Preparing Printing Scenario Pull Integration in the Cloud Tenant

Objectives

After completing this lesson, you will be able to:

Prepare the technical printing infrastructure
Create and maintain print queues
Configure output print parameters

Fulfill the Technical Prerequisites for Communication

Communication Scenarios

Printing in SAP S/4HANA Cloud Public Edition requires some customizing as a prerequisite. A necessary configuration is the enabling of an SAP-managed Communication Scenario:: Scenario ID: SAP_COM_0466: Scenario: Printing - Pull Integration

The Communication Scenario determines the authorizations, inbound and outbound services, and the supported authentication methods required for the communication.

SAP delivers predefined Communication Scenarios as source code representing the design time. Specific definitions must be available to use a communication scenario:

Communication System

Communication systems are created to enable communication among different systems. Every Communication System represents a communication partner between different registered systems. Depending on the use case, Inbound and/or outbound communication is needed.

Inbound communication: Services provided by your system
Outbound communication: Services provided by the system that is called by your system

Communication User

Communication users are used by solutions to authenticate themselves when posting data. With this technical user, the integration with other solutions can be enabled. The solution or system gets assigned the communication user and credentials and authenticates to the Communication System you want to use.

Note

SAP recommends that you use certificate-based authentication for Communication Users.

Communication Arrangement

Communication Arrangements help you configure the electronic data exchange between the system and a communication partner. The SAP S/4HANA Cloud Public Edition tenant provides various Communication Scenarios for inbound and outbound communication that can be used as a basis for Communication Arrangements.

Inbound Communication Arrangement: Defines how business documents are received from a communication partner
Outbound Communication Arrangement: Defines how business documents are sent to a communication partner

Image showing the requirements and dependencies of communication scenarios first in a generic form (left), secondly as an example (middle), and both are explained using a key (right). Communication scenarios represent the design time, and Communication Arrangements provide the run-time, which combines Communication Systems and Communication Users as a bundle.

Communication Arrangement - based on Scenario SAP_COM_0466: Printing - Pull Integration

The enabling of the Printing - Pull Integration in SAP S/4HANA Cloud Public Edition is based on the respective Communication ScenarioSAP_COM_0466 and requires the creation of a Communication Arrangement. A key user can also do this administrative task.

Users can have access according to assigned business roles. All communication-relevant definitions are collected in the administration area of Communication Management. Alternatively, the search option for Apps can be used in the SAP Fiori Launchpad of SAP S/4HANA Cloud Public Edition.

The following figures show the mandatory configuration for the use case Printing - Pull Integration based on Communication ScenarioSAP_COM_0466. The road map on the initial and the last figure should provide an overview of the significant steps associated with specific system definitions like Communication Arrangement, Communication System, Communication User, and navigational aspects.

Hint

The sequence of the configuration steps shown here is not fixed but can be changed. For example, the Communication System can be created first, or even the Communication User might be created as an initial step.

screen extracts showing how to find Communication Scenarios in the SAP Fiori Launchpad using two alternatives: Administration menu using Communication Management and the apps search. In the lower part of the image, the relevant scenario SAP_COM_0466 is shown. In addition, there is an overview listing further configuration steps (coming next in this section).

Depending on the selected Communication Scenario, SAP provides integrated documentation, partly with a detailed description of the needed configuration. We have initiated the configuration using the app Display Communication Scenarios.

The image shows the communication scenario SAP_COM_0466 Printing - Pull Integration in the app Communication Scenarios. Scenario documentation with a step-by-step description is available. In addition, a direct link can be used to create a communication arrangement, which must be established if customers want to use this scenario.

When creating a Communication Arrangement, assigning a valid Communication System is mandatory. Therefore, an integrated function creates aNewCommunication System can be chosen, which forwards the creator to the respective app.

Image shows how to create a communication arrangement, based on the communication scenario for printing. Furthermore, an option is shown to create directly the mandatory communication system. In addition, there is a hint for the specific demonstration and exercise in this training.

If a Communication User was already created, it can be selected from the list of available (technical) users. In our example, the Communication User will be created on the fly.

The final image in this row of 4 images (1-4) shows how to create the technical user needed for the communication system. In the end, the communication system has to be saved. Finally, the communication arrangement. A review of the steps done completes the slide.

Caution

Be careful when working with apps like Communication System and Communication Arrangement:

Ensure that you saved what you have configured as a final step. If the element was not saved, you will see that a Draft exists in the overview of the Communication Systems or Communication Arrangements.

Create a Communication Arrangement

ExerciseStart Exercise

Configure a Print Queue

Print queues are used in SAP S/4HANA Cloud Public Edition to manage the printing of documents and monitor the print jobs in business-specific queues. In addition, print queues are polled by the SAP Cloud Print Manager for Pull Integration to retrieve output items and link them to a local printer in the customer network.

image describes the role of print queues and the relevance of these print queues in the context of the SAP CPM for PI.

