Introducing Output Management

Objectives

After completing this lesson, you will be able to:

Explain output management and output control
Describe available output channels and further planning aspects

Introduction in Output Management and Output Control

Printing in SAP S/4HANA Cloud Public Edition is a crucial aspect that involves generating, managing, and distributing documents efficiently across various channels. This process is governed by two main concepts: Output Management and Output Control, each of which plays a distinct role in document handling.

In SAP S/4HANA Cloud Public Edition, "Printing" and "Output" refer to specific functions related to how documents and data are managed and disseminated within the system.

Printing: Printing in SAP S/4HANA Cloud involves managing the physical output of documents. This typically includes configuring printers, managing printer settings, and controlling how documents are sent to printers. The focus is on ensuring documents are correctly formatted and delivered to physical printing devices.
Output: Output encompasses a broader concept of managing document distribution within SAP S/4HANA Cloud. It is best described by output-related features and does not only include printing but also electronic distribution methods such as email, XML, or other formats. Depending on the use case, managing output can also vary a lot. Output management focuses on structuring, organizing, and controlling the distribution of documents according to business rules and processes.

Note

In this context, we are discussing output management and output control and how these terms relate to each other. Nevertheless, the main focus is on printing, specifically when it comes to configuration and handling issues.

Many business applications in SAP S/4HANA Cloud Public Edition use standard output options with many basic features provided by a reusable output service. Moreover, complex scenarios require further specific functions to enable advanced output procedures for the output of documents. In other words: Business applications in SAP S/4HANA Cloud Public Edition can rely on the flexibility of the SAP Print service, which can be adopted according to the business needs of the customer.

A diagram contrasting Output Management and Output Control. The channels selected by the customer in Output Management include printing, e-mail, and EDI, but the latter is greyed out. Only printing and e-mail are highlighted. Output Control exposes a UI to the cloud consumer and provides configuration. In addition, the processing is handled by output control. All output control functions can be reused or adjusted as needed.

Output Management: Output Management is a generic term, which groups various features for the output of documents. It refers to the comprehensive standardized framework that manages the entire lifecycle of document outputs. It includes configuring output formats, printers, and connections, ensuring documents are properly generated, formatted, and ready for distribution. Output Management is responsible for defining the rules and channels through which documents are distributed, working as the backbone of document processing. The interpretation of Output Management highly depends on the use case, from an application orchestrating all different output features on its own to a dedicated reuse of an output service.
Output Control: Output control is more granular, focusing on the specific execution and routing of documents based on the predefined rules set in Output Management. This includes determining when and how documents are printed or distributed applying filters and conditions to ensure that only relevant documents reach their intended destination.

Interpreting these definitions, Output Management encompasses the configuration and operation of Output Control, which is the key element. Output Control structures Output Management and makes it reusable across all business functions adopted for various document types in line with organization-specific requirements.

Note

The SAP S/4HANA Cloud Public Edition 2502 - Feature Scope Description lists the Output ChannelsPrinter, Email, and EDI under the section Output Control.

However, it is important to note that the selection of channels is predefined by the customer as part of Output Management, which requires further strategic adjustments, such as maintaining print queues, email templates, and form templates, before Output Control can empower business applications to perform all output-relevant tasks during runtime.

Some key features of Output Management and Output Control are:

This image covers two feature lists for Output Management and Output Control. Output Management: Channel Selection, Configuration Options, Integration, Personalization and Automation, Framework for Output Control. The feature list of Output Control includes Centralized Management, Flexibility and Customizing, Integration with Other Modules, Use of Business Rule Framework Plus, and Cloud-based Efficiency.

How Does Output Management and Output Control Work?

SAP S/4HANA output control is an interface between the business applications that use output control and the ABAP Platform technologies used for document creation and output.

The core of the infrastructure is Output Management, which can be split into the processing unit Output Control and further Technology. The starting point of output-relevant tasks is the Business Application. It is connected to Output Management, which uses Output Control (including Output Parameter Determination and Output Request handling) and further technical software (Document creation using Adobe Document Services and Document Output using SAP Print Service). An example is given at the left and right of the core infrastructure, naming some single steps. Output Management and Output Control are reused when outputs are processed.

Output Parameter Determination - Short Definition and Features

When you output a document, relevant output parameters, such as output channels, recipients, and form templates, are automatically determined in the background using Output Parameter Determination. This function is used to define default output settings for specific business objects, such as billing documents. Using Output Parameter Determination in SAP S/4HANA Cloud-based solutions allows you to:

Send multiple messages to multiple recipients using various channels simultaneously.
Configure Output Parameter Determination to suit your needs using the configuration step Define Business Rules for Output Determination.
Base each determination step on application-specific fields that can be extended.
Use predelivered content and determination rules to run Output Control out of the box.

Document Creation and Output - Short Definition

Application and master forms are used to structure the content and layout of the output. Adobe Document Services - also known as Forms service by Adobe®- is used to create documents out of these forms. You can output documents via the output channels PRINT, EMAIL and EDI (electronic data interchange).

