Output Determination (SD-BF-OC)

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Table of content

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Table of content
1 Output Determination (SD-BF-OC)
1.1 Output Type (SD)
1.1.1 Processing Condition Records for SD Output
1.1.2 Creating Condition Records for SD Output
1.2 Output Determination Analysis (SD)
1.3 Output Processing
1.3.1 Selecting a Worklist for Output
1.3.1.1 Processing Output in Worklists
1.3.2 Processing Output in Sales and Distribution Documents
1.3.3 Output from Billing Documents
1.4 Transmission Media (SD)
1.5 Printing Output (SD)
1.5.1 Printing Output Manually for a Sales Document
1.6 Sending Electronic Mails Internally
1.6.1 Entering Electronic Mails Manually in SD Documents
1.6.2 Processing Internal Mails in SD
1.7 Optical Archiving in Sales and Distribution

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1 Output Determination (SD-BF-OC)

Purpose
The Output Determination component offers output functions for sales, shipping, transportation, and billing to help you manage sales transactions with your
customers and within your company. You can create sales activity output (for example, customer telephone calls, mailing campaigns) and group output (for
example, freight lists). Your company employees can send and receive output. Output is directly linked to the corresponding sales transaction (for example, the
system automatically sends an order confirmation via Electronic Data Interchange
(EDI) as soon as the employee creates an order).

Integration
The output determination component is used for output control. Output control is used to exchange information with internal and external partners.
Output control includes the following functions, described in the cross-application (CA) - Output Control documentation:

Output Determination
Output Processing

Features
The system can automatically propose output for a sales and distribution document. You can change this output in the sales and distribution document.
The system uses the condition technique to determine output. For more information on the condition technique, see
Conditions and Pricing.
See also:
For further information on output, refer to the following documentation:

Application

Documentation

Basis-Services

SAP Internet Mail Gateway

SAP Communication: Configuration (BC-SRV)

Cross-Application Components

CA Output Control
BC - SAP Business Workflow
SD Sales and Distribution: Workflow-Scenarios

For information on Customizing settings and examples, refer to

Output Control Customizing in Sales and Distribution (SD) in the CA - Output Control documentation.

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1.1 Output Type (SD)

Output types are used to represent various forms of output in the SAP system. Examples of output types in Sales and Distribution processing are order
confirmations, freight lists, and invoices. You use the output type to control how the output should be transmitted, for example whether an order confirmation should
be sent via EDI, or be printed.
In Customizing, you can display the output types available in the SAP R/3 system. To display sales output types, for example, go to Customizing and choose
Sales and Distribution Basic Functions Output Control Output Determination Output Determination Using the Condition Technique Maintain Output
Determination for Sales Documents Maintain Output Types .
See also:
For more information on output types in general, refer to
Output Type in the CA - Message Control documentation.

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1.1.1 Processing Condition Records for SD Output

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Prerequisites
Before you can create a condition record, you must define the corresponding output type in Customizing. To maintain the output type for a sales document, for
example, choose Basic Functions Output Control Output Determination Output Determination Using the Condition Technique Maintain Output
Determination for Sales Documents Maintain Output Types in Customizing for Sales and Distribution.

Procedure
To access the individual functions, choose Logistics
Sales and distribution Master data.
The table below contains an example that shows you how to process sales and distribution output for a sales document. You use the same procedure for other
types of sales and distribution output.
Function

Menu path

What you should know

Creating condition records for sales and distribution

output

Output
Sales document Create

See
Creating Condition Records for SD Output

Changing condition records for sales and distribution Output

output
Sales document Change
Displaying condition records for sales and
distribution output

Output
Sales document Display

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1.1.2 Creating Condition Records for SD Output

Prerequisites
The procedure is explained using a sales document as an example.

Procedure
Enter an output type.
Choose Edit
Key combination .
Select the key combination for which condition records are to be created.
Choose Enter .
Enter the appropriate key for each condition record, according to the key combination you selected.
Make entries for each condition record in the following fields:
Function
Partner
Transmission medium
Time
Language
For transmission medium 1 (Print output) or 7 (SAPoffice = internal mail), you can maintain the communication data. To do this, choose Communication.
Save the condition records.