To define the print queue, use the Maintain Print Queues app and specify the output format and a communication user.

Hint

The communication user is a technical user with which the SAP Cloud Print Manager for Pull Integration logs on to the system. First, define a communication user in the communication scenario SAP_COM_0466. In this case, you can connect several queues to the same SAP Cloud Print Manager for Pull Integration. All queues must use the same communication user.

The communication user serves as the technical user through which the SAP Cloud Print Manager for Pull Integration accesses the system. First, you must set up a communication user within the SAP_COM_0466 communication scenario. This approach allows multiple queues to link to the same SAP Cloud Print Manager for Pull Integration. It is important to ensure that all queues utilize this single communication user.

The image shows how to navigate to app Maintain Print Queues with some screenshots and mentions the metadata which is requested when creating a print queue.

The following fields are used when a print queue is defined:

Queue (mandatory field)
Description (mandatory field)
Format (mandatory field):PDF is the default format
Communication User (mandatory field)
Retention (mandatory field)
Location ID
Location ID Type: UNDEFINED(options: PLANT, BUILDING, ROOM, GLOBAL LOCATION NUMBER)

The Maintain Print Queues app consistently features a print queue named DEFAULT, which is supplied solely by SAP as a sample. This queue is not intended for productive output since it cannot be linked to the SAP Cloud Print Manager for Pull Integration.

Note

You must create one or more custom print queues to connect to your physical printers because the DEFAULT print queue cannot be used for productive output.

In the DEFAULT queue, setting a custom retention time for items is not possible, and SAP may adjust the standard retention period at any time to prevent misuse. Additionally, it is advised not to use the DEFAULT print queue as storage for all printed documents since SAP can impose quota restrictions at any point for the same reason. A cleanup job will automatically delete all items in the DEFAULT print queue after eight days, irrespective of their status. This procedure does not influence the operation of other print queues.

The Maintain Print Queues screen displays the push button System URL in the lower right corner of the user interface. This URL is needed when the connection from the SAP Cloud Print Manager for Pull Integration is used to poll the content of the print queues in SAP S/4HANA Cloud Public Edition.

Note

For security reasons, the System URL should be hidden, and the following information is provided:Please use API-URL in Communication Arrangements App. You can access the created communication arrangement that refers to communication scenario SAP_COM_0466 to retrieve the System URL.

In the SAP S/4HANA Cloud Public Edition tenant, each print queue is assigned a designated communication user. When the SAP Cloud Print Manager for Pull Integration checks the print queue, it uses this authentication to access and retrieve the output items from the specific print queue within the cloud-based solution.

In SAP S/4HANA Cloud Public Edition, you have several ways to assign print users to print queues. These print queues can then be connected to local printers within the customer’s infrastructure using the SAP Cloud Print Manager for Pull Integration.

The image shows again the customer infrastructure (left) and SAP S/4HANA Cloud Public Edition). Different options are shown, such as how defined print queues (in SAP S/4HANA Cloud Public Edition) are linked to print users (in the same cloud-based system) and finally assigned to a local printer (in the customer infrastructure) via the SAP Cloud Print Manager for Pull Integration. Three different options are shown. Option 1: queue 01 to print user 01 to CPM server 01 to printer 01 (the same print user 01 is used for the other print queue 02). Option 2: queue 01 to print user 01 to CPM server 01 to printer 01 (print user 02 is used for the other print queue 02, but the same CPM server 01). Option 3: queue 01 to print user 01 to CPM server 01 to printer 01 (print user 02 is used for the other print queue 02, but CPM server 02 is used)

Create a Print Queue

As an administration team member, you are responsible for enabling the printing environment of SAP S/4HANA Cloud Public Edition . You can print business docs to the printers on your local network by using the Print Queue concept. To establish a virtual connection between the SAP S/4HANA Cloud Public Edition and local printers, a Print Queue has to be created.

Task 1: Create a Print Queue

ExerciseStart Exercise

Configure Output Print Parameters

Output Parameter Determination creates and maintains business rules in decision tables. As a result, specific business applications use these rules to determine output parameters for items to be printed. A business rule combines a business application and a determination step.

You can establish default output configurations for particular business entities with the app Output Parameter Determination in SAP S/4HANA Cloud Public Edition. This mechanism defines how and to whom business documents are communicated. It allows organizations to configure which parameters should be used to generate and distribute outputs for various business transactions, such as purchase orders, sales orders, invoices, etc.

Note

Most of the adjustments using the app Output Parameter Determination are done by experienced business users. However, some fields refer to technical issues in conjunction with the required customization of the business processes.

Excursus: How do you configure output parameter determination for purchase orders?

