Text determination
Text can be used to exchange the information between the documents with partner, between the users. We can create text for objects like customer master, customer material info record, sales document header and item, delivery document header and item, billing document header and item and condition records also.
Text can be sales text, customer text, etc. SAP uses condition technique to determine text.
Configuration settings:
Text determination for customer master
Access sequence is not necessary for the customer master record text, as the customer master record is the highest level possible in text determination.
Note: Customer master record Text does not have any access sequence with respect to text determination customer text maintained in KNVV table.
If you have difficulty creating new text types, it is possible to overwrite an existing text type entry and description.
The system will then proceed in automatically creating a new entry while leaving the previous text type unchanged.
Define text types: Transaction code: VOTXN
The classification of texts that user can define in the
master records or in the documents.
E.g. Sales text, Shipping text, Internal note, etc.
Path:
- IMG
-- Sales and distribution
--- Basic functions
---- Text control
----- Define text types
------ Customer -> Choose sales and distribution
------- Click on text types
-------- Select existed text type
--------- Click on copy as icon and rename it
---------- Save and Exit
Define text determination procedure
Path:
- IMG
-- Sales and distribution
--- Basic functions
---- Text control
----- Define text types
------ Click on change icon
------- Go to new entries
-------- Define text determination procedure
--------- Save
Assign text ID’s to text determination
procedure
- Select our text determination procedure
-- Click on text ID’s in text procedure under dialog
structure
--- Go to new entries
---- Assign text ID Ex: 0001
----- Specify sequence number as [1]
------ Save and Exit
Assign text determination procedure
for account group
- Select our text determination procedure
-- Click on text procedure assignment under dialog structure
--- Choose account group 0001
---- Assign our text determination procedure (that we
created in the 2nd step)
----- Save and Exit
Maintain text in the customer master:
- Go to XD02
-- Go to sales area data section
--- Go to Extras -> Text
---- Specify the language and maintain the text in the
“first line”
----- Double click on it (OR) Click on change text for
SAP script editor
------ Save and Exit
Text determination procedure for sales document header
We can determine text determination procedure for sales
document header or else we can import from customer master.
Text can be proposed in sales document header during
copying or text can be determined in the sales document itself.
Configuration settings:
Define Text type: Transaction
code: VOTXN
Path:
- IMG
-- Sales and distribution
--- Basic functions
---- Text control
----- Define text types
------ Sales document -> Select Header
------- Click on text types
-------- Select existing text type
-------- Click on copy as icon and rename it
--------- Save and Exit
Note: Sales document header text maintained in VBBK table.
Define Access Sequence
- Click on change icon
-- Click on access sequence control button
--- Go to new entries
---- Specify access sequence number and description
----- Save and Exit
Define Text Determination Procedure
- Click on Text procedure
-- Select existed one
--- Click on copy as icon and rename it
---- Click on skip icon till access sequence is copied
----- Save and Exit
You can also specify if the Text is to be mandatory or not. If the text is specified as mandatory and does not exit in the sales document, the system will place an entry in the sales Incompletion Log.
Assign text ID’s in text procedure
- Select our text determination procedure
-- Click on text ID’s in text procedure
--- Select all entries
---- Delete
----- Save
------ Go to new entries and maintain the fields like
below:
Text ID: That we defined in the previous step
Sequence No. 1
- Check reference
It is an indicator to specify whether
text is copied or reference.
Specify text will be displayed during copied specify
access sequence
- Save and Exit
Assign access sequence for text ID’s
- Select our text determination procedure
-- Click on access sequence for text ID’s control button
--- Specify the access sequence number in the work area
---- Go to new entries
----- Maintain the details like below
Sequence No. Text object ID Partner function Language
KNVV (from customer master)
VBBK (sales document header)
VBBP (sales document item)
That we created in customer master SP EN
- Save and Exit
Assign document type to text determination procedure
- Select our text determination procedure
-- Click on text procedure assignment
--- Choose sales document type “OR” and assign our text
determination procedure to it
---- Check text in overview screen option
(If you want to display the text in sales document header
level)
- Save and Exit
- Go to VA01 and raise the sales order
- Specify the customer number
- Check our text has been proposed or not
Note: In the maintenance of access sequences, it is useful to know the different text objects. The following are as most common:
KNVV = Customer sales texts in the customer master from
one of the sales screens.
KNA1 = Customer master central texts in the customer
master from one of the general screens.
KNB1 = The accounting texts
KNMT = Texts defined for the customer material information
record.
KNVK = Texts from the contact persons screen in the customer
master.
MVKE = Texts from the sales text screen in the customer
master record (only one ID = 0001).
TEXT = This refers to standard text that applies across
the system.
Notes: The SD module is used in the text determination
for the following text objects:
Objects: Customer Central texts
Accounting
Contract person
Sales and Distribution
Sales document Header
Item
Delivery Header
Item
Billing Header
Item
Contracts General texts
Shipment Header
Financial documents General texts
Copy Control for Sales Documents
SD business process reflects by the flow of documents in the system. We can use copy control to define the requirements and options when transferring the data from reference document to its subsequent document.
Copy control Target Document
Ex: QT
Source Document
Ex: IN
Header
Item
Schedule line
Header Header
Item
Schedule line
Item
Schedule line
Document flow
Document flow for order
Quotation Completed
Order Completed
Delivery Completed
Invoice Being processed [Account determination error]
1. Document flow is updated for whole document.
2. When the indicator update document flow is set in
copying control the individual items are also gets updated.
3. We can display additional data for each document that
is listed in the document flow.
Ex: Order Delivery status
Delivery Picking status and Billing status
We can create sales documents with reference to documents
that we created previously. We can enter different requested delivery date,
quantity in the new documents for all the items.
We can call – up the selection screen for the referenced
document.
When we select the data from selection screen the system
checks the following things:
1. Both documents have the same Sold – to – party or
not.
2. Was the item being copied or rejected?
3. Have the items being copied already been referenced.
4. Has the validity period of the reference document
been exceeded?
We can combine several quotations for one customer in
one sales order by using “create with reference”.
Copying control
