Output and Printer Determination for PO and GR in SAP 

Introduction

Setting up output and printer determination for Purchase Orders (PO) and Goods Receipts (GR) in SAP is crucial for automating documentation processes. 

Output Determination for Purchase Order (PO)

The output determination for Purchase Orders involves configuring condition tables, access sequences, message types, and assigning schemas. Here’s how to set it up:

1. Define Condition Table

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Condition Tables → Define Condition Table for Purchase Order

Select the following key fields:

  • Purchasing Document Type
  • Purchasing Organization
  • Vendor
These fields help determine how the output will be triggered based on different PO scenarios.

2. Create Access Sequences

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Access Sequences

An Access Sequence defines the order in which the system searches for valid condition records in the tables.

3. Define Message Type

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Message Types

Here you define the Message Type (e.g., NEU for Purchase Orders), which links access sequences to actual output methods (e.g., print, email).

4. Configure Message Determination Schema

4.1 Define Message Schema

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Message Schema → Define Message Schema

Create and maintain the Message Determination Schema to control how and when messages are triggered.

4.2 Assign Schema to Purchase Order

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Message Schema → Assign Schema to Purchase Order

Link the newly created schema to the PO document type.

5. Define Partner Roles per Message Type

Navigation Path:
SPRO → Materials Management → Purchasing → Messages → Output Control → Partner Roles per Message Type

Assign the correct Partner Function (such as VN - Vendor) to determine the receiver of the message output.

6. Maintain Condition Records

Transaction Code: MN04
Navigation Path:
SAP Menu → Logistics → Materials Management → Purchasing → Master Data → Messages → Purchase Order → MN04

Create condition records for the output message type.

7. Trigger Output in PO

  • Create the PO using Transaction Code: ME21N
  • Use ME22N to display or change the PO and add output message
  • Choose the desired output type and print the PO

Output Determination for Goods Receipt (GR)

Once the configuration is done for GR, follow these steps to trigger the output.

Step-by-Step Output Configuration for GR:

  1. Set up the Condition Table, Access Sequence, and Output Type for GR (similar to PO configuration).
  2. Use Transaction Code: MIGO Display to open a Material Document.
  3. Double-click on a line item and open the Messages tab.
  4. Enter the required fields for the output and save the document.

Print GR Document

  • Use Transaction Code: MB90 to print the GR document.
  • Select the appropriate Output Type:
    • WE03
    • WE01
    • WE02
These are standard message types for GR printouts in SAP.

Frequently Asked Questions (FAQs)

1. What is the purpose of message types in SAP PO?

Message types in SAP control the format and transmission method (print, email, EDI) for output documents like Purchase Orders.

2. What is an access sequence in SAP Output Determination?

An access sequence is a search strategy that tells SAP how to look through condition tables to find a valid output condition record.

3. How can I test the PO output?

Create a PO via ME21N, then use ME22N to simulate or test the output by manually triggering a message type like NEU.

4. What are the common output types used for GR in SAP?

  • WE01 – GR slip printout
  • WE02 – GR label
  • WE03 – GR note printout

5. Can output be sent via email in SAP?

Yes, output types can be configured to send documents via email by maintaining communication strategies for the message type.

6. What partner functions are relevant for PO outputs?

Typically, the partner function VN (Vendor) is used to determine the recipient of the PO output.

Conclusion

Properly configuring output and printer determination for Purchase Orders and Goods Receipts in SAP ensures efficient document flow and reduced manual effort. By following the outlined steps, you can set up automated output for both POs and GRs, improving your procurement and logistics operations.

SAP MM Reference Books:
SAP Material Management Interview Questions, Certification and Configuration Books

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