Tips for Fast Message Determination Setup

Here you are shown how to set up the message determination (output control) facility quickly. In this
case, you need not read the Implementation Guide (IMG) for the other steps to set up this facility, or need
only read certain parts of it.

Setting up the Message Determination Process: Options

Message determination deactivated

You can output purchasing documents without the message determination facility. In this case, you must
not assign any message determination schemas to the the individual purchasing documents (RFQ,
purchase order, etc.). The system then generates a message of the type NEU (new) for each document
to be outputted. To determine the printer, the system first checks the settings for the purchasing group. If
no printer has been maintained there, it checks the user parameter. If no printer has been specified
there either, the system checks the fixed value for the user. If no printer has been specified, the system
does not generate a message record.

Message determination activated

Adopt standard setting

In the standard system, the message determination facility is active. A

message determination schema is supplied for and assigned to each
purchasing document. If you wish to work with this standard setting, you need
not make any changes in Customizing.

It is necessary that you maintain condition records for the desired message
types:

1. Choose Master data -> Messages -> <Purchasing document> -> Create or
Change from the Purchasing menu.
1. Enter the message type and choose the key combination. The latter determines the condition table in
which the condition record is stored.
2. Make the necessary entries.
3. On the next screen, create the individual condition records.
4. Via the menu options Goto -> Means of communication, enter the desired means of communication
(e.g. EDI, or an output device such as a printer) for each message record.
5. Save your data

Include new message type

If you wish to do this, you must

1. Create the message type and define its fine-tuned control (e.g. whether the message type is to be used
only for new printouts or only for change notices),
2. Assign the message type to a schema
3. Define the message determination
4. Maintain condition records for the message type, as described above.

How is the printer determined for message output purposes?

The system checks whether a printer has been specified in the condition
record. If so, it is used. If not, it checks the message type to see whether a
print parameter has been set. If no parameter has been set, no message is
generated. If a parameter has been set, a printer is sought in accordance with
this parameter. If a printer is found, it is used to output the message. If not, no
message is generated.

Note:

You can change the printer when outputting messages (e.g. via the menu
options Purchasing document> -> Messages -> Print/transmit). Select the
desired message and choose Goto -> Message details -> Edit -> Means of
communication.
Goods Receipts/Invoice Receipts for Purchase Order

Transaction OMW1 allows you to set whether the Price Control is a

mandatory "S" or "V".

V indicate that you want the system to value the stocks with the latest price.
S indicate that you want the system to value the stocks with a fixed price
method.

Price Control V - Moving Average Price

Assume Material Master current price is 10

Goods Receipts for Purchase Order - Movement Type 101

 Material Document Posting created - inventory increases

 Accounting Document Posting created
o Debit 12345 Inventory 12
o Credit 67890 GR/IR 12
 o New Moving Average Price = ( GR value + Total value ) / ( GR
quantity + Total stock )

Invoice Recipts for Purchase Order - MR01

 Accounting Document Posting created

o Debit 67890 GR/IR 12
o Debit 12345 Inventory 3
o Credit 45678 Vendor 15
o New Moving Average Price = ( Inventory difference of 2 + Total
value ) / ( Total Stock)

Price Control S - Standard Price

Material and Accounting Document is the same.

The one with the lower value will be posted with a price variance entry.

Goods Receipts for Purchase Order - Movement Type 101

 Material Document Posting created - inventory increases

 Accounting Document Posting created
o Debit 12345 Inventory 10
o Debit 23456 Price Variance 2
o Credit 67890 GR/IR 12
o No change in Standard Price

Invoice Recipts for Purchase Order - MR01

 Accounting Document Posting created

o Debit 67890 GR/IR 12
o Debit 23456 Price Variance 3
o Credit 45678 Vendor 15
o No change in Standard Price

General Ledger Account Configuration

Transaction OMWB - Automatic posting for inventory
Inventory posting BSX
Goods receipt/inv.receipt clearing acct WRX
Cost (price) differences PRD
Transaction XK03 - Account Payable Vendor Master
Tick Accounting info. and hit the Enter key
Field name Reconcil.acct 45678
Vendor Returns Without PO Reference

You can used Return Purchase Order, transaction code ME21N

At the item details, look for the Return columns and tick it.

MIGO_GR - Goods Receipt for Return Purchase Order

Movement type will be 161 to deduct the stock and 162 for reversal.
During Goods Receipt for Return Purchase Order, you do not have to change
the movement type from 101 to 161 as the system will automatically assign
the movement type to 161 upon saving the postings. However, before saving,
check if there is a tick in the Return Column to ensure that it is a return
Purchase Order.

