SAP – Sales and Distribution – Output Determination – Lesson 11
Outputs are used across sales order, delivery and billing to communicate customer regarding order confirmation, delivery note, packing list, billing documents etc using different media like Print, Fax, EDI etc.
Outputs can be sent to specific partner function like bill-to party in case of billing documents.
Follow Menu Path: IMG –> Sales and Distribution –> Basic Functions –> Output Determination
Table can be created using menu path below.
Menu Path: IMG –> Sales and Distribution –> Basic Functions –> Output Determination –> Maintain output determination of sales documents –> Maintain condition table
Following is the display of standard table 007 created for order output
Assign table 007 to access sequence.
Access sequence is maintained so that system can maintain sequence in which it will search records.
Create output type and assign access sequence 0002
Double click on “BA00”
Some important controls like
Multiple issuing – Issue of same output to the same customer more than once
Partner-independent output – If this is active, then output can not be restricted for specific partner functions or partners
Default values of transmission medium, partner function for output in sales documents.
Some time options can be limited
A form in SAP script is used for page layout. E.g. standard form used for print medium is RVORDER01. A form can be maintained in different languages.
Print program is used to process output to fetch data as required in the page layout.
e.g. RVADOR01 is standard print program for order confirmation.
Partner functions allowed per transmission medium can be set here. So if you try process Print output for partner function BP, then system gives warning message.
Output determination configuration is done similarly for delivery and billing documents
Create output condition record for Sales.
Menu path – As below (Transaction code – VV11)
BA00 is the standard output type for order confirmation. Enter BA00.
Key fields are as below.
Sales document type – Document type for which the record is maintained. In our case, let us set it for Standard sales order type, OR
Partner function – To which, output should be sent. Example – order confirmation is sent to sold-to party; therefore partner function selected here is SP
Partner number – Customer number of the partner function, Sold-to party customer number.
Medium – Print / Fax / EDI / mail – In our case, select Print. Dispatch time – There are 4 standard options.
The individual possibilities are:
· Time 1: The message is processed through report program RSNAST00. This report program can be scheduled periodically or started manually.
· Time 2: As in time 1, but the message contains an earliest processing date and a requested processing time. The message is ignored by report program RSNAST00 before the requested date.
· Time 3: The message is selected and processed by application specific programs. Processing can take place online or in the background.
· Time 4: The message is processed when the application document is saved. No further processing of the message is necessary.
Let us select “Time 3”.
Language – This is used to display, enter texts and print documents. Communication data in the condition record.
Select the line and click on
Output device – Specific printer can be put for the condition record. Number of messages – Total number of copies to be sent.
Storage mode – Output should be only printed or archived or printed and archived both. If nothing is mentioned, only printing is done.
- Printing is immediate if this switch is set. Otherwise the output is held in the spool.
- If the switch is set, the spool job is deleted immediately after printing. Otherwise it remains in the spool file after printing and can be printed again if required.
Processing output in the Sales order
Once the output record is maintained, then output gets determined in the sales order.
Menu path is as shown
Click on Print preview – To check how the output looks.
Click on Edit – To check which output types are determined and the status.
- Output can be added manually by clicking on this. - Output can be deleted by clicking on this.
Select the line and click on . You will see all communication data maintained as per condition record. You can modify that during output processing if required.
Select the line and click . You will see the details as below.
Here, you can change Dispatch time from 3 to 4 to process output immediately and see what processing log shows.
Output is processed immediately, and status indicator turns from yellow to Green.
But we will see how output is issued, when dispatch time is “3” without changing dispatch time in the sales document as shown above.
Click on Print.
Output will be issue now. Check now output in the Order. Status Indicator will turn green as shown below.
You can repeat output if that is allowed as per control in output type configuration
Select BA00 line and click on to see if any warning or error message.
Output Determination Analysis
Enter the sales order in change mode (Transaction code, VA02), and follow the menu path
Click on Determination Analysis
Above you can see analysis of each output type.
Create output condition record for delivery. Transaction code – VV21
Menu path -
LD00 is the standard output type for Delivery note. Enter LD00.
Select 2nd key to maintain record for Sales org, 3020 and customer, 300705
Condition record gets saved.
Processing in Delivery document
Once the delivery document is saved, output is issued.
Select the output type and click on
- To see details like output device, number of messages to be sent. This is already explained above in sales order output.
- To see if the output is processed with any warning or error. In case of EDI output, it will also show the Idoc number.
Output can be issued manually as below.
Rest of the features like output determination analysis, print parameters are configured similarly as in sales order output processing.
Example screenshot of Delivery note.
Number and description of items to be delivered
Weight of the items
Delivery texts like information about certain shipping condition These forms can be customized to suit the business needs
Other Shipping outputs types like PL00 – packing list can be processed similarly.
Create output condition record for billing. Menu path as below (Transaction code – VV31)
RD00 is the standard output type for Billing. Enter RD00.
Once the Billing document is saved, output is issued.
Transaction code - VF02 and enter billing document number, 90035127.
VF02 / VF03
Example screenshot of F2 Invoice.
Invoice will normally have
· Bill-to party address
· Customers PO number
· Terms of payment
· Terms of delivery
· Billing Text
These forms can be customized to suit the business needs.