Output Management via BRF+

With SAP S/4 HANA, a new Output Management approach is in place. The complete
configuration differs from the configuration that is used when output management is based on
NAST (condition technique). The configuration is based on BRF+. In SAP S/4 HANA, the target
architecture is based on Adobe Document Server and Adobe Forms only. For the form
determination rules (along with other output parameters), BRF+ functionality is used.

Output management based on NAST is not available for new documents in SD Billing from 1511
and is extended to sales order management from 1602. Similarly, output management using
BRF+ is mandatory for Purchase order from 1511.

Prerequisites –
 Uploading XML for importing output determination application in BRF+ (Ref note 2248229).
 BRF+ is active and usable
 Background RFC configuration has been set up
 Adobe Document Server is available – ADS needs to be implemented to allow SAP to fetch
PDF properties for rendering output form
 KPRO has been maintained – KPRO allows to store PDF attachments on physical location.

Steps for uploading XML –

Note 2248229, provides decision tables for new output management. We need to download XML
files to local drive and import them using below steps.

Transaction code BRF+ or BRFPLUS

BRF+ workbench will be displayed. For importing output application, we need to change layout to
“Expert” mode. Follow below steps –
a) Select user mode as “Expert”.

b) Save these settings.

Steps to import –

a) Download zip files from SAP note 2248229 and save them on your local machine

b) Next, we need to select Import XML under the Tools menu.

c) Select relevant file in below screen.

d) Specify Customizing request.

e) Click on “Upload XML File” button.

f) Uploaded application will now be available under Repository tab.

Configuration –
Below configuration, steps are relevant for all application areas (Sales Order, Purchase Order,
Billing Documents and Outbound Delivery)

SPRO Node for output configuration (IMG Path –> Cross Application Components)

1) Define Output types – Output Control -> Define Output Types

2) Assign Output Channels – Output Control -> Assign Output channels

In this activity, assign output channels to output type.

3) Define Determination of Form Master Templates –

Output Control -> Define Determination of Form Master Templates

The master form template contains static data (such as a logo and footer) that is applied to each
form page and is determined based on configuration setting maintained.

Activities
a) Enter a rule ID, preferably an ID that indicates the logic of the rule.

b) Enter an ordinal number to specify the position of the rule in the determination sequence.

c) Following parameters are optional –

 Organization Type
 Organizational unit
 Channel
 Sender country
 Form Template

During document output, the master form template is determined by comparing each defined
rule with the current data provided by the application. If a parameter is not defined, (no value
entered), this parameter is considered as a match, and else, system determines the rule where all
parameters match. Master form template is used corresponding to this rule.
Business Rules for Output Determination –

Below configuration, steps are relevant for all application areas (Sales Order, Purchase Order,
Billing Documents and Outbound Delivery)

SPRO – > Cross-Application Components -> Output Control -> Define Business Rules for Output
Determination (Transaction: OPD)

In this Customizing activity, you can define how the system determines output parameters during
document processing. You can define business rules for the determination of output parameters,
such as output types, recipients, and form templates.

Following determinations are available –

Number of
Determination Result Example
Matches

Output Output Type to be Output BILLING_DOCUMENT can be determined

Multiple
Type used based on billing document type (F2).

List of Receiver Receiver roles (SP, SH, RE, RG) are determined for the
Receiver Multiple
Roles determined output type (BILLING_DOCUMENT).

List of Output
Channel Multiple Channels (EMAIL, PRINT and IDOC) are determined.
Channels

Output devices
Printer
Single and number of Output device (LOCL) for channel PRINT
Settings
copies

Sender Email Sender email address & Email template

Email
Single address and Email (SD_CI_DEFAULT_EMAIL_TEMPLATE) is determined
Settings
Template for output type.

List of Email Email addresses for roles (To, Cc, Bcc) are
Email roles(To, Cc, Bcc) determined for output type. This step is optional and
Multiple
Receiver and email system uses receiver email address in case step is not
addresses maintained.

Form template (SD_CI_STANDARD_DE) is

Form Template
Form determined with following options: Output type,
Single name and
Template Receiver, Channel, Recipient language, Sender
language
Country, Recipient Country and document category.

Output Can the document be Output to be issued only when billing document is
Single
Relevance output based on the successfully passed to accounting.
 Number of
Determination Result Example
Matches

defined condition

(Yes/No)?

Example of maintenance of Channel determination –

 Select Rules for relevant document, example BILLING_DOCUMENT.

 Select determination, example Channel to be used for triggering output type.
 Input parameters could be changed by adding input columns to determination table. Each
determination table consists of input columns (condition columns) and result columns.
You can add new input columns via the table settings.
 Maintain relevant input combination to determine the channel needed. Multiple channel
can be selected for the same combination.

After changes, click on Save and Activate.

