Video Summary - Output Determination for Purchasing in SAP MM | Complete Guide with End to End Configuration

Main ideas / lessons (SAP MM Output Determination)

Purpose of Output (messages)

When a Purchasing Document (e.g., Purchase Order) is created, SAP must communicate its details to the vendor.
The communication is done via Outputs/messages, which act like a “container” carrying the required information in the correct format/layout and sent through the right channel.

What an Output contains

An output combines:

Content of the purchasing document
- Includes fields like PO number, date, materials, quantities, unit prices, delivery dates, etc.
Format/layout, created by ABAP using:
- Print program (fetches data from the purchasing document)
- Form routine (extracts only needed parts for reusability)
- Form created in SAP tools such as SAP Scripts / Smart Forms / Adobe Forms
Together, the ABAP components form the processing routine (content + presentation logic) for a specific output style.

Transmission medium vs. processing routine

Different channels require different presentation rules:

Print, Fax, Email, EDI, etc.

For each transmission medium, SAP maintains its own combination of:

Print program + form routine + form (i.e., separate processing routines and layouts)

Transmission time (when to send)

Options include:

Send immediately when the PO is saved.
Manual via transaction code per document type (examples mentioned):
- Purchase Order: ME9F
- Contracts: ME9K
- RFQ: ME9A
Periodic/batch processing via scheduled jobs.

Where to send (partner roles)

Outputs target recipients using partner roles (e.g., vendor, ordering address, good supplier, etc.).

Example behavior:
- PO print to headquarters/order address
- Reminders/expediting to good supplier address

SAP uses configuration so output determination combines:

partner role + transmission time + medium + processing routine

Core concept: message type / output type

The video emphasizes that the most important configuration entity is Message Type (Output Type).

A message type is the “container” that links:

What to send (content via processing routine)
How to send (transmission medium + format)
When to send (dispatch/transmission time)
Where to send (partner role)

Why multiple message types are needed

Message types vary based on:

Document type/category (PO vs RFQ vs contract vs scheduling agreement)
Business scenario/operation, such as:
- New PO
- Changed PO
- Reminders/urgency letters (dunning)
- Order acknowledgement

Because these scenarios differ in required content/format and triggering rules, SAP uses output determination strategy to select the correct message type automatically.

How SAP determines the correct message type (methodology)

Step-by-step configuration logic

1) Create condition tables

Condition tables for output determination can use only fields from the purchasing document header.
Example standard keys referenced:
- Table 26: document type
- Table 29: purchasing organization
- Table 25: combination of document type + purchasing org + vendor (supplier)

2) Create an access sequence

If multiple condition records exist, SAP chooses the first match found in the access sequence.
Access sequence defines the order of searching through condition tables top to bottom.
Includes:
- Requirement routine: controls whether a table should be accessed
- Exclusive flag: if set, SAP stops searching after it finds a match (otherwise it may collect multiple matches)

3) Create a message determination schema

A schema is a collection of possible message types for a document category (e.g., PO).
It also contains a requirement routine per message type to skip inapplicable outputs (e.g., avoid reminder-letter messages when not in a dunning scenario).

4) Assign the schema to the document category

Example referenced: assigning to PO document category/application EF
Only one schema per document category is allowed.

5) Maintain condition records to trigger message types

Condition records are maintained using transaction codes such as:

PO output condition records: MN04 (mentioned in practice)
RFQ: MN01
Contracts: MN07

SAP then selects message types when processing a purchasing document.

6) Manual override

If a message type is included in the message determination schema, SAP allows adding it manually in the PO if needed, even when condition records were not maintained.

What is stored in the condition record for a message type

Condition records hold (and default into output):

Partner function / partner role (e.g., vendor, ordering address, good supplier)
Transmission time (e.g., send immediately, manual via app transaction, batch)
Transmission medium (print, fax, email, EDI)
For print, also printer (if maintained)

Fine-tuning of purchasing document outputs (new vs change vs other operations)

SAP can generate different outputs based on operations configured in fine-tune control:

Operation 1: New PO
Operation 2: Change PO
Operation 3: Urging/reminder letters
Operation 7: Order acknowledgement

When a PO is changed:

SAP sets a change indicator
SAP may output different format/text

Field-relevant change output (“fields relevant for changes”)

SAP avoids generating change outputs for irrelevant changes.

Configuration determines which PO fields trigger change output.
- Example mentioned: quantity at PO item level (EKPO-MENGE / “me” quantity field)

Output text is controlled using:

Text numbers mapped to “what changed” (example given: P4 = PO quantity changed)
Optional routines to compute/assemble the change text.

Printer determination logic (when medium = Print)

When medium is Print, SAP determines printer in this order:

From the condition record (if printer is maintained there)
If not found, via message type configuration:
- print parameter = purchasing group
- SAP then assigns an output device/printer by purchasing group in config
If printer still can’t be determined:
- the message is not triggered
- SAP reports printer not determined

Demonstration flow included in the video (end-to-end behavior)

Configuration phase

Configure output control in SPRO:
- Condition tables → Access sequences → Message types → Message determination schema → Assign schema to PO category

Test phase

Create a PO (ME21N)
Check determined messages (Messages button)
Use Determination Analysis to see why messages were/not triggered
Process output based on dispatch time:
- If send immediately → output processed on PO save
- If application own transaction → process manually via ME9F
Review logs/spool:
- Output processing log → spool request (SP02)
Repeat output:
- Use repeat output to reprocess an already processed message
- Via ME9F choosing correct processing status

Central configuration navigation (where things are configured)

SPRO path

SPRO → SAP Reference IMG → Materials Management → Purchasing → Messages

Key nodes referenced:

Output Control
- Condition tables
- Access sequences
- Message types
- Message determination schemas

Central T-code

NAC (central access for message determination configuration/condition records)

Manual vs automatic message type entry

If condition records don’t exist or don’t match:
- SAP may show no output found
You can manually add an output type in the PO (if it exists in the schema), but then:
- defaults come from message type configuration
- otherwise you may need to enter details like printer manually

End-to-end custom build (the video’s custom scenario)

The instructor builds output determination from scratch, including:

Create a custom condition table
- Example criterion: company code
Create a custom access sequence (Z001)
- Add the custom condition table to it
- Mark access as exclusive
Copy a standard message type and create:
- New PO message type: YNEU
- Change PO message type: YNEC
Adjust fine-tune control
- Operation 1 (new) → YNEU
- Operation 2 (change) → YNEC
Create/extend message determination schema
- Copy standard procedure and add the two custom message types
- Assign the schema to PO document category (EF)
Maintain condition records
- For each custom message type, maintain based on the access sequence key (company code)

Test results

Creating a PO triggers:
- YNEU as new output
Changing a PO triggers:
- YNEC as change output (based on fine-tune control)

Speakers / sources featured

Single speaker/creator: An unnamed YouTube channel presenter (generic intro/outro language used in the video)
SAP documentation/concepts: SAP MM modules and terminology used (e.g., SPRO nodes, output control objects, T-codes)
- No additional named external sources mentioned.

Output Determination for Purchasing in SAP MM | Complete Guide with End to End Configuration

Key takeaways