How to Configure Output Types in SAP?

How to Configure Output Types in SAP?

In real life, after shopping at a supermarket, we receive a receipt; when we buy a product online, we get an invoice or order confirmation in our email. These documents are official outputs that record the transaction.

In SAP ERP, the equivalent of this process is called Output Types Customizing. Almost every business process in SAP can trigger an output such as an invoice printout, delivery note, or purchase order form to document the transaction and share it with customers, suppliers, or internal teams.

In this blog, we will guide you step by step on how to configure output types in SAP and explain why this process is critical for invoice automation, e-invoicing compliance, and streamlined business operations.

SAP Output Types Customizing – Transaction Codes

To configure output types in SAP, two main transaction codes are used:

• VOK2 – Output Determination Procedures

• NACE – Output Types Customizing

Although both can be used, the NACE transaction code is the most popular and widely applied method among SAP consultants and end users. In this article, we will focus on SAP NACE output configuration to show you how to set up output types efficiently.

The functioning of the output structure in SAP systems plays a critical role in the digital transformation journey of enterprises. This structure ensures that billing documents are delivered to customers accurately, quickly, and automatically, thereby improving operational efficiency and reducing costs.

In this context, the presenter will explain step by step how the output process works through a billing document example and then demonstrate the required customizing steps within the SAP system.

Before diving into the customizing details, the relationship between the output type and the billing document will be illustrated through a schema. In addition, the responsibilities of other components involved in the process will be explained, clearly outlining how these elements interact with each other.

In SAP, creating an output type involves multiple components, not just a single element. Thanks to this dynamic structure, businesses can easily set up outputs that fit their specific needs.

Output Type:

At the center of this setup is the output type. It acts as a bridge between the billing document and the program that generates the output. In addition, it controls how the process will run, under which conditions, and at what timing.

Access Sequence:To define the conditions under which an output type will be triggered, an Access Sequence is used. The access sequence is linked to the output type. Once the access sequence is configured, different variations can be created to determine in which billing document type and under which conditions the output should be executed.

Condition Table:

The condition table is directly linked to the functioning of the access sequence. It determines which fields the access sequence will include and whether these fields are mandatory or optional.

Condition Record:

After all adaptations are completed, the output condition record screen is accessed. Here, the behavior of the relevant condition is defined based on the configured adaptations for example, specifying that the output should be triggered immediately only for the ZYUN invoice type.

Output Type Configuration in SAP Using the NACE Transaction Code Outout Type:

In this blog post, we will configure output types for the billing document. First, go to the NACE transaction code. After selecting the V3 option on the screen, click on the Output Types button.

In the screen that opens, click on the New Entries button.

In the screen that opens, enter the name and description of the output type and select the access sequence it will be linked to. In this screen, you can also configure general settings such as whether the output can be triggered multiple times or if condition record access is allowed.

In the next screen, default values are selected. In this screen, fields such as transmission time, transmission medium, recipient role, and communication strategy are filled in. The values entered here are default values, but they can be overridden by condition records. If there are entries in both places, the condition records take priority.

In the next screen, we select when the output should be triggered after the billing document is created.

 In this step, we select how the output will be archived. Options such as Print Only, Archive Only, and Print and Archive are available.

In the next step, the email subject and the text to be used for this email subject are selected. This configuration can be done with different descriptions for different languages.

In the processing routines step, the connection between the output type and the ABAP program used for this output is established.

In the next step, information related to partner functions is entered, and the output type is saved.

Acces Sequence:

First, click on the button indicated below in the NACE screen.

In the screen that opens, the configuration is done as indicated below.

In the next screen, we will see a screen with different options when maintaining condition records. In this screen, you configure which fields should appear in the condition record screen and the requirements that must be met for the output type to be triggered.

After selecting the relevant access sequence, you can click on the Fields screen to view the fields coming from the condition table.

Condition Tables:

The fields to be used during access are determined through the condition table.

In the screen that opens, the fields you want to associate with the access sequence are moved from the Field Catalog to the Selected Fields section.

In area 1, you can also configure the technical details. After completing the settings, click on the button in area 2 to create the condition table.

Output Procodures:

The created output type is added to an output condition schema, and this condition schema is then assigned to the billing type.

In the next step, the configured output type is assigned to the billing type.

Now, when we maintain a condition record for the relevant output type, the documents created for this billing type can be triggered according to the configuration we have set up.

Condition Record:

From now on, to ensure that the output condition is automatically triggered for the invoices to be created, maintain a condition record by following the steps indicated below.

When you double-click line, the screen below will open, where you will enter the appropriate information.

Create New E-invoice for testing:

When a new invoice is created, the relevant output condition type will be automatically applied to the invoice.

When you save and then view the relevant document again, the output indicator will turn green. The green button indicates that the output has been successfully triggered.

Thank you for patiently reading our blog. To stay updated on the latest developments in the SAP world, practical tips, and best practices in output management, keep following us. You’re in the right place to optimize your SAP processes, boost efficiency, and stay informed about innovations that add value to your business.

Stay tuned and make a difference in SAP!

YUNUS EMRE DOĞAN 

SAP SD CONSULTANT