Output processing –
 Output determination is performed in document based on determination rules defined
for Output type, receiver role, channel, form template, receiver email address and email
template withe status as ‘In Preparation’. Default data can be changed in the document.

Overview Screen:

Detail Screen:

 Processing of output –

Only two dispatch times are available in new output management system.

 Immediately (1)
Output is processed as soon as document is saved. If no errors, output type status changes to
“Successful”. In case of errors, output will be in “Error” status. Errors can be viewed
by clicking log button.

 Scheduled (2)

Output is processed using new transaction introduced VF31F for billing document.
 Email output in SOST – Invoice copy is sent as PDF
attachment.
1) New output management utilizes bgRFC for processing of outputs with Immediate dispatch time.
bgRFC could be configured using transaction SBGRFCCONF.

2) Connection to ADS can be checked in SM59. Please see below screenshot.

3) KPRO maintenance could be done using following configuration.

SPRO -> Cross Application Components -> Document Management -> General Data -> Settings for
Storage Systems -> Maintain storage category

Here, we assign content repository to category “SOMU”.

We have made the KPRO configuration as shown above and also implemented note

2279725 – Content repository for category SOMU. Output is processed with VF31F and entry is
available in spool. But we try to display the spool it is throwing below error .
File /usr/sap/SFI/SYS/global/SPOOL0000011792_00001.cfg cannot be opened
Appreciate any inputs on this.

Can you please tell me on outputting to pdf1? Also I have a question. Once the invoice is created,
output status is ‘In preparation’. How will it becomes ‘To be output’ automatically without any
manual intervention?

Well I am actually printing a PO at the moment – I created a device of type PDF1 and print to
that. The output for me goes directly to To Be Output as I have set it to print immediately and once
the PO is saved it remains in status Pending – even though it has spooled. If I look at the messages
before saving the PO and make changes – it ignores these so it must be going through the set up
again later. it never changes to successful unless I manually complete it – lots of little issues – it
seems development is not fully complete.

Need help / input for two issues at my end in S/4 HANA 1511 OP version.

1- Only 3 XML files available to Import. Do not see the option in Tools–> XML Import. Please see
below image

2- The Print Preview not visible for any Sales Order/ quotation etc documents. What need to be
fixed this ?

Issue 1) –> For XML Import option to be visible, please use Expert mode. This can be done in
personalization settings in BRF+ workbench.

Issue 2) –> With 1511 release, new output management is not available for sales documents and
outbound delivery. Sales documents still work with traditional output management based on NAST.
Have you installed ADS server.

How to maintain partner profile for IDOC message? In WE20 – Message Type, I cannot find new
output types.
Also, for Print I am using SAP Script but The output stays in “TO BE OUTPUT” status. How to print it?

When I click on Print Button it gives error:

Requested function OUTPUT is not available here

When I click on PDF Icon, pop for Printer opens but I could not find Print Button. Print Preview is
working fine.
VF31F transaction picks up an invoice only when output status is ‘2’ (To be output) and Dispatch time
is ‘2’ (scheduled). Please try this and let me know if you have any questions.

For form rendering error, please upgrade to 1511 SP1. In initial release, there are few issues with
form data service.

For KPRO error, please maintain content repository against document category “SOMU”.

2279725 – Content Repository for category SOMU

Also, one important thing is that, we need to have Adobe document server connected to S4HANA to
render any PDF forms. This is mandatory for BRF+ enabled PDF outputs in S4HANA.

Please check both of these things so that the issue will be resolved.

I have maintained CUSTCONTDB as content rep (as per SAP note, any valid content rep can be
selected). In case this does not work I will check with basis to implement the note. I am also checking
for the ADS connection. Will update you if this works. Thanks again.

The error likely comes as your user does not have the authorization for the CDS view
I_BILLINGDOCUMENT which is used for data retrieval.

Each form template based on a gateway service can include CDS views.

You can view them in the transaction SEGW. The name of the gateway service is a property of the
form template which you can view via the App “Maintain Form Template”.

Inside SEGW you find the data mapping under ‘Service Implementation’ -> <EntityName> -> Mapping
(If ‘Mapping’ is visible a CDS view is used). Double-click and on the right side you will find the used
CDS view.

We have done the output management configuration in S/4 HANA system still we are facing issue.
Status is in process only and while print below error is displayed. No spool generated.
and for PDF preview error is form master template could not be determined.

Anyone has faced same issue on OPD where SALES DOCUMENT determination is empty with no table
decision?,

we could import file from an OSS note for Biiling document and Purchase order, but the OSS note has
not any xml file OPD for SALES DOCUMENT and it is required to be uploaded?

where SAP provides this file for S4 hana?

Thanks

We have faced this issue and also raised this with SAP.

The Answer is : The sales document does not support BRF+ configuration yet. It is still on NAST
condition technique.

Hi Monalisa,

I got it, Thanks for your answer!