Output Determination: Configuration of Output Types in SAP SD

Output determination is a key part of the sales process in SAP SD (Sales and Distribution). It allows SAP to automatically determine the output documents that need to be generated for various processes such as order confirmations, delivery notes, and invoices. The configuration of output types defines how these documents will be generated and sent to the intended recipients (e.g., customer, warehouse, etc.). This tutorial will guide you through the process of configuring output types in SAP SD, with a real-world example.

Overview of Output Types in SAP SD

In SAP SD, output types are used to define the different kinds of outputs (e.g., order confirmations, delivery notes, invoices) that are generated during business processes. Output types determine the format and medium (e.g., print, email, fax) through which documents are sent. SAP uses the concept of "output determination" to select and trigger the appropriate output type based on document conditions such as sales organization, document type, or customer master data.

Step-by-Step Configuration of Output Types in SAP SD

Step 1: Define Output Types

The first step in configuring output types is to define them in the SAP system. Output types identify the documents that need to be generated, such as an order confirmation, delivery note, or invoice.

To define output types:

  1. Go to transaction NACE (Maintain Output Types).
  2. Select the application V1 (Sales and Distribution) from the list of available applications.
  3. Click on New Entries to create a new output type.
  4. Enter the following details:
    • Output Type: Enter a unique code for the output type (e.g., RD00 for order confirmation, IN00 for invoice).
    • Description: Enter a short description of the output type (e.g., Order Confirmation, Invoice).
    • Medium: Select the medium for output (e.g., 1 for print, 2 for email, etc.).
  5. Click Save to save the output type.

Step 2: Define Output Determination Procedure

After defining the output types, you need to define the output determination procedure. The output determination procedure determines which output type is selected for specific documents based on certain criteria, such as document type, customer, or sales organization.

To define the output determination procedure:

  1. Go to transaction NACE again.
  2. Select the application V1 (Sales and Distribution).
  3. Click on Output Determination Procedure under the "General Settings" section.
  4. Click on New Entries to create a new procedure.
  5. Enter the following details:
    • Procedure: Enter a unique code for the procedure (e.g., 0001 for standard output procedure).
    • Description: Enter a description for the procedure (e.g., Standard Output Procedure).
  6. Click Save to save the procedure.

Step 3: Assign Output Types to Output Determination Procedure

Once the output types and output determination procedure are defined, you need to assign the output types to the procedure. This allows SAP to automatically select the output type when creating sales orders, deliveries, and invoices.

To assign output types to the output determination procedure:

  1. Go to transaction NACE.
  2. Select the relevant application V1 (Sales and Distribution).
  3. Click on Output Determination Procedure and select the procedure you created (e.g., 0001).
  4. Click on Output Types to assign output types to the procedure.
  5. Click on New Entries and enter the following details:
    • Output Type: Select the output type (e.g., RD00 for order confirmation, IN00 for invoice).
    • Language: Choose the language for the output document (e.g., EN for English).
  6. Click Save to assign the output types to the procedure.

Step 4: Define Conditions for Output Selection

To determine when specific output types should be triggered, you need to define conditions. These conditions specify which output type will be selected based on criteria like sales document type, customer, and document date.

To define conditions for output selection:

  1. Go to transaction NACE.
  2. Click on Conditions under the application V1 (Sales and Distribution).
  3. Click on New Entries to create a new condition.
  4. Enter the condition details such as the Sales Organization, Document Type, and Output Type.
  5. Click Save to save the condition.

Step 5: Test Output Type Configuration

Once the configuration is completed, it is essential to test the output determination to ensure that the correct output type is selected and generated for the sales documents.

To test the output type configuration:

  1. Create a new sales order using transaction VA01 (Create Sales Order).
  2. After creating the sales order, navigate to the Output tab within the order.
  3. Check if the correct output type (e.g., RD00) is automatically determined based on the sales document.
  4. Generate the output document by choosing the appropriate action (e.g., Print or Email) and verify the output format.

Real-World Example of Output Type Configuration

Let’s consider a real-world example:

  • Step 1: A company sets up an output type RD00 for order confirmations.
  • Step 2: The company creates an output determination procedure 0001 for standard sales orders.
  • Step 3: The output type RD00 is assigned to the procedure 0001 for automatic output determination when creating sales orders.
  • Step 4: The company defines conditions that link the sales organization, document type, and output type.
  • Step 5: The company tests the configuration by creating a sales order, where the output type RD00 is automatically determined and the order confirmation is generated in the appropriate format (e.g., print or email).

Conclusion

Configuring output types in SAP SD is an essential part of ensuring that the correct documents are generated and sent to the right recipients. By following the steps outlined in this tutorial, you can configure output types, assign them to output determination procedures, and define conditions to automate the output process. This ensures smooth processing of sales orders, deliveries, and invoices in your SAP system, and enhances the efficiency of document management in your business processes.




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