For purchase orders, output parameters help control various document creation and distribution aspects. The configuration enables determining how the purchase order outputs are processed, formatted, and sent to suppliers. In our example, we will check the rules for the purchase order.

Open the app Output Parameter Determination
Select the value help for the field Show Rules: to select the document type you want to Display Business Rules.
Select Purchase Order.
Choose the Determination Step you want to display.
A table is shown with rows in the area Table Contents.
Use Edit mode to implement changes to the content of the decision tables.

With this image can be explained (1) how to find the app Output Parameter Determination, (2) that Business Rules based on business documents can be selected, and (3) a single Determination Step can be chosen to display and/or maintain the decision table of a business document. The decision table contains standard columns to display given values or maintain these values.

This image is the second part of Output Parameter Determination and explains how a field value is changed for a determination step. After the change is done, a check and activation are necessary using the function keys of the app.

Hint

After making changes, run the Check function for verification and then proceed to Activate your changes.

Rules for Purchase Order:

Using a list of Determination Steps allows you to select a single step for further processing.

Output Type

This determination step defines the ...

Output Type: Purchase Order
Dispatch Time:1 (Immediately) or 2 (Scheduled)

The Purchase Order can be printed immediately or the output is generated via a background job.

Receiver

This specifies who should receive the purchase order output. It can be based on factors like vendor master data, contact person details, or specific configurations in the system. The fields provided are ...

Role: LF
Exclusive Indicator: - (false), X (true), or (unknown)

Channel

This determination step defines the communication channel through which the purchase order will be sent. For instance, if a supplier prefers receiving purchase orders via e-mail, the output parameters should be set accordingly. The following fields are provided:

Output Type: Purchase Order
Role: LF
Recipient: Supplier Number (Optional)
Channel: EDI, EMAIL, EXTOM, IDOC, PRINT, or XML.
Various channels can be used. In addition to the options already discussed (PRINT, EMAIL, EDI), EXTOM (External Output Management), and IDOC (Intermediate Document) are additional channels.
Exclusive Indicator: - (false), X (true), or (unknown)
Dispatch Time:1 (Immediately) or 2 (Scheduled)

Printer Settings

This determination step defines the ...

Output Type: Purchase Order
Role: LF
Recipient: Supplier Number (Optional)
Purchasing Organization: Name of the purchasing organization
Print Queue: <Unique ID of a Queue>, DEFAULT is the initial value
Caution
This field defines the print queue to which these purchase orders are routed!
Number of copies: <Number>

Email Settings

This determination step defines the ...

Output Type: Purchase Order
Role: LF
Recipient: Supplier Number (Optional)
Sender Email: <Email address of the sender>
Email Template: <Template name>
MM_PUR_PO_DEFAULT_TEMPLATE is the initial value, but you can also select a custom Email Template.

Email Recipient

This determination step defines the ...

Output Type: Purchase Order
Role: LF
Recipient: Supplier Number (Optional)
Email Type Code: To, Cc, or Bcc
Email Address: <Email address of the recipient as required>

Form Template

Templates contain layout and design elements of the purchase order, and organizations can configure custom templates to meet branding or compliance standards. The following options can be used:

Output Type: Purchase Order
Role: LF
Recipient: Supplier Number (Optional)
Channel: EDI, EMAIL, EXTOM
Sender Country: <As required<
Receiver Country: <As required<
Recipient Language: <As required<
Form Template: LF
MM_PUR_PURCHASE_ORDER is the initial value, but you can also select a custom Form Template.
Form Language: <As required<

Output Relevance

This determination step defines the ...

Output Type: Purchase Order
Relevance Indicator: - (false), X (true), or (unknown)

These parameters ensure that purchase orders are accurately and efficiently communicated to vendors, aligning with internal policies and external requirements. Configuring output determination correctly within SAP S/4HANA Cloud is vital for seamless procurement operations and maintaining robust vendor relationships.

You can select standard and custom purchase order fields as Condition Columns in Decision Tablesif additional adjustments are necessary. To do this, use the function Insert Column in the Edit mode of a single Determination Step.

Note

SAP recommends that customers use standard and custom fields only for the following Determination Steps:

Output Type
Form Template
Email Recipient
Channel

Check and Maintain Output Parameter Determination

As a administration team member, you are responsible for enabling the printing environment of SAP S/4HANA Cloud Public Edition. When a business user creates a purchase order, for example, for aggregate, the system looks at the output parameter determination to determine what it must do with that document. To define the print rules for the SAP S/4HANA Cloud Public Edition, the Output Parameter Determination has to be maintained.

In this exercise, you will maintain the business rules for a purchase order to link the purchase orders to a specific print queue.

Task 1: Check and Maintain Output Parameter Determination

ExerciseStart Exercise

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