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1.2 Output Determination Analysis (SD)

Use
You can analyze how the system determined output in a sales and distribution document. For example, you can list the criteria the system used to search for
output information and whether the search was successful or not.

Features
Output determination analysis provides you with the following information:
Whether the system proposed the output from a condition record or from the customer master record
Which output documents were found using output determination and which were not
Which accesses resulted in finding valid condition records, and the results
Which key combinations (combinations of fields) the system used in the accesses

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Call
Change the corresponding sales and distribution document, for example a sales document:
a)
Sales Screen
b) Sales document Change
Extras Output Header or Item
Goto Determin. analysis

The determination analysis task only works if you change the sales and distribution document (it does not work in display mode).

There is no output determination analysis available for the picking list.

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1.3 Output Processing

Use
Output processing issues the output documents (for example, by printing them or sending them via EDI).

Prerequisites
Output must previously exist in the sales and distribution documents. For further information, refer to
Message Determination in the CA - Message Control documentation.

Features
You can process output by:
Selecting a worklist for output
If required, you can edit output before it is processed.

You can process output online or in the background.

Selecting a worklist using report RSNAST00
This is useful if you need to process output over several applications and periods of time.
Processing directly from SD documents

If you choose background processing, you can start several reports simultaneously. For example, after creating the billing documents, you can run
two reports concurrently:
To print the billing documents
To transmit the billing documents to Financial Accounting
See also:
For more information on report RSNAST00, see
Subsequent Processing
For more information on output processing in general, refer to
Message Processing in the cross-application documentation CA - Message Control .

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1.3.1 Selecting a Worklist for Output

Call the corresponding function:
Function

Menu path

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What you should know

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Shipping

Shipping screen

Creating delivery output

Outbound delivery
Delivery output

Creating loading output

Pack/load
Loading output

Creating shipping unit output

Pack/load
Shp. unit output

Shipment

Transportation screen

Creating shipment output

Output
Shipment

Billing

Billing screen

Creating billing output

Output
Billing documents

You can print shipment output and other output for

documents that refer to a shipment (such as billing
documents or deliveries). To do this, select the
corresponding field and enter the processing data in
the relevant sections.

See
Output from billing documents.

Sales and Distribution in general

Using background processing

Tools

Reports used for output begin with SD70A.

ABAP Workbench, ABAP Editor

Report RSNAST00

Tools

Run report RSNAST00.

ABAP Workbench, ABAP Editor

1. Enter the output type, the transmission medium, and, if required, further selection parameters.

If you wish to have a worklist displayed for output that was not processed successfully, enter 3 in the Processing mode field. The system displays all types of
output with errors, and you can then process them once again.
2. If you want to display the worklist first and/or make changes, select Program Execute .
If you want to process the output as a background job, select Program Execute in background . In this case, you cannot make any changes.
3. If you want to edit output, select the corresponding output.
For more information on processing output, refer to
Processing Output in Worklists.
Choose Edit
Process.
The system creates and processes the selected output.
If you wish to have a log generated after processing the output, choose Goto Log.

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1.3.1.1 Processing Output in Worklists

Prerequisites
You must first generate the worklist. For more information on creating a worklist, refer to
Selecting a Worklist for Output.

Procedure
Select the corresponding output and perform the required function:
Function

Menu path

What you should know

Changing the printing parameters

Edit Printer default

You use this function if you want to specify the same

printing parameters for several output documents.
For all selected output documents, the system
copies the printing parameters from the Printer
default screen, if the Transmission medium field
has value 1 ( Print output ).

Issuing output (printing, faxing, and so on)

Edit Process

After output is processed, it is highlighted as follows:

green (processed successfully)
red (processed with errors)

Changing details

Goto Communication

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You use this function if you want to specify individual

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printing parameters for each output document.

You can only change the parameters for the
transmission media Print and Telefax . For all other
transmission media, the parameters are in displaymode only.
Generating a screen display

Goto Print preview

The system displays the first output document

selected.
For all output documents that were generated by
print editing using SAPscript (for example, delivery
note and packing list) you can generate a screen
display of the output.