Customers are able to use the Maintain Form Templates app. For the development of custom form templates, you can download the form template file (XDP) to edit it with the Adobe LiveCycle Designer and upload it as a custom template in the original language.

Types of Printing

In SAP S/4HANA Cloud Public Edition, printing processes can be categorized into attended and unattended printing. Each has distinct characteristics and use cases that cater to different business needs.

Attended Printing

Attended printing, also known as browser-based printing, refers to scenarios where a user manually initiates and oversees the printing process. The user selects each document to be printed in the browser and either directly prints it from a built-in reader application, such as a PDF reader, or downloads it. In both cases, the printers connected to the user’s system can be used without further setup. However, printing in this scenario is no longer integrated with the system, and tracking the print process is impossible.

Involved user control: A user actively selects print options and parameters
Often requires immediate access to printed documents
Suitable for situations where print jobs are sporadic or unpredictable

Typical examples of attended printing are Office Printing and printouts in a Retail Environment. Employees in a corporate setting print documents like meeting agendas or reports directly from their workstations when needed, or store clerks print receipts or labels during customer transactions.

Unattended Printing

Unattended printing, also known as back-end printing, allows print jobs to be automatically processed without direct user involvement once a system is configured to handle such operations (SAP Cloud Print Manager for Pull Integration). This type of printing is often scheduled or triggered by specific business processes and requires more system customization, but it allows automated output.

Automation: Print jobs are managed by predefined rules or business logic
Useful for routine tasks or mass printing needs
Reduces manual intervention, freeing up employees for other tasks

Various use cases involve automated and scheduled printing activities to streamline operations, reduce manual effort, and enhance efficiency. These include printing invoices at the end of a billing cycle without manual initiation, packing slips in sync with shipment schedules or confirmations, and production documents overnight for the next day’s operations.

Both methods are often used in SAP S/4HANA Cloud Public Edition and provide different features. Attended printing offers flexibility for varying needs, while unattended printing provides efficiency in repeated processes.

Concept of Print Queues

In the SAP S/4HANA Cloud environment, you can print business documents to the printers on your local customer network using the Print Queue concept. Therefore, a connection between the Print Queue and the local printer must be established. The Maintain Print Queues app creates print queues that are virtual connections between the cloud-based system and printers in the local customer infrastructure. Print jobs are initially sent to a Print Queue.

The print queues are directly associated with the SAP Cloud Print Manager for Pull Integration (SAP CPM for PI), a Windows-based agent provided by SAP, enabling the printing of business documents from a cloud-based SAP solution to the printer on the local customer network. SAP CPM for PI must be installed and set up in your local network and connected to a local printer to fetche print jobs from the print queues on the SAP S4HANA Cloud Public Edition.

There are two infrastructures visible, separated by a firewall: on the left, the 'Customer IT Infrastructure' showing an Employee using a device and connecting via a URL to the SAP S/4HANA Cloud Public Edition at the right side. Here the connected user has to authenticate and will find print queues. These print queues are polled from the customer IT Infrastructure using the SAP Cloud Print Manager for Pull Integration. Finally, this SAP Cloud Print Manager for Pull Integration is able to send the content of the print queues to some locally connected printers in the customer network.

The installed agent SAP Cloud Print Manager for Pull Integration (SAP CPM for PI) on the customer's network checks if there are any print jobs in the configured Print Queue. If so, the tool retrieves these documents and sends them to the locally configured printer associated with the respective Print Queue in the configuration of SAP CPM for PI. This Print Queue concept provides a safe and autonomous way for SAP cloud-based customers to send output-relevant documents to their local printers.

This printing scenario requires a technical user for the SAP Cloud Print Manager for Pull Integration (SAP CPM for PI) to log on to the cloud-based solution via the internet. The technical user is the Print User created when creating a Print Queue in the Maintain Print Queue app. This is usually done by a key user in your company.

Output Channels and their Requirements

SAP S/4HANA Cloud Public Edition utilizes various printing channels to facilitate output management, allowing effective communication and document handling.

The image shows three output channels: PRINT, EMAIL, EDI. It names some key facts, and for every channel, one use case is used as an example.

Hint

Depending on the source used, the indication of possible channels fluctuates. However, the lowest common denominators are Print and Email. In our context, we are referring to the official SAP S/4HANA Cloud Public Edition <version> Feature Scope Description, which categorizes also EDI as output channel.

PDF forms, XML format, and store-to-archive are further formats and techniques, sometimes also listed under the term 'channel.' These options are not discussed in detail here.

PRINT

Channel PRINT enables physical printing of documents through designated local or network printers. This output channel is suitable for documentation that requires hard copies, such as invoices, legal contracts, delivery notes, etc.

Output items can be printed using print queues. The format of the print queue is predefined, and the included output items (documents) must be in the same format. The most commonly used format is PDF. The app Output Parameter Determination can adjust further output settings based on the underlying business application and document.

