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Procedure documentationControlling Contract Document Versions in a Master Agreement Locate this document in the navigation structure

 

Version control enables you to manage contract modifications and prevent the contract document from being edited by multiple users simultaneously. Using version control, you check out a contract document to edit it. No other user can edit the contract document while you have it checked out. When you finish your changes, check in the contract document. The changes you made are saved and the contract document can be edited by other users.

Note Note

If you have enabled Microsoft Word 2007 content controls, the master agreement is automatically updated with any changes to the variables in the contract document when you check in the document.

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Any contract document created from within the master agreement is displayed on the Contract Documents tab. You can also add a contract document directly without creating it from a template. For details, see Adding a Contract Document to a Master Agreement.

Procedure

To use version control for a contract document:

  1. On the Contract Documents tab, click a contract document name to open the details page or click the edit icon next to the contract document name.

    Note Note

    As a shortcut, you can also click the triangle on the Edit icon on the Contract Documents page and select . However, this option does not give you access to the Contract Document Details page or its Version History table.

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  2. Click the Actions button in the toolbar and select Check Out.

    Note Note

    You can only check out a contract document if no other user has checked it out. You can cancel the checkout of the contract document if you have checked out the contract document, or if you are an administrator you can cancel other users' checkout. Click the Actions button in the toolbar and select Cancel Check Out.

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  3. In the Check Out dialog box, enter comments to describe the anticipated changes and choose OK.

  4. Click the contract document name in the File Name column and save the document locally or to a network server.

  5. Open the contract document from its saved location and edit it as necessary.

    If you have enabled Microsoft Word 2007 content controls, you can change contract variables within the contract document. With content controls, you can update a variable once and the change is reflected in all occurrences of the same variable within the contract document.

  6. Save your entries.

  7. On the details page for the contract document, click the Actions button in the toolbar and select Check In.

  8. In the Check In a New Version dialog box, navigate to the contract document you edited and enter comments, such as a description of the changes you made to this version.

  9. Optionally, to keep the contract document checked out after checking in a new version, check the Keep Document Checked Out box.

  10. Choose OK.

    SAP E-Sourcing automatically creates a new version of the contract document, incorporates the changes, updates the document version number, and stores it in the Version History Table on the Contract Document Details page.

    If you have enabled Microsoft Word 2007 content controls, the master agreement is automatically updated with any changes to the variables in the contract document when you check in the document.

    Note Note

    If you want to synchronize changes in the supplier's version with the master agreement, select a contract document uploaded by a supplier and then choose   Actions   Synchronize Data with Agreement  . If there are no changes in the supplier version of the contract document or the contract is not a Microsoft Word 2007 document, this option is not available.

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  11. Save your entries.

Note Note

You can compare changes made to a Microsoft Word document (with .doc or .docx extensions) by selecting the versions and choosing Compare. Other text editing formats are not supported.

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