Displaying the processing log

Goto Log

The system creates a log for each output document.

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1.3.2 Processing Output in Sales and Distribution Documents

Prerequisites
Usually, the system automatically proposes output types and parameters in sales and distribution documents.
If you need to edit output, choose one of the following menu paths depending on the type of sales and distribution document:
Sales and distribution document

Menu path

Sales documents

Extras
Output Header or Item

Delivery

Extras

Shipment

Goto

Delivery output Header or Item

Output

Billing document

Goto

Invoice list

Header

Header Output

or Item Output

If you have selected several output documents, you can continue to the next document by choosing Goto Next detail screen .

Procedure
Function

Menu path

What you should know

Repeating output

Select the output document and choose Repeat

output

You can send output documents more than once.

This can be useful if, for example, there are
technical or other problems when you print an output
document the first time.
The system copies the selected output document.
You can then edit and send this document.

Changing and re-sending output documents

Select the output document and choose Change

output

If you have changed a document, you can change

and re-send the output document based on the
document.
The system copies the selected output document.
You can then edit and send this document.
The system marks the output document as changed
in the Change column.

Changing the printing parameters

Select the output document and choose

Communication method

The output document must be selected for printing.

The Transmission medium field must have a value
of
1 ( Print output ) or 2 ( Fax ).

Changing transmission data

Select the output document and choose Further

data

Example: dispatch time

Here you can also see the processing date and the
processing status.

Performing an output determination analysis

Goto Determin. analysis

For a description of this feature, refer to

Output Determination Analysis in Sales and
Distribution.
The system displays all accesses. To see each

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access, choose Goto

Details to display the fields used in the access.

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1.3.3 Output from Billing Documents

Use
You use this report (SD70AV3A) to produce output from billing documents, such as printouts. The report enables you to determine how often you to want to
generate the invoices, whether daily or weekly, for example.
You can also use report RSNAST00 for the same purpose. It has a shorter runtime than report SD70AV3A, but the latter enables you to specify more detailed
selection criteria regarding which invoices to generate.

Prerequisites
Before you can produce output for a specific billing document, that output must have been determined previously in the billing document, either:
Automatically with output determination
Manually
To check whether an output type is available in a billing document, choose Goto Header Output when changing or displaying the document.

Features
When you call up this report and enter the selection criteria, you receive a list of the billing documents with output to be issued. Select the output that you would
like to issue and choose Edit
Process.
See also:
For more information on worklists, refer to
Selecting a Worklist for Output.
For more information on output control and determination, refer to
Message Control and

Message Determination in the Cross Application - Message Control documentation.

For further information on print control, see the

BC - R/3 Printing Guide.
For more information on billing documents, see
Billing documents.

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1.4 Transmission Media (SD)

Sales and Distribution provides the following options for transmitting output:
Medium

Description

Further information

Printing

BC - SAPoffice:
BC - SAPscript: Printing with Forms

Telefax

Telex

External transmission

Electronic Data Interchange

BC - SAPoffice
:

Forms in the Business Workplace

BC - SAPoffice:
Forms in the Business Workplace

SD - EDI
Electronic Data Interchange/IDoc Interface (SD)

SAPoffice

BC - SAPoffice
: SAPoffice

Special functions

Events (SAP Business Workflow)

BC - SAP Business Workflow:

Distribution (ALE)

CA - Business Framework Architecture

Event

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Application Link Enabling Integration Technology

LO - Logistics Information System
:

Components of the Logistics Information System

(LIS)
:

Tasks (SAP Business Workflow)

BC - SAP Business Workflow:

Tasks and Task Groups

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1.5 Printing Output (SD)

Use
For example, you can print an order confirmation for a sales order.

Prerequisites
The following prerequisites must be met:
An output type for printing must be available in the sales document. The output can be:
Determined automatically by the system using
message determination in the sales document
For further information, refer to
Message Determination (SD) in the CA - Message Control documentation.
Entered manually in the sales document
If an output exists in the output determination procedure, you can enter it manually in the sales document.
For further information, refer to
Message Determination Procedure in the CA-Message Control documentation.
To enter an output manually (or to display an existing output), choose Extras Output Header or Item Edit on the overview screen of the sales
document. The Transmission medium field, for the output you want to print, must have a value of 1 ( Print output ) or 2 ( Fax ).
For further information about proposing output, refer to

Message Default and Message Processing in the CA - Output Control documentation.

