Text Determination: Configuring Text in Documents in SAP SD

Text determination in SAP SD allows users to automatically insert text into sales documents (e.g., sales orders, delivery notes, invoices). This can include header text, item text, or condition text. The process helps automate the entry of standard messages and ensures consistency in documents. In this tutorial, we will walk you through the steps to configure text determination in SAP SD with real-world examples.

Overview of Text Determination in SAP SD

In SAP SD, text determination is used to automatically assign predefined texts to various sales documents based on certain conditions. These texts could be promotional messages, terms and conditions, delivery instructions, or any other necessary information. Texts are stored in text objects and can be assigned to specific documents using the configuration settings.

Step-by-Step Configuration of Text Determination in SAP SD

Step 1: Define Text Types

The first step in configuring text determination is to define the text types. Text types specify the kind of text to be assigned, such as order-related or delivery-related texts.

To define text types:

  1. Go to transaction SPRO and navigate to Sales and Distribution → Basic Functions → Text Control → Define Text Types.
  2. Click on New Entries to create a new text type.
  3. Enter the following details:
    • Text Type: Enter a unique code for the text type (e.g., 0001 for order text).
    • Description: Enter a description for the text type (e.g., Order Header Text).
    • Text Object: Specify the text object to which the text type will be assigned (e.g., VBBK for sales document header).
  4. Click Save to save the new text type.

Step 2: Assign Text Types to Sales Documents

After defining text types, you need to assign them to the appropriate sales document types so that they can be used automatically when creating sales orders, deliveries, or invoices.

To assign text types to sales documents:

  1. Go to transaction SPRO and navigate to Sales and Distribution → Basic Functions → Text Control → Assign Text Types to Sales Documents.
  2. Click on New Entries to assign a text type.
  3. Enter the following details:
    • Sales Document Type: Select the sales document type (e.g., OR for standard order).
    • Text Type: Select the text type defined earlier (e.g., 0001 for order header text).
    • Text Object: Specify the text object (e.g., VBBK for sales document header).
  4. Click Save to assign the text types to the sales document type.

Step 3: Define Text Procedures

Text procedures define how texts will be determined and processed. A text procedure specifies which text types are relevant for different parts of the sales process (e.g., sales order, delivery). The procedure determines when the text types will be displayed during document creation.

To define text procedures:

  1. Go to transaction SPRO and navigate to Sales and Distribution → Basic Functions → Text Control → Define Text Procedures.
  2. Click on New Entries to create a new text procedure.
  3. Enter the following details:
    • Text Procedure: Enter a unique identifier for the text procedure (e.g., 0001 for standard text procedure).
    • Description: Enter a description of the text procedure (e.g., Standard Sales Order Text Procedure).
  4. Click Save to save the text procedure.

Step 4: Assign Text Procedures to Sales Documents

Next, you need to assign the text procedures to the appropriate sales documents. This assignment ensures that the correct text procedure is used when creating a sales order, delivery, or invoice.

To assign text procedures:

  1. Go to transaction SPRO and navigate to Sales and Distribution → Basic Functions → Text Control → Assign Text Procedures to Sales Documents.
  2. Click on New Entries to assign a text procedure to a document type.
  3. Enter the following details:
    • Sales Document Type: Select the sales document type (e.g., OR for standard order).
    • Text Procedure: Select the text procedure defined earlier (e.g., 0001 for standard sales order text procedure).
  4. Click Save to assign the text procedure to the sales document.

Step 5: Define Text Determination Conditions

Text determination conditions control when a particular text will be determined and inserted into the document. These conditions can be based on document details like customer, material, sales organization, and more.

To define text determination conditions:

  1. Go to transaction SPRO and navigate to Sales and Distribution → Basic Functions → Text Control → Define Text Determination Conditions.
  2. Click on New Entries to create a new condition.
  3. Enter the following details:
    • Condition Type: Select or create a condition type (e.g., TXT1 for order text).
    • Text Object: Specify the text object (e.g., VBBK for sales document header).
    • Text Type: Specify the text type (e.g., 0001 for order header text).
  4. Click Save to save the condition.

Step 6: Testing Text Determination

Once the configuration is completed, you need to test the text determination to ensure that the correct texts are automatically populated in the sales documents.

To test text determination:

  1. Create a new sales order using transaction VA01 (Create Sales Order).
  2. During the creation of the sales order, navigate to the Text tab in the order.
  3. Check if the relevant text type (e.g., order header text) is automatically populated based on the defined procedure and conditions.
  4. Verify that the text appears correctly in the document (e.g., order confirmation, delivery, or invoice).

Real-World Example of Text Determination

Let’s consider a real-world example:

  • Step 1: A company defines the text type 0001 for order header text.
  • Step 2: The company assigns text type 0001 to the sales document type OR (standard order).
  • Step 3: The company defines a text procedure 0001 for standard sales orders and assigns it to the OR document type.
  • Step 4: The company configures text determination conditions based on customer and material data.
  • Step 5: The company tests the configuration by creating a sales order, where the order header text is automatically populated with the relevant message (e.g., "Thank you for your order").

Conclusion

Text determination in SAP SD automates the insertion of standard texts into sales documents. By configuring text types, text procedures, and conditions, businesses can ensure that the right messages are included in their sales orders, deliveries, and invoices. This functionality helps improve efficiency and consistency across the sales process. Following the steps in this tutorial, you can set up text determination in your SAP system and start using it in your sales documents.




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