a phase configuration, and the valid next phases associated with each phase, define the document's workflow sequence. Each phase controls the document's level of access or visibility to users.

The following phases are required for use in every phase configuration:

  • Draft

  • Supplier Draft

  • Executed

To implement a phase configuration, assign it to a contract document type. When creating a new contract, the system incorporates the rules defined by the phase configuration in the type.

Note Note

Changes to an existing phase configuration do not affect current documents referencing that configuration. They only apply to documents created after the changes are made.

End of the note.

It is recommended that only system administrators work with phase configurations.

Features

Field Help for Contract Document Phase Configuration Page

To see the Contract Document Phase Configuration page, select   Setup   Document Setup   Contract Document   Contract Document Phase Configuration  .

Function

Description

Inactive

Check this box to indicate that the phase configuration is not in use and will not appear in the Active list.

Name

Enter the name of the phase configuration. This is a required field.

External ID

Enter a unique brief external ID for the phase configuration. This is a required field.

Description

Enter a description for the phase configuration.
Phases Table

Choose Add to add a new phase from the list of existing phases.

Note Note

To add a custom phase, you must first create the phase in the Value List Values section of Setup and then add it here.

End of the note.

  • The sequence of phases in the phase definition should be the sequence the phases will follow in a document.

  • For each phase, be sure to set the Previous and Next phases appropriately, to ensure that there is at least one path to follow from first phase to last phase.

  • Each added phase must be included in at least one path that can be followed from first to last phase.

  • For a phase configuration that will include workflow, the first phase cannot be associated with a workflow.

  • A workflow phase must have at least one Previous phase.

  • When configuring a phase, you cannot designate a phase as a Next phase if it skips a required phase

  • You can only designate a phase as a Next phase if it falls after the current phase in the sequence.

  • You can only designate a phase as a Previous phase if it falls before the current phase in the sequence.

Choose an Edit icon to edit an existing phase. You see the Contract Document Phase Header page.

Choose the Trashcan icon to delete an existing phase. The required phases cannot be deleted.

The following fields in the Phases table are read only:

Function

Description

Phase

Indicates the display name of the phase.

System Phase

Indicates that this is a system-defined phase. This field is read only.

Note Note

Choosing the Trashcan icon for a system phase will inactivate it, not delete it. An inactivated system phase can be reactivated.

End of the note.

Required Phase

Indicates whether the phase is required.

Description

Indicates the description of the phase.

Previous Phases

Indicates the names of the phase or phases to which the document can be transitioned back from the current phase.

Next Phases

Indicates the names of the next phases in the phase configuration sequence.

Note Note

The relative order of system phases cannot be changed when reordering phases.

End of the note.
Field Help for Contract Document Phase Header Page

You see the Contract Document Phase Header page when you choose the Add button or the Edit icon for a phase on the Contract Document Phase Configuration Header page.

Function

Description

Phase

Indicates the name of the phase. This field is read only.

External ID

Enter a unique brief external ID for the phase. The External ID is the name to uniquely identify a contract document phase configuration in SAP® E-Sourcing. This is a required field.

Description

Enter a description for the phase.

System Phase

Indicates that this is a system-defined phase.

Required Phase

Indicates whether this phase is required. This field is read only. SAP designates three phases as required: Draft, Supplier Draft, and Executed. Custom phases cannot be marked as required.

Visibility

Select whether the phase will apply to the buy-side only or both the buy-side and the sell-side. This is a required field. Select one of the following:

  • Buy-Side

  • Buy-Side / Sell-Side

Transition to Next Phase Message

Choose the Lookup icon to select the message that will appear when the user chooses to return to a previous phase. This message must be included in the list of Localized Resources.

Valid Next Phases

Choose Add to select one or more phases to follow this phase in the phase configuration sequence. This will determine the next valid status changes of a contract document version.

Can Transition Back to a Previous Phase

Check to indicate that an approver can transition the contract document to a previous phase in the workflow sequence. When you check this box, the Add button appears in the Valid Previous Phases table.

Transition to Previous Phase Message

Choose the Lookup icon to select the message will appear when the user chooses to return to a previous phase. This message must be included in the list of Localized Resources.

Valid Previous Phases

Choose Add to select the phase or phases to which the document can be transitioned back from the current phase. The Add button only appears in this table if the Can transition back to a previous phase box is checked.

Activities

Creating a Contract Document Phase Configuration

To create a phase configuration:

  1. Choose   Setup   Document Setup   Contract Document   Contract Document Phase Configuration  .

  2. On the Contract Document Phase Configuration page, do one of the following:

    • Choose Create.

    • Choose the name of a phase configuration on which to base a custom phase configuration. Choose the Document button in the toolbar and select Duplicate.

  3. Fill in the fields on the Contract Document Phase Configuration page.

  4. Enter a unique brief name in the External ID field. The External ID is the name to uniquely identify a contract document phase configuration in SAP Sourcing.

  5. In the Phase table, choose Add to add an additional phase from the list of existing phases.

  6. Fill in the fields on the Contract Document Phase Header page.

    The Draft, Supplier Draft, and Executed phases are required with every phase configuration. They are displayed by default and cannot be deleted.

  7. Save your entries