rajiv.

trivedi

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. Texts form a basic but essential need within document processing. Using text determination, you can automatically cause the system to copy data held in a text line from one text object to anotherfor example, from a customer master record to a sales document. Text can be sales text, customer text, etc. SAP uses condition technique to determine text. Requirements: Wal-Mart requires Batch Expiration Date to be printed on packing list. This can be achieved by Text Determination at Customer Master Data linked with Sales Document, Delivery Document. Defining Text Types Transaction code: VOTXN To configure text determination, use the following menu path. Menu Path SAP Customizing Implementation Guide | Sales and Distribution | Basic Functions | Text Control | Define Text Types

rajiv.trivedi

In New Entries add 0010: as belowSave

Text determination data is client-independent. Once the text type has been created, you need to define the access sequences. However, the access sequence is not necessary for the customer master record texts as the customer master record is the highest level possible in text determination. Define text determination procedure Path: IMG/Sales and distribution/Basic functions/Text control/Define text types. Click on change iconnew entriesDefine text determination procedure

rajiv.trivedi

Insert New Text ID in Text Procedure

rajiv.trivedi

In New Entries insert Batch Expiration Packing List as ID Description

Once the texts have been assigned to the procedure, it is time to assign the procedure to the customers account group. This is done by selecting the Text Procedure Assignment folder from the file structure seen

rajiv.trivedi
in

figure

After completing the customer account group assignment and saving, it is possible to create the texts in the customer master record. The customer master record has ten text IDs

rajiv.trivedi

Text Determination with an Access Sequence If you need to create text determination that is based upon the text being entered elsewhere and copied into the new text object, you need an access sequence. All other configuration steps remain the same with the addition of this access sequence. Here we wish to have dataflow from sales document to delivery document Create Text Determination at Sales DocumentHeader Level

rajiv.trivedi

Next screen

rajiv.trivedi

VBBK is Sales Document Header table. Create new entries Batch Expiratnon Packing List

rajiv.trivedi

Save Data. Now we want to Create Access Sequesnce so go backClick Change mode

rajiv.trivedi 10

rajiv.trivedi 11
By selecting the access sequence and clicking the Access Sequence for Text IDs folder in the file structure

on the left, you will see a screen similar to Figure below, which lists the text IDs and the text object they originate from in steps as a sequence. In Figure we see 3 steps. The text typed in ID 0001 in the sales document header (VBBK) will be determined first, followed by the text typed in ID 0001 in the sales view (KNVV ) of the customer master record, followed by the text in ID 0001 in the sales general (KNA1) text of the customer master record. At first this may seem strange to determine the text from the sales document header (VBBK) when the objective is to define how the text originates in the sales document header in the first place. The reason why this is the initial step in the access sequence is to permit this access sequence to be used to originate the text ID 0001 for more than one text object, that is, not only to originate text in text object VBBK. Also, VBBK refers to the preceding sales document where the text is defined as header text. For example, if the preceding document was a quote copied into an order, then VBBK refers to the quote. If it was an order copied to a delivery, then VBBK refers to the order. If a delivery is copied to an invoice, then VBBK is the delivery. The last step that is different due to the access sequence is the assignment of the access sequence to the text ID. This is done by selecting the Text IDs in Procedure folder in the file structure on the left side, as seen in Figure.

Now select our case and New Entries select Access Sequence 9 as below VBBK KNVV as SP and also SH (Ship to Party)

rajiv.trivedi 12

Note 20/KNVV/0010/SP/All Language is very important assignment Similarly Access Sequence assignment is very IMP here

rajiv.trivedi 13
Now get Text ID in Text Procedure

In New Entries Get Batch Expiration Packing List as below

It is here you assign the actual text types you would like to have assigned to the sales document header. There is the four-character key ID and the short description. You can now assign the access sequence that must be used by the system in obtaining this text ID. We are also able to specify if the text is to be obligatory or not. Should the text be specified as obligatory and it does not exist in the sales document, the system will place an entry in the sales incompletion log. Note the reference/duplication rule. If you do not check this box, the system will duplicate the text from the one document into the other, where it can be changed and edited. If you check this box, the system does not duplicate the text. Instead, the system references the text from the previous document and displays it in the editor. Obviously, because the text does not belong to the document, it cannot be changed. To change it, you need to change it in the original document. Since the text is referenced, these changes will be visible in the reference documents immediately. Once the texts have been assigned to the procedure, it is time to assign the procedure to the sales document types. This is done by selecting the Text proc. Assignment folder from the file structure. This is a straightforward assignment similar to what we have done for the customer master text. We are now able to create the sales order, and by selecting Goto | Header | Texts You can see the text types that we have created. FIGURE Text access sequence Maintain text in the customer master: Go to XD02

rajiv.trivedi 14
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

In Sales Order Do not forget that by clicking the Display Log icon, shown here, from within the sales

rajiv.trivedi 15
document header text view, you can see if there were any errors or if the determination was correct, as shown in Figure TCode VA02

Do not forget that the materials management module (MM) has text determination too, which is split up into the different document types that are used in the MM module, such as

rajiv.trivedi 16
the purchase order, contract, or scheduling agreement, etc. This is accessible by using the following menu path. Menu Path IMG | Materials Management | Purchasing | Scheduling Agreement (for example) | Texts for Scheduling Agreements | Define Text Types for Header Texts In the maintenance of access sequences it is useful to know the different text objects. The most common are KNVV Customer sales texts (i.e., texts entered in Extras | Texts) in the customer master from one of the sales screens. KNA1 Customer master central texts (i.e., texts entered in Extras | 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 person screen in the customer master (Extras | Texts from the contact person screen of the customer master). MVKE Texts from the sales text screen on the customer master record. VBBK Preceding sales document where the text is defined as header text. For example, if the preceding document was a quote copied into a delivery, then VBBK refers to the quote. If it was an order copied to a delivery, then VBBK refers to the order. If it was a delivery copied to an invoice, then VBBK is the delivery. VBBP Preceding sales document ITEM, where the text is defined at item level. Unrelated to the text determination but related to texts, you may hear of standard text. These standard texts may be defined in the following menu path. Menu Path SAP Menu | Tools | Form Printout | SAPscript | Standard text [SO10]

rajiv.trivedi 17

rajiv.trivedi 18

You can create any Text also