Create a new Purchase Order Number range to differentiate

OMH6 - Define Number Ranges

Create a new Purchase Order Type to differentiate e.g ZB

OMEC - Define Document Type

Changing the PO Layout sets

OMFE - Messages: Output Programs

/: IF &EKKO-BSART& = 'ZB'.
/ RETURNED PURCHASE ORDER
: ELSE.
/ PURCHASE ORDER
/: ENDIF.
Purchasing List for Open Purchase Order, Goods Receipt, Invoices

Open Purchase Order = Open Goods Receipts ( Selection parameters

WE101)

This two parameters determined what information is shown:

 selection parameter
 scope-of-list parameter

The configuation transaction code is OMEM

You can define additonal selection parameter for your users as well as untick
those fields which you does not want it to be printed.
Your can have the Purchasing Documents by :-

 ME2L - Vendor
 ME2M - Material
 ML93 - Service
 ME2K - Account Assignment
 ME2C - Material Group
 ME2B - Requirement Tracking Number
 ME2N - Purchase Order Number
ME2W - Supplying Plant
Force buyers to create Purchase Order with ref. to a Pur. Req., Quotation or Pur. Ord.

Transaction OMET

 Create a new entry, give it a name and tick :-

o Ref. to PReq
o Ref. to P.O.
o Ref. to quotation
 Next, you've got to associate via SU01
o Click Parameters, insert a new parameter id EFB to the
authorization code.
o Type in Parameters value you want e.g. XX
o You have to assign the control for ALL the SAP buyers via thier
SAP users id.
Logoff and login again. Then try to create a Purchase Order
without a reference.
Define default values for buyers

Transaction OMFI

 Double click on the default values you want to change.

 Save it.
 Next, you've got to associate via SU01
o Click Parameters, insert a new parameter id EVO to the
authorization code.
o Type in Parameters value you want e.g. 01
o You have to assign the control for ALL the SAP buyers via thier
SAP users id.
o Logoff and login again. Then try to create a Purchase Order and
check the default values.
In the Fast Processing button :-

you can choose whether to adopt automatically all the line items fields in
the Purchaes Requisitions
Puchase Order Condition

Suppose you want to calculate the GST and DISCOUNT for a Net Value of
1000.
Net value 1000
GST 10% of 1000 100
DISCOUNT 10% of 1000 100

Final Net value 900

This is what you do :-

 M/08 - Define calculation schema

 First check the conditions column Steps e.g. PB00 and PBXX belongs
to step 1.
 Next check the last Steps after Actual Price
 Now, look at the column Fro To
 If you want the DISCOUNT to be calculated based on 1000, put the
Steps number in the column Fro
The Fro To controls the calculation.
Information Structure

In the SAP standard info structure S012 is updated by the Purchase Order
creation date, not the Goods Receipt date. e.g. a Purchase Order is created in
January and good receipt is in February and March, S012 will shows the
values in period January.

 Transaction MC26
 Info structure S012 Update group (stats) SAP
 Double click on Goods received qty
In the section Date field for period determination
Purchase Order Layout Sets, Message Types

Create a new message types for a different layout of Purchase Order

 M/34 - Maintain message types

 oClick the Partner definition button
oInsert the new message type to the Partner
 OMQN - Fined-tuned Message Control
o Add a new Printer Operation 1 - New 2 - Change
 OMFE - Layout sets for Purchase Order
o Attach the new message type to the new layout sets
 M/36 - Maintain message detemination schema : Purchase Order
 OMQS - Assign schema to Purchase Order
 OMGF - Assign Output devices to Purchasing Groups
MN05 - Assign default Message Type to Purchasing Groups
User Defaults for Purchase Order

There are some fields which you can set as defaults for the buyer in
transaction ME21.

Transaction SU01
Input the user name and click Parameters

PID Parameter value

LIF - Vendor number
BES - Purchase Order Number
BSA - Order type
EKG - Purchasing group
EKO - Purchasing organization
WRK - Plant
LAG - Storage location
MKL - Material group
WAK - Promotion
PO Release Strategy

4.6x

The release code is a two-character ID allowing a person to release (clear, or

approve) a requisition or an external purchasing document. The release codes
is basically controlled via a system of authorizations (authorization
object M_EINK_FRG).

Use SE12, structure CEKKO to check all the fields available for controlling the
Purchase Order.
e.g. If the total value for the Purchase Order exceeds 10,000, release strategy
01 is assigned to the Purchase Order. There is only one characteristic
created in this example. For controlling the Purchase Order type, create
characteristic for CEKKO-BSTYP and the value NB.

CT04 - Create Characteristic e.g. NETVALUE

Click Additional data Table name CEKKO Field name GNETW and
press enter
(for currency dependent field, you are prompt to enter the currency which the
system then converts the currency of the Purchasing document into this
currency)

In the Basic data (X refers to tick),

X Mutliple values
X Interval values

In the Value data, in the Char. value column, type >10000 and press enter

Save your data

CL02 - Class

Class - Create REL_PUR

Class type - 032

Click Create

Description - Release Procedure for Purchase Order

In the Same Classification section, click Check with error

In the Char. (characteristic) tab, type NETVALUE to assign your

characteristics to the class

OMGS - Define Release Procedure for Purchase Order Type

Release Group - New entries

Rel.group Rel. Object Class Description
02 REL_PUR Rel. Strategy for PO
Release codes - New entries
Grp Code
02 01

Release indicators
Release indicators Release Description
0 Blocked
1 X Release

Release Strategy
Release group 02

Rel.strategy 01

Release codes 01

Release status 0
1

Classification Choose your check values

OMGSCK - Check Release Strategies

(make sure there are no error messages)

Once the Purchase Order is not release, buyers will not be able to print the
Purchase Order.

