What is the Document Change Rule?

The functionality Document Change Rules configured in the system maintains the information relating to what fields can be changed? and under what circumstances?. As you are already aware, SAPs document principle does not allow changing the relevant fields once a document is posted; any changes can only be achieved through Reversal or additional postings. Fields such as company code, business area, account number, posting key, amount, currency, etc., can never be changed once the document is posted. However, SAP allows changing some of the fields in the line items such as payment method,  payment block, house bank, dunning level, dunning block, etc. These can be changed document by document or by using mass change for a number of documents in a single step.

The changes to master data are tracked and stored per user for an audit trail.

Document Changes and Change Control

Document change rules can be either user defined or predefined in the system. Only Certain feilds are modifiable once the document changes are posted. Incase of Header: Reference no, Doc Header text are modifiabe only if the posting period is not closed and Incase of Line items: Amount, Posting keys and account number are not modifiable. The others are fixed in IMG.

Conditions for Document field changes:

  • Posting Period must be open.
  • Line Item is not cleared.
  • Line item either debit in customer or credit in vendor.
  • Document not a credit memo for Invoice.
  • Document not a credit memo for down payment.

Document Change rules can be made in following criteria:

  • Account type : A, K, D, M, S
  • Transaction class: eg special G.L (down payment)
  • Company Code.

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