Default Output Type for Sales Order Header

SAP Configuration ==> SAP Sales and Distribution

Introduction

In SAP, output determination for sales orders is crucial for automating document printing and email communication. If you want both hardcopy printouts and emails to be selected by default when creating a sales order, you need to configure the output determination using NACE. This guide will walk you through the complete setup, including maintaining condition records, defining output types, and linking them to sales order types.

1. Understanding Output Determination in SAP

SAP uses the Condition Technique to determine output types for sales orders, just like pricing procedure determination. The output determination process ensures that specific output types are assigned automatically based on predefined rules. Key elements involved:

Condition Tables (store the determination criteria)
Access Sequences (define the search strategy for conditions)
Output Types (define how documents are processed)
Determination Procedure (combines all settings to trigger outputs)
Condition Records (store output determination settings)

2. Configuration Steps for Default Output Type in Sales Orders

Step 1: Maintain Condition Records for Output Type (VK11)

To trigger multiple output types (hardcopy and email), maintain condition records in VK11.

Go to Transaction Code VK11
Select Condition Type
Click on Communication
Define the following:

Partner Function (e.g., Sold-to Party, Ship-to Party)
Medium (Print, Email)
Time (Immediate, Scheduled)
Output Device (e.g., LP01 for print)
Spool Request Name (e.g., SD_003)
Suffix (e.g., order_confir)

Press Enter and define key combinations:

Sales Organization / Customer Number
Order Type

Step 2: Configure Output Determination in SPRO

1. Navigate to:
SPRO → IMG → Sales and Distribution → Basic Functions → Output Determination → Output Determination using the Condition Technique → Maintain Output Determination for Sales Documents

2. Create Condition Table:

Select Sales Document Type from the Field Catalog
Save the table

3. Maintain Access Sequence:

Define a 4-digit code and description
Assign the condition table to the access sequence
Click on Accesses → Fields, and verify that Sales Document Type is selected

Step 3: Maintain Output Types

Output types determine the document formats and processing methods.

1. Go to Output Types Configuration

2. Maintain standard output types (as per your requirement):

AF00 – Inquiry
AN00 – Quotation
BA00 – Order Confirmation
LD00 – Delivery

3. To create a custom output type:
Example:

Select BA00 and Copy
Rename it and assign the same 4-digit code as the Access Sequence
Define additional settings:

Languages of Output
Partners (who will receive the output)
Print Program & SAP Script Layout

Step 4: Assign Output Types to Partner Functions

1. Navigate to Partner Function Assignment
2. Select New Entries
3. Assign the output type to relevant partner functions (e.g., Sold-to, Ship-to, Bill-to)

Step 4: Assign Output Types to Partner Functions

Navigate to Partner Function Assignment
Select New Entries
Assign the output type to relevant partner functions (e.g., Sold-to, Ship-to, Bill-to)

Step 5: Define the Output Determination Procedure

Use V10000 as the standard procedure
Create a 6-digit custom code for the procedure
Go to Control Data and:
Assign the output type (condition type)
Leave requirement and manual only columns blank

Step 6: Link Determination Rule to Sales Document Type

Assign the 6-digit procedure code to the relevant Sales Document Type
This ensures that the configured output types are automatically selected when a sales order is created

3. Validating the Output Determination Setup

Once the configuration is complete, validate it by creating a sales order and checking if both output types (print and email) are selected by default.

Create a Sales Order (VA01)
Go to VA02 → Issue Output To
Verify if both output types appear
If missing, check condition records in VK12

FAQs

1. Why is my output type not appearing in VA02?

Ensure that:

Condition records are maintained in VK11
The correct Sales Document Type is used
Output determination procedure is assigned correctly

2. How do I trigger the output manually in VA02?

Go to VA02 → Issue Output To, select the output type, and choose Print or Email manually.

3. Can I send the same output to multiple partners?

Yes, in VK11, you can assign multiple partner functions to receive the output.

4. How do I change the output layout format?

Modify the SAP Script or SmartForm linked to the output type in the output type configuration.

5. What is the difference between Print Immediately and Spool Request?

Print Immediately – The document prints instantly after output determination.
Spool Request – The document is queued in the spool for later printing.

6. How do I add a new output type to an existing sales order?

In VA02 → Issue Output To, add a new output type manually or update condition records in VK12 to automate future outputs.

Conclusion

By configuring output determination in SAP, you can automate the selection of output types for sales orders, ensuring that hardcopy printouts and emails are triggered by default. Following this step-by-step guide will help streamline your sales document processing, reducing manual effort and improving efficiency.

If you face issues, always check condition records (VK11, VK12) and output determination procedure assignments (SPRO) for troubleshooting.

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