Output Determination: Forms and Print Programs in SAP SD

Output determination in SAP SD is a crucial process that determines how and where the output documents (such as invoices, order confirmations, delivery notes, etc.) are sent. The output process is governed by various factors like document type, sales organization, and customer master data. This tutorial will guide you through the steps involved in configuring output determination for forms and print programs in SAP SD, with a real-world example.

Overview of Output Determination in SAP SD

In SAP SD, output determination is the process of selecting and triggering output documents based on specific conditions and criteria. These documents include:

  • Order confirmations
  • Delivery notes
  • Invoices
  • Shipping notifications

The output determination process involves the use of output types, forms, print programs, and communication methods. SAP uses the concept of output types to define what kind of document should be generated, and then associates each output type with a form (print layout) and a print program (the program that formats the output).

Step-by-Step Configuration of Output Determination

Step 1: Define Output Types

Output types are used to identify the different kinds of outputs (e.g., invoice, order confirmation). The first step is to define the output types in the SAP system.

To define output types:

  1. Navigate to transaction NACE (Maintain Output Types).
  2. Select the application V1 (Sales and Distribution).
  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).
    • Description: Enter a short description for the output type (e.g., Order Confirmation).
    • Medium: Select the medium for output (e.g., 1 for print, 2 for email, etc.).
  5. Save the output type.

Step 2: Define Output Determination Procedure

The output determination procedure defines how the system should select the output types for specific documents based on certain criteria (e.g., order type, customer, or sales organization).

To define the output determination procedure:

  1. In transaction NACE, select Output Determination Procedure under the application V1.
  2. Click on New Entries to create a new procedure.
  3. Enter the output determination procedure code (e.g., 0001) and provide a description.
  4. Save the procedure.

Step 3: Assign Output Types to Output Determination Procedure

Once the output types and output determination procedures are defined, you need to assign the output types to the output determination procedure. This will allow the system to automatically select the correct output type for each sales document based on the procedure.

To assign output types:

  1. Navigate to transaction NACE again.
  2. Under Output Determination Procedure, select the appropriate procedure (e.g., 0001).
  3. Click on Output Types and assign the relevant output types (e.g., RD00 for order confirmation).
  4. Save the settings.

Step 4: Define Forms for Output Types

Forms are used to define the layout of the output document (e.g., the structure of the invoice or order confirmation). After assigning output types, you must define the forms for these output types.

To define forms:

  1. Navigate to transaction SFP (Smart Forms) to create or modify a form.
  2. Click on Create to create a new smart form (e.g., SF_ORDER_CONFIRMATION for order confirmation).
  3. Design the form layout by specifying the data and how it should be printed (e.g., customer name, order details, etc.).
  4. Save the smart form.

Step 5: Assign Forms to Output Types

Once the forms are created, you need to assign them to the output types. This will ensure that the system uses the correct form when generating the output document.

To assign forms to output types:

  1. Navigate to transaction NACE.
  2. Under Output Determination Procedure, select the relevant procedure.
  3. Click on Output Types and assign the appropriate form to the output type (e.g., assign SF_ORDER_CONFIRMATION to RD00 for order confirmation).
  4. Save the configuration.

Step 6: Define Print Programs for Output Types

Print programs are responsible for executing the print functionality for the selected output types. Each output type is linked to a print program that ensures the document is processed correctly for printing.

To define print programs:

  1. Navigate to transaction SMARTFORMS or SE71 to create or modify a print program.
  2. Enter the print program name (e.g., RVORDER01 for order confirmation) and assign it to the output type.
  3. Save the print program.

Step 7: Test Output Determination

After completing the configuration, it is important to test the output determination process to ensure that the correct output documents are generated and sent to the right recipients.

To test output determination:

  1. Create a sales order using transaction VA01 (Create Sales Order).
  2. Process the sales order and ensure the output type (e.g., order confirmation) is triggered.
  3. Check the output document by navigating to transaction VF03 (Display Billing Document) or VL03N (Display Delivery).
  4. Verify that the form (e.g., SF_ORDER_CONFIRMATION) and print program (e.g., RVORDER01) are applied correctly.

Real-World Example of Output Determination

Let’s consider a real-world example:

  • Step 1: A company sets up an output type RD00 for order confirmations.
  • Step 2: They create an output determination procedure 0001 for sales orders.
  • Step 3: The output type RD00 is assigned to the procedure 0001 for automatic determination during order creation.
  • Step 4: A smart form SF_ORDER_CONFIRMATION is created for the order confirmation layout.
  • Step 5: The form is assigned to the output type RD00 in the configuration.
  • Step 6: The print program RVORDER01 is assigned to the output type RD00 to handle the printing process.
  • Step 7: When a sales order is created and processed, the system automatically generates the order confirmation output, formatted according to SF_ORDER_CONFIRMATION and printed via RVORDER01.

Conclusion

Output determination in SAP SD is a critical part of the sales process, ensuring that the correct output documents are generated and sent to the right recipients. By following the configuration steps outlined in this tutorial, you can set up output types, forms, print programs, and output determination procedures that meet your business needs. This will help ensure smooth processing of sales orders, deliveries, and invoices, with accurate and timely document output.




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