Document generation is critical for successful business operations at SAP Sales and Distribution (SD). From sales orders and delivery notes to invoices and shipping labels, output determination is critical in ensuring that information reaches its intended receivers on schedule. In this article, we’ll look at how output determination works in SAP SD and the numerous aspects that influence it; Understanding these details allows organizations to speed document generation while boosting customer service levels and overall sales distribution workflows.In these tutorials, we will discuss one of the basic functions for Output Determination in sap sd.
Table of Contents
Introduction to Output Determination in SAP SD.
Output in SAP application is a means of communication for exchanging information between partners or vendors and systems defined in the document. We can also transmit output for different sales order confirmations, quotations, orders, deliveries or invoices, etc. Output can be sent in different forms, like printout or printable format /EDI/Fax fax, or 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: 1.
- 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 determinations dependent on different criteria using the condition technique in SAP
- Output is differentiated at the 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, Let’s understand the terms of the Output element
The transmission medium 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.
Importance of Output Determination in SAP SD
Output determination is a crucial aspect of SAP Sales and Distribution (SD), enhancing communication efficiency and facilitating seamless communication among customers, vendors, and internal stakeholders. It generates printed documents like invoices, delivery notes, and purchase orders that the appropriate departments can distribute as they see fit. Output determination also supports electronic transmission via email, fax, and EDI. It allows for customization of document content, layout, and design, and offers scenario-specific settings for various scenarios. It can adapt to customer preferences and vendor requirements, ensuring customer satisfaction and strengthening partnerships. Overall, output determination in SAP SD optimizes communication channels and offers customization flexibility to suit various situations.
Component of Output in SAP
Forms: It is the layout of the document in the 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 documents.
- 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 the customer master, but it is recommended that output determination is done through the output determination procedure using the condition technique. Condition technique is a method of determining the best condition from available options.
This consists of the below elements:-
- Condition Table
- Access sequence
- Output Types
- Output determination procedure
- Output determination procedure assignment
- Maintain condition record.
Output Determination Procedure
Condition Table
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 catalog
Access Sequence
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 various forms of output can be generated from the document.
- Dispatch Time
- transmission medium
- Partner function etc.
Output Procedure
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 simultaneously)
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 simultaneously)
Output Condition Record
It is a sort of master data containing the details of key combinations of fields as defined in the condition table for which output should be triggered. Even if the output is determined but the condition record is not maintained then the 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 to 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
Let’s 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
Transaction: V/30
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
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 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 need 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
Transaction V/47
Create a new entry for ZA00, medium 6, function SP, and order confirmation
Maintain Output Determination Procedure
Here we need 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)
Transaction V/32
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 been set, Now we need to maintain condition records to get the desired output type will determine in the relevant sales document type.
Conclusion:
Output determination is a critical component of SAP SD, providing businesses with efficient communication channels and customizability that fits each specific business scenario. By regularly reviewing output settings, using SAP configuration options and training users on them, businesses can optimize output determination processes, streamline processes, strengthen customer relationships and achieve greater business results.
Happy Learning ..!!
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