Introduction
In SAP's Sales and Distribution (SD) module, effective communication is paramount. Text determination procedures facilitate the seamless exchange of information between documents and partners, ensuring clarity and precision throughout the sales process.Understanding Text Determination in SAP SD
Text determination in SAP SD refers to the mechanism that allows users to create, manage, and transfer textual information across various documents and master data. This functionality is vital for embedding notes, instructions, or any pertinent information within documents such as sales orders, deliveries, and billing documents. By leveraging text determination, organizations can ensure that critical information is consistently communicated throughout the sales cycle.Key Components of Text Determination
1. Text Types: These categorize the nature of the text, such as sales text, shipping instructions, or internal notes.2. Text IDs: Unique identifiers assigned to each text type, facilitating precise text management.
3. Access Sequences: Define the search strategy for retrieving text from various sources, ensuring the correct text is applied in the appropriate context.
4. Text Determination Procedures: Comprise a collection of text types assigned to specific SAP objects, dictating how and where texts are applied within documents or master data.
Configuring Text Determination for Customer Master Records
Setting up text determination for customer master records ensures that specific texts are automatically proposed during sales document processing. Here's a step-by-step guide:1. Define Text Types:
Navigate to the SAP Implementation Guide (IMG):- IMG > Sales and Distribution > Basic Functions > Text Control > Define Text Types
Click on 'Text Types,' then choose an existing text type, click 'Copy As,' rename it, and save.
2. Define Text Determination Procedure:
- In the same path, click on 'Change,' then 'New Entries.'
- Define the text determination procedure and save.
3. Assign Text IDs to Text Determination Procedure:
Select the created text determination procedure.Click on 'Text IDs in Text Procedure' under the dialog structure.
Enter new entries, assign the Text ID (e.g., '0001'), specify the sequence number as '1,' then save.
4. Assign Text Determination Procedure to Account Group:
- Within the dialog structure, select 'Text Procedure Assignment.'
- Choose the relevant account group (e.g., '0001') and assign the created text determination procedure.
- Save and exit.
5. Maintain Text in Customer Master:
- Access transaction code BP.
- Navigate to the 'Sales Area Data' section.
- Go to 'Extras' > 'Text.'
- Specify the language and maintain the desired text in the 'First Line.'
- Save and exit.
Configuring Text Determination for Sales Document Headers
To ensure that texts are appropriately proposed or imported from the customer master during sales document processing, follow these steps:1. Define Text Types:
- Access transaction code VOTXN.
- Select 'Sales Document' > 'Header.'
- Click on 'Text Types,' choose an existing text type, click 'Copy As,' rename it, and save.
2. Define Access Sequence:
- Click on 'Change,' then the 'Access Sequence' control button.
- Enter new entries, specify the access sequence number and description, then save.
3. Define Text Determination Procedure:
- Click on 'Text Procedure.'
- Select an existing procedure, click 'Copy As,' rename it, and save.
- Specify if the text is mandatory; if so, the system will flag an incompletion log if the text is absent in the sales document.
4. Assign Text IDs in Text Procedure:
- Select the created text determination procedure.
- Click on 'Text IDs in Text Procedure.'
- Delete existing entries, then enter new ones with the relevant Text ID, sequence number, and access sequence.
- Indicate whether the text should be copied or referenced by checking the appropriate box.
- Save and exit.
5. Assign Access Sequence for Text IDs:
- Select the text determination procedure.
- Click on the 'Access Sequence for Text IDs' control button.
- Enter the access sequence number, followed by new entries detailing the sequence number, text object ID (e.g., KNVV for customer master), partner function (e.g., SP for sold-to party), and language (e.g., EN for English).
- Save and exit.
6. Assign Document Type to Text Determination Procedure:
- Within the text determination procedure, click on 'Text Procedure Assignment.'
- Choose the relevant sales document type (e.g., 'OR') and assign the text determination procedure you created earlier. Optionally, check the "Text in Overview Screen" if you want the text to appear directly in the sales document header screen.
- Save and Exit.
- To verify, go to VA01, create a sales order, enter the customer number, and check if the text has been automatically proposed.
Commonly Used Text Objects in SAP SD
Understanding various text objects used in the access sequences is key for advanced configuration. Here are some frequently used ones:| Text Object Code | Description |
|---|---|
| KNVV | Customer Sales Text (Sales-specific text) |
| KNA1 | Central Customer Master Text |
| KNB1 | Customer Accounting Text |
| KNVK | Contact Person Text |
| KNMT | Customer-Material Info Record Text |
| MVKE | Sales Text (in Customer Master) |
| VBBK | Sales Document Header Text |
| VBBP | Sales Document Item Text |
| TEXT | Standard SAP Text Object |
Copy Control and Document Flow in Text Determination
The copy control feature in SAP SD is essential for transferring text from one document to another. It ensures consistency and reduces manual input by automatically copying relevant text elements.Copy Control:
Copy control defines how data is transferred from a source document to a target document.| Target Document | Source Document |
|---|---|
| QT (Quotation) | IN (Inquiry) |
This applies at multiple levels:
- Header to Header
- Item to Item
- Schedule Line to Schedule Line
Document Flow:
The document flow tracks all the documents linked to a particular sales transaction. Each process—quotation, sales order, delivery, billing—is interconnected.Key highlights:
1. Document flow is updated for the whole document.System performs checks when referencing previous documents:
2. Individual item flow is updated when the "Update Document Flow" indicator is set in copy control.
3. Additional data (like delivery and billing status) can be accessed for each document.
- Sold-to party matches.
- Item is not rejected or already copied.
- Validity period of the reference document hasn’t expired.
FAQs on Text Determination in SAP SD
1. What is the purpose of text determination in SAP SD?
Text determination allows automatic insertion and management of texts in sales and distribution documents, helping with communication and data integrity.2. Can I create custom text types in SAP SD?
Yes, using transaction code VOTXN, you can define custom text types for various document levels including customer master and sales documents.3. What is the difference between copy and reference in text determination?
'Copy' physically duplicates the text into the document. 'Reference' links to the source text, so changes in the original reflect wherever it’s referenced.4. How is text determined in a sales document header?
Texts can be determined via access sequences defined in the text determination procedure or copied from the customer master based on configuration.5. Is it mandatory to assign an access sequence for every text type?
No, access sequences are optional, especially in the case of customer master texts, which don't require them.6. What happens if mandatory text is missing in a sales document?
The system flags it in the Sales Incompletion Log, prompting users to fill in the required information before document processing.Conclusion
Mastering text determination procedures in SAP SD equips you with the tools to automate and streamline communication throughout the sales process. From defining text types and access sequences to assigning text IDs and leveraging copy control, the setup ensures consistency, reduces manual errors, and boosts document traceability. By understanding and configuring these elements, organizations can maintain high standards of documentation and improve operational efficiency in their SAP SD module.