Message determination in Purchasing

Overview

This document includes an overview of relevant settings in Customizing for PO and shows with an example how to create an output type for a PO.

Introduction

The printing program does not only confess with the output of purchasing documents on the printer but with all methods of getting the documents to the vendor. This can be a printout, but also sending a purchasing document by fax or E-mail.

The same program and form are used for the output of several documents and processes. The documents that can be output are

  • Request for quotation
  • Purchase Order
  • Contract
  • Scheduling Agreement Delivery Schedule

The processes that require the output of a document are:

  • Creating a new document
  • Changing an existing document
  • Creating a new delivery schedule for a scheduling agreement
  • Urging/reminding a delivery

Message Determination Schemas

SPRO -> Material Management-> Purchasing -> Message -> Output Control->Message Schema->Define Message Schema for Purchase Order-> 

T-code OLME 

 

Maintain Message Determination Schema

 

Assign Message Determination Schema

 In this step, we assign schema to the application: it is possible to define more than one schema, but only one schema can be assigned to one application: for example the standard procedure RMBEF1 is assigned to application EF i.e. PO . To make sure that the message determination works properly, the flags ‘N’ for message determination (T161N-NFIND) and ‘P’ for partner determination (T161N-NEUPR) should be set. The flag “Rel. mess.” (T161N-OBJLG) is only relevant for scheduling agreement releases.          

Message Types

Under Message Types > Define Message types for PO, it is possible to maintain the message type and define what print operations should be used for the message type.

Maintain Message Types for PO

In this step, we define the message types for purchase orders

In the details for the message type we can see several tabs.

 General data

Make sure that the flags for ‘Access to conditions’ and ‘Multiple issuing’ are set. The flag for ‘Multiple issuing’ allows sending messages multiple times to the same partner (this is relevant for urgings and reminders). If the flag for ‘partner-independent output’ is not set, the system allows only certain partner roles for the message determination. To create change messages properly, the program FM06AEND and the form CHANGE_FLAG must be maintained. In case you want to send a message via E-mail and provide purchasing-document-specific information in the title of the E-mail you need to maintain the area Replacement of text symbols with the program SAPMM06E and form TEXT_SYMBOL_REPLACE. If a change output is generated, it only includes the changed items of the document and not every item. This is because the vendor already received the original printout and only needs to be notified about the changes.

Default values

Here you can maintain default value: for example the dispatch time and the transmission medium. In case a communication strategy shall be used, this has to be assigned here.

Mail title and texts

In case you use message type with medium 5 (external send) here you define the mail title. See page “Purchase order as an e-mail using Internet mail (external mail))”.

Processing routines

In the ‘Processing routines’ the processing programs, form routines and forms can be assigned to the message type. See WIKI page “Print processing programs”.

Partner Roles

Here you assign Partner roles to the message type.

Fined-tuned Control

Defines which message type shall be used for which print operation (new print, change print, urging letter, expediter). For the message type NEU the print operations 1 (new print) and 2 (change print) should be always maintained. In case scheduling agreements are used, the flag ‘Update print-dependent data’ (T161M-DRUAB) should be selected. This flag controls whether print-dependent data should be updated when printing messages in case of scheduling agreement releases.

Access sequences

We define the access sequence under Output Control > Access sequences > Define access sequence for purchase order (for PO the transaction is M/50, this is a cross-client setting). One access sequence is assigned to the message type. The access sequence serves as key combination for the creation of condition-/message entries.

The access sequence orders the condition tables in a certain sequence. Tables with the smallest sequence number will be looked up first. The flag ‘Exclusive’ prevents the system to look up subsequent tables in case one table was already matched. This prevents that more than one message will be created.

Access sequences

27, 25 and 26 are the condition tables: they contain those fields for which a purchasing document will be checked when determining the message. In details we can see that fields EKORG and LIFNR are defined for the access sequence 0001 with access number 5 and table B027.

In the standard the tables delivered contain the following fields:

Creating the message type: Condition Records

In case we work with the condition technique (this mean that we linked the application EF con the output procedure RMBEF1), it is mandatory to fill the condition tables. If the condition tables are not filled there will be no message determination. You maintain the condition record via Logistics >Materials Management > Purchasing > Master Data > Messages (The transaction codes for PO are MN04, MN05 and MN06).

The settings in the condition record entry always override all other settings that might have been maintained in other parts of the customizing (see Default Values in IMG). Via determination analysis, which can be found within the message overview of a purchasing document, it is possible to identify why a message was created or not.

The settings created here are partly stored in table NACH. For example the language, which is described in this KBA: 2916091 – Language determination logic during output generation (NAST)

 

In case we use a medium 1 (print output) we also have to maintain the output device in the Communication section (See KBA 1854376); When using FAX or E-mail as transmission medium please make sure, that a valid fax number or E-mail-address in the vendor’s master data is maintained.

Important tables in message determination