rajiv.trivedi
1
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 another—for
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
2
In New Entries add “0010: as belowSave
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 iconnew entriesDefine text determination procedure
rajiv.trivedi
Insert New Text ID in Text Procedure
3
rajiv.trivedi
4
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
in
rajiv.trivedi
5
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
6
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 DocumentHeader Level
rajiv.trivedi
Next screen
7
rajiv.trivedi
VBBK is Sales Document Header table. Create new entries Batch Expiratnon Packing List
8
rajiv.trivedi
Save Data. Now we want to Create Access Sequesnce so go backClick Change mode
9
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 ID’s 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
 Go to sales area data section
rajiv.trivedi 14




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
document header text view, you can see if there were any errors or if the determination was correct, as
shown in Figure TCode VA02
rajiv.trivedi 15
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
the purchase order, contract, or scheduling agreement, etc. This is accessible by using the
following menu path.
rajiv.trivedi 16
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