Customizing Automatic Text Transfer

Objective

After completing this lesson, you will be able to customize automatic text transfer

Text Control

In connection with SD documents, that is, also with sales documents, it is possible that the text of a text type is automatically procured from a text type of another text object when the document is created.

Examples:

  • The text of a text type in the standard order can be automatically copied from the underlying quotation.
  • A text can be automatically copied from the customer master of the sold-to party of the order or from the material master record of a sold material when it is created.

The idea is: The important information about the order is stored as text in the quotation or customer master or material master. It is therefore automatically transferred to the order to inform the order processor or, if the text is output in an output, the recipient of the output.

To enable the automatic transfer of a text to a text type, an access sequence must be assigned to the text type in the relevant text determination procedure.

The following figure illustrates how the process works.

Overview of Text Control

Customization of the Access Sequence

The access sequence is a search strategy for texts. An access sequence has at least one, but usually several accesses. They are processed sequentially. In the access, you define at which text object in which text type is searched for the text to be transferred.

You can also define additional requirements for the text, in particular, the language of the text. If a text that meets the requirements exists for the text object in the text type that is accessed, this text is transferred to the calling text type (where this access sequence is assigned). If not, the next access of the access sequence is executed and perhaps a text with a different language is searched in the same text object in the same text type. Maybe you also search for a text in the same text object but in a different text type, or possibly in a different text object in a text type.

The following figure illustrates how access sequences can be customized.

Access Sequence and Accesses

Note

The accesses are exclusive. This means that if a text that meets the defined requirements is found during an access, this text is transferred to the calling text type and the subsequent accesses in the access sequence are not executed.

Note

Generate Accesses

After a new access sequence has been created or an existing access sequence has been edited, the accesses should be "generated" after saving. The generation takes place in transaction VOTXN Customizing text determination in the menu Texts -> Generate access.

Generate Accesses

Permitted Text Objects

In the access of an access sequence, only certain text objects can be accessed. These are so-called "permitted" text objects.

Identify examples of permitted text objects in the following figure.

Permitted Text Objects in an Access

How to Maintain and Create Access Sequences

The following system simulation shows you how to maintain access sequences in Customizing.

Assignment of an Access Sequence to a Text Type

The following figure illustrates that an access sequence can be assigned to one or several text types in the text determination procedure.

Assigning Access Sequence to Text Types

If an access sequence is assigned to one or several text types, it procures text for this text type(s) from the text objects and text types of the formulated accesses within the defined requirements (partner roles, language requirements, and conditions).

How to Assign an Access Sequence to a Text Type

The following system simulation shows the Customizing of the assignment of the access sequences to the text types in the text determination procedure.

Procedure for Copying Text from the Direct Preceding Document

Liv wants to ensure that the requirement of the sales department to access the quotation header is implemented. As she understood, the sales department cannot directly address the quotation. Play the video to learn what solution Jim recommends.

Jim uses the following example to explain that text is always copied from the direct preceding document.

Transfer form the direct Preceding Document

The example illustrates that the text cannot directly be transferred from the inquiry to the order because the quotation is the direct preceding document of the order, not the inquiry. The user story behind is as follows:

  1. Creation of the inquiry:

    A processor created the inquiry as the first document. For the sales document type of the inquiry, a text determination procedure with the text type 0001 Form Header is assigned. In the procedure, an access sequence is assigned to this text type. The first access of the access sequence is to the text object VBBK and there to the text type 0001 Form Header. In short, this means that the text of the inquiry is to be copied from the preceding document. Since there is no preceding document in this example, no text can be procured. In the inquiry, the processor can only manually enter the text of the text type 0001 Form Header.

    Note

    Since an access always costs performance, you could prevent the access in this case using the condition 1 Reference doc. header in Customizing for the access sequence at the access.

  2. Creation of the quotation:

    Next, a processor created a quotation with reference to this inquiry. The same text determination procedure is assigned to the document type with which the quotation is created. Then the text from text type 0001 Form Header is copied from the inquiry (preceding document) to text type 0001 Form Header of the quotation (follow-on document).

  3. Creation of the sales order:

    Finally, a processor created an order with reference to this quotation. For the sales document type with which the order is created, either the same text determination procedure is assigned as in the inquiry or quotation document type. Or another procedure is assigned that contains a text type with an access to the text object VBBK. Result: The text is copied from the quotation to the order.

    Note

    It is not possible to copy a text directly from the inquiry to the order. The text object VBBK and VBBP in the access refers to the direct preceding document and in this case, this is the quotation.

Addendum: Decision of Text Source for Billing Documents

In delivery-related billing, the direct preceding document of the billing document is the delivery document. Nonetheless it is possible to copy the texts from the underlying sales order.

Explore the graphic to learn how this works.

Decision of Text Source for Billing Documents

You can select the preceding document for the text objects VBBK and VBBP for a billing document in Customizing of the billing type. This selection applies to all text types of the relevant billing document. If you select the Text Delivery check box, the corresponding texts are copied from the outbound delivery. If you do not select the check box, the corresponding texts are copied from the underlying order even if the billing document refers to the delivery document.

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