Akila Wedasinghe
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SAP Output Management Guide
Understanding the complete process of output management in SAP systems
What is Output Management?
Output management is a mechanism or technique that controls what outputs are generated from SAP transactions, when they are generated, how they are generated, and to whom they are sent.
Key aspects of output management:
- When should the output be generated?
- To whom should the output be sent?
- How should the output be formatted?
- What medium should be used (print, email, EDI, etc.)?
Common Output Types
Print Output
Physical printouts of documents like purchase orders, invoices, etc.
Email Notifications
Emails sent to vendors, customers, or internal stakeholders.
EDI Messages
Electronic Data Interchange messages sent to external systems.
Workflow Triggers
Internal workflows initiated based on document processing.
IDocs
Intermediate Documents for data exchange with other systems.
Output Management Types in S/4HANA
In S/4HANA, there are two approaches to manage output:
1. Condition Technique
The traditional method used in ECC and carried forward to S/4HANA.
- Robust and comprehensive
- Supports all output channels
- Complex configuration
- Supports advanced features
2. New Output Management (BRF+)
Introduced in S/4HANA 1511, based on Business Rule Framework Plus.
- Simplified configuration
- Limited to "pure outputs" (prints and emails)
- Easier to maintain
- Limited functionality compared to condition technique
Important: At any given time, for a specific object (e.g., purchase order), only one output management type can be active. The choice is made at the object level, not at the document type level.
Switching Between Output Management Types
SAP allows switching between the two types through configuration at any time. Documents follow the output management type that was active at the time of their creation.
Path: SAP Reference IMG > Cross Application Components > Output Management > Output Control > Manage Application Object Type Activation
Condition Technique Output Management
Object
The business object for which output is being managed (e.g., Purchase Order, Sales Order, etc.).
Output Schema (Procedure)
A schema linked to the object that contains a collection of output types. For example, RMBBEF1 is a standard schema for purchase orders.
Output Types (Message Types)
Different types of outputs that can be generated, such as NEU (standard printout), ML (email), etc. Each output type defines what medium will be used (print, email, EDI) and what content will be included.
Access Sequence
Defines the sequence in which condition tables are checked to determine whether a particular output type should be triggered.
Condition Tables
Tables containing fields (e.g., purchase organization, vendor, document type) used to determine output generation. Condition records are maintained against these tables.
Output Determination Process
When a transaction is processed
When a purchase order is created/changed, the system identifies the object and its associated schema.
Check Output Types
For each output type in the schema, the system evaluates whether it should be triggered.
Follow Access Sequence
The system follows the access sequence for each output type, checking condition tables in the specified order.
Check Condition Records
For each condition table, the system checks if there's a matching condition record for the current document's attributes.
Trigger Output
If a matching condition record is found, the corresponding output is triggered according to the settings in the output type.
New Output Management (BRF+)
The new output management system was introduced in S/4HANA 1511 and uses Business Rule Framework Plus (BRF+) for output determination.
"Pure Outputs": The new output management is designed primarily for functional operational outputs - printouts and emails. For complex scenarios involving IDocs, workflows, or advanced functionality, condition technique is recommended.
Key Features
Simplified Configuration
Easier to set up and maintain compared to condition technique.
Decision Tables
Uses BRF+ decision tables that can be imported via XML files.
Multiple Forms per Output Type
Allows assigning multiple forms to a single output type, solving a limitation of condition technique.
Limited Preview
Print preview is only available after the document is released - a limitation compared to condition technique.
Important Limitation: In new output management, the print preview and message buttons are only available after the document is released. This is a significant difference from condition technique where preview is available immediately.
Comparison: Condition Technique vs. New Output Management
| Feature | Condition Technique | New Output Management (BRF+) |
|---|---|---|
| Complexity | Complex, requires expertise | Simplified, easier to maintain |
| Functionality | Full functionality, supports all channels | Limited to "pure outputs" (print, email) |
| Print Preview | Available immediately | Only after document release |
| Forms per Output Type | One form per output type | Multiple forms possible |
| Advanced Features | IDocs, workflows, ALEs supported | Limited advanced functionality |
| Configuration Method | SAP IMG configuration | BRF+ decision tables (XML) |
| Business Maintenance | Mainly consultant-driven | Business users can maintain |
Configuration Steps for Condition Technique
Define Condition Tables and Fields
Identify which fields will be used to determine output generation (e.g., purchase organization, vendor, document type).
Path: SAP Reference IMG > Materials Management > Purchasing > Messages > Output Control > Define Tables for Purchase Order
Common tables include combinations of:
- Purchase Organization + Vendor
- Document Type + Purchase Organization + Vendor
- Document Type only
- Company Code + Document Type
Define Access Sequence
Determine the order in which condition tables should be checked, typically from most specific to most generic combinations.
Path: SAP Reference IMG > Materials Management > Purchasing > Messages > Output Control > Define Access Sequence for Purchase Order
A typical sequence might check:
- Document Type + Purchase Org + Vendor (most specific)
- Purchase Org + Vendor
- Document Type only (most generic)
Define Output Types (Message Types)
Create output types with settings for transmission medium, processing routines, etc.
Path: SAP Reference IMG > Materials Management > Purchasing > Messages > Output Control > Define Message Type for Purchase Order
Key settings include:
- Transmission medium (print, email, EDI)
- Processing routines (which program/form to use)
- Partner functions
- Operation-specific settings (create vs. change)
Assign Output Types to Schema
Add output types to the schema and link the schema to the business object.
Path: SAP Reference IMG > Materials Management > Purchasing > Messages > Output Control > Define Message Determination Schema
For example, adding output types NEU (print) and ML (email) to schema RMBBEF1 for purchase orders.
Maintain Condition Records
Create condition records that determine when specific output types should be triggered.
Path: Logistics > Materials Management > Purchasing > Master Data > Messages > Purchase Order (MN04/MN05/MN06)
Examples:
- Trigger NEU for document type NB
- Trigger ML for Purchase Org P001 and Vendor 1000
Key Considerations and Best Practices
If a purchase order is subject to a release strategy, the output generation behavior differs between the two output management types:
- Condition Technique: Output can be configured to generate either immediately or only after release.
- New Output Management: Output is only available after release. Even the preview is not available until the document is released.
When switching between output management types:
- Documents follow the output management type that was active when they were created.
- Switching affects only documents created after the change.
- You can switch at any time through configuration.
In most implementations, the standard output forms need to be customized:
- Condition Technique: Requires development for each output type if different forms are needed.
- New Output Management: Allows multiple forms per output type, simplifying country-specific or business-specific requirements.
Output devices are configured by the Basis team:
- Use transaction SPAD to configure output devices.
- Devices can be assigned in condition records or through user parameters.
- Network printers are configured as SAPSprint devices.
When to Use Which Output Management Type
Use Condition Technique When:
- Complex output requirements exist
- Advanced functionalities like IDocs, workflows, or ALEs are needed
- Print preview is required before document release
- Detailed control over output determination is necessary
- Consultants will handle all configuration and maintenance
Use New Output Management When:
- Simple print and email outputs are sufficient
- Ease of configuration and maintenance is a priority
- Multiple forms per output type are needed
- Business users need to maintain output settings
- You're implementing new objects in S/4HANA