Mass printing is also supported and is called Print bundling, which combines all PDF documents belonging to the output items you want to bundle into a single PDF document. The Print bundling feature is only supported by scheduled output items. Even bundles from different print queues in PDF format are possible.

Note

You can print up to 255 documents per output item, one primary document, and 254 attachments.

Note

Further details for Print Queues and Output Parameter Determination are covered in another lesson.

EMAIL

Channel EMAIL directly sends documents to recipients as e-mail attachments. This is particularly useful for invoices, order confirmations, and other correspondence that benefits from electronic delivery.

To e-mail output items, you need to complete the basic e-mail setup activities:

Configure the e-mail output type in the system settings
Ensure the SMTP configuration is correctly set up within SAP
Specify e-mail addresses and other related parameters for recipients
Verify the e-mail templates fit according to your needs

The image shows the configuration of E-Mail settings in the CBC using the app Configure Your Business Processes.

Like for channel PRINT, the app Output Parameter Determination can be used to define output settings for specific business objects. Sender and recipient settings are covered by Output Parameter Determination, as well as e-mail templates and roles (To, Cc, Bcc).

Note

The e-mail size, including attachments, is limited to 25 MB.

Caution

In this context, we are not drilling down to the SMTP-Server configuration and/or customizing e-mail addresses or e-mail templates. You can find more information in the setup instructions for SAP S/4HANA output management (1LQ) - see the link at the end of this section.

EDI

EDI (Electronic Data Interchange) is a method used to transfer data electronically between different organizations without human intervention. In the context of SAP S/4HANA Cloud, EDI can be used as a channel and facilitates seamless communication of business documents such as invoices, purchase orders, and shipping notifications.

The purpose of using EDI for printing is to enable organizations to automatically send documents to a printer or print service, reducing manual handling and increasing efficiency. This channel allows businesses to streamline their operations by automating the output of physical copies of necessary documentation.

Setting up EDI for printing in SAP S/4HANA Cloud Public Edition involves configuring output management to facilitate efficient communication between SAP and external systems.

Finally, adhere to EDI standards and regulations such as EDIFACT or ANSI X12 to ensure that documents are formatted correctly for recipients.

Note

Form templates are used for printing and emailing but cannot be used for EDI.

Caution

There are multiple (application-specific) Communication Scenarios, which include EDI. We are not drilling into the EDI configuration or customizing in this context. You can find more information in the scenarios described in the scope item of the corresponding business scenario.

Setting Up Output Management (1LQ)

Further Planning Considerations

Printing methods

When comparing different printing methods in SAP S/4HANA Cloud Public Edition, it is essential to consider the flexibility, setup requirements, compatibility, and functionality each method provides. Every single customer might have different requirements and prerequisites. So, when it comes to a discussion, it makes sense to weigh or prioritize specific aspects of printing.

By default, Output Management and PDF-based Printing are used in SAP S/4HANA Cloud Public Edition. If customers want to integrate in a smooth way their existing local printing infrastructure, the SAP Cloud Print Manager (for Pull Integration) can be used without further licensing costs. Third-party printing solutions are not included in the customer subscription for SAP S/4HANA Cloud Public Edition and require a further license agreement with the provider.

The following table lists key facts commonly accepted and verified in SAP cloud-based environments.

The table lists four different methods that can be used in SAP S/4HANA Cloud Public Edition: Output Management, PDF-based Printing, SAP Cloud Print Manager, Third-Party Solutions - even as a combination of these methods. The table lists some Pros and Cons of these printing methods.

Note

The table does not include any recommendations. In the real world, printing methods are typically combined and not in pure culture.

Key Considerations

When considering printing in SAP S/4HANA Cloud Public Edition, several key factors must be evaluated to ensure optimal functionality and efficiency.

Ease of Integration
Assess how seamlessly the printing solution integrates with SAP S/4HANA Cloud and other enterprise systems. Consider the availability of standard interfaces, connectors, and APIs to facilitate smooth integration and reduce implementation time and complexity.
Cost Implications
Analyze the total cost of ownership, encompassing initial setup costs, ongoing maintenance, and potential scalability expenses. Consider the pricing model, such as subscription-based pricing versus upfront costs, to determine the most cost-effective option for your organization.
Scalability
Ensure that the printing solution can accommodate your organization's growth and evolving needs. Evaluate its ability to handle increasing print volumes, support additional users, and adapt to expanding business processes without compromising performance.
Compatibility
Verify that the printing solution is compatible with various hardware, software, and network configurations. Compatibility with different operating systems, printers, and document formats is crucial to ensure smooth operation and avoid potential disruptions.
Security
Prioritize security measures to protect sensitive data and ensure compliance with industry regulations. Assess the solution’s ability to offer secure printing options, encryption, user authentication, and secure network communications to safeguard information throughout printing.

Addressing these considerations can help organizations implement a robust, efficient, and secure printing solution within the SAP S/4HANA Cloud Public Edition environment.

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