Goods Receipts will be shown with Message no. ME 390 - Purchasing

document XXXXXXX not yet released.

In 4.6c, Purchase Order with Release Strategy have a tabs at the end of the
Header. This allowed the buyers to check the release status of the Purchase
Order.

The person with the release authorization have to use ME28 to release the
Purchase Order.
Prompt the last Purchase Order Price for the Material

If you want the system to take the price from the last Purchase Order, then do
not maintain the conditions in the info record because it has precedence over
the last PO. This means that the netprice field in the info record should be left
blank.
In the case when you have already maintained the conditions in the info
record (or netprice), try to delete them or make them invalid by changing the
validity date.

Even though no price was maintained, the info record will still keep track of
the Order price history.

To check the Order price history, go into the material info record and
click Environment -> Order price history
Adopt Purchase Order Header Text

To default the Header Text into the Purchase Order

Step 1 :- Maintain text in Vendor Master

 MK02 - Change Vendor

 Choose Extras -> Texts - Input the text in Purchasing memo

Step 2 :- Link Text types to Header text in Purchase Order

 OMFV - Define rules for copying (adoption of) text

 Choose Header Text
 Choose Goto -> Linkage: text types -> To vendor
 Filled in the field No. (e.g. 01 - Header Text), next tick whether you want
the text to be adopted or for displayed only
 Choose Update to save
Create a new Purchase Order Document Type

4.6x

If you have more than one company code, you might want to define a new
document type and number range to differentiate between the two company.

Define a new number range not in used

OMH6 - Number Ranges for Purchasing Documents

Copy the NB - Standard PO to e.g. ZB

OMEC - Define Document types

Maintain :
Text for Document Header/Item
Text for Document Supplement
OMF6 - Messages Header Texts
Send Purchase Order via Output Determination

Read note 191470 - Purchase order as an e-mail

From release 4.5, you can send your purchase order via output
determination. This note have indicate all the requirement and settings
necessary to send purchase order via the output determination once your
SAP have been connected to an External Mail System.
Send Purchase Order with Microsoft Outlook

This is how it work:-

 First you send the text converted Purchase Order to your SAPoffice
o Sample ABAP program for sending mail to your SAPoffice
 Then from Microsoft Outlook, you can send it out externally to your
Vendor

Install the SAP setup program on the SAP Presentation CD-ROM

under \GUI\WINDOWS\WIN32
Execute the SAPsetup program and choose the Desktop Interfaces.
Then choose the SAP MAPI Service Provider (select Change Options to
display the selection)

Once the SAP MAPI is installed. You can create your logon profile for
SAPoffice.
Go into your Control Panel of your windows.
Select the Mail option from the Control Panel to call the MAPI profile manager.
Choose Add to call up the new logon profile setup wizard
Select Add from the Services and select the SAP MAPI Service Provider
Type in the required R/3 information (client, sap user name, password)
The supplied PST file is sapwrk.pst

Now, logon to your Microsoft Outlook and see whether you can access all
your SAPoffice folders.

If you send the file using SP01 -> System -> List -> Send, the file will have the
extension ALI. Use the Windows Explorer to default open with the
Windows Notepad.
Sending mail directly from SAP via Microsoft Exchange

If you want to send your mail directly via Microsoft Exchange, you have to
install the SAP Exchange Connector Software on your Microsoft Exchange
Server.

The setup program SETUP.EXE is located on the R/3 Presentation CD in the

directory :\GUI\WINDOWS\WIN32\SXC.

Then you have to setup :-

 SM59 - The RFC destination

 SCOT - SAPconnect

Refer to the Unix SAP Internet Mail Gateway installation steps.

Contributed by:
SAP ABAP/4 Programming, Basis Administration, Configuration Hints
and Tips
webmaster for http://www.sap-basis-abap.com
Other tips

Transaction CL24 is particularly important if you do modification on release

strategies. Especially if you delete some in OMGQ: they are not completely
deleted until you delete them also in CL24. This can cause some seriously
strange behavior on the system (and sometimes on the consultants and
users). Tip by kuentz@alum.mit.edu

The following has been contributed by Nitin

Susladkar [nsusladkar@yahoo.com]

1. OMFI - Vendor Confirmation to be mandatory for Purchasing documents

2. OME0 - System Messages for Purchasing
3. OMCQ - System messages for Inventory Management
4. OMEB - Indicator specifying that a p.o.item must not contain an account
assignment