Document Change Rules in SAP S/4 HANA

What is " Document Change Rules " in SAP ?

In SAP, Document Change Rules refer to the configuration settings that determine which fields in financial documents can be changed/restricted from change after they have been posted.

This involve errors correction, information update, adjusting values, changing dates, and other relevant non-editable restrictions.

For example, certain fields such as document text, value date and payment method may be restricted from being changed or allowed to change after posting to maintain accurate financial records and audit trails.

Document Change rules can be for the following :

• Account type : A, D, K, M, S

• Transaction Type : Special GL Transactions

• Company Code.

How to apply Rule for changing field on Document ?

When there’s a necessity to modify the non-editable data in an SAP document, without reversing the document, SAP Document Change Rules can be applied.

The Document Change Rules can be applied on :

1. Header Level

2. Line-Item Level

Go to Change Document - (T. code - FB02)

Open the Posted Document Number for which you want to make changes :

• Click on " Document Header " - as you can see below, here the Document Header Text field of header is editable.

• Double-click on one of the " Line Item "

as you can below, here Assignment field is editable.

Suppose, if we want to edit the Reference field in Document Header and Text field in line item of the same Posted document.

Configuration Steps to Change Fields of Document Header :

STEP 1: Select and then Press Function key "F1" on the field for which you want to change

STEP 2 : Click on Technical information icon as shown below

STEP 3 : Copy the "Table Name" and "Field Name" fields

STEP 4 : Go to Transaction Code - OB32 and click on 'New Entries' >>

STEP 5 : Enter,

• Table Name-Field Name (copied from STEP 3)

• Company code

• Check "✓" Field can be changed and save.

Now, you can change the Document header text field of Posted GL Document.

Configuration Steps to Change Fields of Document Line-Item :

Settings to make the line-Item field editable is similar to that of Document Header field.

STEP 1 : Select the field and copy the Table name and Field name.

STEP 2 : Go to T.Code OB32 >> Enter values in fields as shown below :

• Field Name - Technical Name of the Field (Copied from STEP 1)

• Account Type - This determines whether it's a Customer(D), Vendor(K), Asset(A), Material(M), General Ledger(S) Line-Item.

• Transaction Type - Enter Special G/L Transaction type i.e., 'A' (Down payments) or 'W' (Bills of Exchange) or Keep it blank for all others.

• Company Code - Enter your company code or Keep it " " blank for all.

• Field can be Changed - "✓" tick to modify / " " untick to restrict changes.
  

Now, you can change the document Line-Item field of Posted GL document.

By following these steps, you set up a rule in SAP that decides when and where changes can happen to specific fields in posted documents.

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