In this tutorials, we will discuss one of the basic function for output in SAP Sales and Distribution knows as Output Determination.
Output in SAP application is a means of communication for exchanging information between partners or vendor and systems defined in the document. We can also transmit output for different sales order confirmation, quotations, orders, deliveries or invoices etc. Output can be sent in different forms like Print out or printable format /EDI/Fax /idocs as agreed with the customer or other business partner.
Sales and distribution output determination allows you to monitor the proposal using assignments and groupings in such a way that the system selects the output required for each sales transaction And performs output processing according to predefined requirements. There are two possible ways to monitor for each output in the SAP system:
- Proposal of output from the customer master record
- Proposal of output using the condition technique
SAP suggests that the output proposal be made using the condition technique. This is because it is much more flexible than taking the proposal via the customer master because we can make output determination dependent on different criteria using condition technique in SAP
- Output is differentiated at Header and Item level in SAP for all documents.
- Header output issues the whole document e.g. Order confirmation,Delivery Note, Invoice etc.
- Item output is for issuing each individual item in the document. e.g. Certificate of Analysis etc..
Before we move ahead on this topic , Lets understand terms of Output element
Transmission medium-It determines in which form output is triggered in SAP i.e. printout, Fax, EDI etc..
Timing of Output-It helps to decide when the output should be triggered i.e. immediately when the document is saved, manually etc..
Component of Output in SAP
Forms: It is the layout of the document in output format. It decided what should be printed where & in what form. There are various types of forms provided by SAP i.e. SAPscript, Smartforms & Adobe forms.
Print Program: It decides the data fetching logic for output form i.e. what data should be picked from where.
Output Type in SAP SD
The Output type represents the various forms of output that can be generated from document.
- Order Confirmation -BA00
- Quotation Confirmation-AN00
- Delivery Note -LD00
- Invoice -RD00
- Cash Sales invoice -RD03
- Sales activity -KO00
Output Determination in SAP SD
Output can be determined from customer master, but it is recommended that output determination is done through output determination procedure using condition technique. Condition technique is a method of determining the best condition from available options.
This consists of below elements :-
- Condition Table
- Access sequence
- Output Types
- Output determination procedure
- Output determination procedure assignment
- Maintain condition record.
Output Determination Procedure
We can define the combination of fields for which you want to create output condition records in a condition table.
This way, you can control determination depending on, for example, the combination of the sales organization and sales document type. Condition Tables can be created by concatenating fields out of the available field catalogue
Access sequence is a search technique used by the SAP framework to search for condition records that are appropriate for a condition category. Controls the order of the condition tables used to evaluate the output
Output Condition types
It is as explained earlier are the various forms of output that can be generated from the document.
- Dispatch Time
- transmission medium
- Partner function etc.
It is assigned to the business usage (e.g. Sales Order Type).
Output condition types are assigned to the Output Procedure. In each step, we can define requirements and add coding for specific uses (e.g., prints on two printers simultaneous)
Output condition types are assigned to the Output Determination Procedure. In each step, we can define requirements and add coding for specific uses (e.g., prints on two printers simultaneous)
Output Condition Record
It is a sort of master data containing the details of key combination of fields as defined in condition table for which output should be triggered. •Even if the output is determined but condition record is not maintained then system will not automatically trigger any output.Here we can specify:
- A particular medium for output. The time at which you would like the output to be sent
- The language in which we want the documents be created
- Printer on which the output should be printed in case of print output.
Output from SO
We see below a sample output screen from a sales order. Output type BA00 (Order confirmation ) was successfully processed here. The Green Traffic Light indicates Output issuing was successful.
Configuration Steps for Output Determination
Lets move to the step by step configuration that needs to be done for a Sales Order Confirmation.
Sales & Distribution –> Basic Functions –> Output –> Output determination –> Output proposal using the condition technique –> Maintain output determination for sales document –> Maintain output types–>Assign output types to Partner functions
Select and copy BA00 to ZA00 , Create new output type for sales Document
Change Transmission. Medium to Print Output, partner function SP (Sold to), Time (4= immediate) Check access to conditions and check off multiple issuing ,then Save
Access sequence 0003 (Sales org/customer). If one of these is not suitable then you need to maintain condition tables otherwise we can define our own access sequence .to create a new access sequence, copy a specific one already in the program and customize it to suit to the requirements. We may define our own access sequences, the key should start with the letter Z since SAP reserves this letter for the standard system.
Sales & Distribution -> Basic Functions -> Output -> Output determination -> Output proposal using the condition technique -> Maintain output determination for sales document ->Maintain Access Sequences
Assign Output Types To Partner Functions
Now we needs to assign the allowed output types to partner functions.
Sales & Distribution –> Basic Functions –> Output –> Output determination –> Output proposal using the condition technique –> Maintain output determination for sales document –> Assign Output Types To Partner Functions
Create a new entry for ZA00, medium 6, function SP and order confirmation
Maintain Output Determination Procedure
Here we needs to specify output determinations for the specific documents.
Sales & Distribution –> Basic Functions –> Output –> Output determination –> Output proposal using the condition technique –> Maintain output determination for sales document –> Maintain output determination procedure)
Check Assign procedures for determining output-> Allocate header for sales document (Transaction V/43) for the Output procedure being used for order OR and BA00 and you’ll find that it is linked to V10000
Select V10000 (Transaction v/32) and choose control,Add a new step for your new output type. E.g.. Step 40 (Next Step in sequence), Counter, Type = ZA00 and requirement 22 (Requirement tells when the output is required to be fulfilled. I.e.. After order confirmation, after goods issue, …)
Output Determination configuration has set, Now we needs to maintain condition records to get the desired output type will determine in the relevant sales document type.
Happy Learning ..!!
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