Sales Order with centrally maintained Text with Version management using DIR

At times, when fulfilling the Sales Order, there are some Standard instructions or Terms & conditions should be followed. These instructions can be from customer side such as Inspection conditions, Letter of credit terms or any other government guidelines. In general, we will add these instructions to Sales Order Item texts.

The complexity adds when there are hundreds of open Sales Orders and customer or government modifies these instructions or texts. Example new Terms & Conditions and should be applied for all open Sales Orders. It is cumbersome process to manually update all the open Sales Orders if we use standard line item texts. Sometimes we need to retain the old texts as well for tracking. These are very much possible scenarios when especially dealt with Government contracts where numerous contractual statutory documents/instructions should be followed.

This can be achieved in standard SAP by utilizing the Document Info Record (DIR) available in Document Management System by creating a stand-alone document and attach to Sales Order. This DIR is generally used to attach technical documents, drawings etc to Sales Orders, Purchase Orders, Material master etc. By leveraging this document, we can maintain the text centrally and assign this document to the Sales Orders. Whenever texts are updated (can use version as well) and it auto-copied to all the Sales Orders that are assigned to this document. Even you can view, delete, add Sales documents from here.

Let’s show you through screenshots with an example:

It needs some basic configuration at Document Management System side through transaction DC10 or SPRO > IMG > Cross-Application Components > Document Management > Control Data > Define Document Types (Here you can configure you own. However I utilized the one available document  type)

Select the Document type and add “Sales Order Item” object i.e VBAP:

Step1: Maintain the text via transaction CV01N:

Input the Document number if External number range, Document type and Document Version

Maintain the description and double click for long text:

Save the document.

  • Note: Very few inputs needed to complete this document.

Step2: Create Sales Order

Select the item and click More from menu > Extras > Documents

Assign the Document created in step1:

Save the Sales order.

Upon double click or select the document and click display, it will navigate to the DIR document to view the texts.

Step3: Modify and create new version of text:

Execute transaction CV02N and navigate to tab ‘Object Links’. Here you can find the list of Sales Order that are assigned to this document.

Next click ‘New Version’ from top menu to create new Version with modified text.

When create New Version, it will automatically copy the data from initial version ‘00’ and ask for “you want to copy” to all the Sales Document Items. By this, new version will apply to all the Sales Orders.

Maintain the new texts and save and close. New version ’01’ is created.

Step4: Goto Sales Order and notice the latest version:

Now you have both old as well new texts (version 00 & 01) attached to the sales order. You can use enhancements to copy these texts to any printing forms and as per needs.

Also utilize this document to attach physical documents like any contractual agreements, terms & conditions, letter of credit, Inspection methods etc. but it may require additional settings.

Hope this helps!

Thanks!

NOTE: This document doesn’t contain any company and client’s data. All are sample data created for this knowledge sharing purpose.