The traffic light should be yellow in the Status column. If the traffic light is red, you can reprint the output by selecting the output and choosing Repeat
output .
For further information, refer to

Message Status Records in the CA - Message Control documentation.

Features
You can print output as follows:
Using the worklist (online)
Using the worklist (background job).
Printing output manually
See also:
For more information on worklists, refer to
Selecting a Worklist for Output.

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1.5.1 Printing Output Manually for a Sales Document

Use
This procedure applies to printing output for sales documents and billing documents.
You can:
Function

When

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Print output

When changing or displaying sales documents

Display output on the screen

When adding, changing, or displaying sales documents

If you display the output on the screen, the system displays the current document data. This means that you can enter a new text relevant for the output and see
the result on the screen before you save it.

Prerequisites
The general prerequisites that are described in
Printing Output (SD) also apply here.
In the output screen in the sales document, you must also enter number
3 ( immediate ) in the Time column for the output you want to print.

Procedure
The following procedure illustrates how to print output, using a sales document as an example.
1. On the
sales screen, choose Sales document Change or Display.
Enter a document number and choose Sales document Issue output to.

You can also choose Extras Output Header or Item Print Preview on the overview screen of the sales document. You can only print a changed
sales document once you have saved the data. This prevents you from sending data in a printout to the customer before it has been saved in the system.
In the Issue Output dialog box, select the output that you wish to print.
Choose:
Printer
to print the output
Screen
to display the output on the screen
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1.6 Sending Electronic Mails Internally

Use
You can send a mail to the responsible employee to inform that person about a sales and distribution document that requires attention. The responsible employee
can call up the document directly from the electronic mail to review or process it.

Features
The procedure for processing electronic mails is described in the section on
Processing Internal Mails in SD.
You can make the automatic proposal procedure dependent on certain requirements. For example, you can specify that an electronic mail should only be sent if
the value of a sales order exceeds 1,000 USD. For further information, refer to
Message Determination: Processing Condition Component Hierarchies in the CA - Message Control documentation.
You can also
manually enter mails in sales and distribution documents. If you are responsible for the original document, you can decide whether an electronic mail should be
sent. If so, you can enter output information in the document header.
See also:
Formatting SAP office Messages in the CA - Message Control documentation.

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1.6.1 Entering Electronic Mails Manually in SD Documents

Choose Extras Output Header or Item in the document you are currently processing.
Enter the following data:
Mail in the Output type field
Output medium
7 in the Output medium field
MP in the PartFunct. field
the user name of the mail recipient in the Partner field

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 the language in which the mail should be sent in the Language field
Choose Further data to enter the timing data for the electronic mail.
Choose Communication method to maintain the communication data for the electronic mail:
- Mark either the Functional or Standard field (for mail that is not confidential) or the Confidential field.
- Enter the transaction code with which the recipient can process the sales order. For example, enter VA02 to change a sales order or VA03 to display a sales
order.
- If you want to write a text to go along with the mail, choose Edit
Editor to reach the SAPscript Editor.
Choose Back to return to the output screen.
The system sends the electronic mail at the time you have specified in the timing data.

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1.6.2 Processing Internal Mails in SD

To process an electronic that you have received:
1. Choose Office
Inbox from the main menu.
Mark the incoming mail that you want to process, then choose Document
Display .
The system displays basic information about the selected document, such as the document number, who created the document, and so on. If the employee who
created the document has included a text, the system displays this, too.
Choose Edit
Process .
The system automatically calls the transaction specified in the electronic mail. After you process the document, you return to the electronic mail. You can
repeat this process as often as you like.

You can process an electronic mail without displaying the document by choosing Edit
Process after marking the relevant mail.

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1.7 Optical Archiving in Sales and Distribution

For information on archiving incoming and outgoing documents in Sales and Distribution, see the Basis Components - Basis Services / Communication
documentation and the Cross Application (CA) documentation
Introduction to SAP ArchiveLink.

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