Layout of Purchasing Documents Entering Text, Printing and Transmitting Documents MM

Use

This section describes how purchasing documents are formatted for communication purposes (that is, for outputting as messages). Specifically, it explains:

• The basic functions of the purchasing form (layout set), and
• The positioning of text and data in a purchasing document

In this section, it is assumed that you have a basic knowledge of SAPscript forms. (Note terminology change: prior to Release 4.0, "forms" were referred to in the BC area as "layout sets".) For more information on this topic, refer to the SAPscript documentation BC Printing Texts Using Forms.

Features

What is a Form?

In SAPScript, a form is a medium for defining the format and content of documents. The form determines what information is to be printed and where it is to be printed in a purchasing document that is to be outputted as a fax, EDI message etc., or hardcopy. It is thus similar to a paper form, which determines where required information has to be written.

The following elements in a form control the formatting process:

Page
Determines the layout of each page in a document. Each page consists of one or more windows.

Page window
Defines an area of information on a page. For example, the vendor address is one page window.

Text elements
Determine the contents of a page window. Text elements can contain text or references to text (that is, INCLUDE statements). The text elements may also contain references to the purchasing print program, which provides the information to be printed in a given page window of a printed document (for example, the order quantity, price, or material number.)

Paragraph formats
Define the print formatting within a page window, such as the type of font to be used and the level of indentation.

General Information on the Purchasing Form

In the standard system, the purchasing form is called "MEDRUCK". MEDRUCK is a multi-purpose form controlling the output of RFQs, POs, outline agreements, delivery schedules, reminders/urging letters, rejection letters, change notices, and order acknowledgment expediters.

The upper part of every form should normally have a uniform structure. This means, for example, that a purchase order, an RFQ, a sales order, or an invoice document of your company should always have the company logo at the same point.

For this purpose, the same windows are used in all forms (for example, the letterhead and - where applicable - the company logo are located in the window HEADER, whereas the PO number and "Your reference" are located in the window INFO).

Page Formats and Page Windows

The purchasing form offers two page formats: FIRST and NEXT . The page format FIRST defines the format of the first printed page (for example, the header information, which is only printed at the beginning of the document). The page format NEXT defines the format of all subsequent pages.

The purchasing print program recognizes the page window names of the standard form only. Thus if you change the standard form, you must use the page window names.

The MAIN Window

The MAIN page window controls the printing of items, including quantities, prices, delivery schedules, etc.

The text elements of the MAIN page window contain specifications used by the system when printing. From these specifications, the system determines the following:

• The printing position of database fields (for example, the order quantity, material number, etc.)
• Which texts are to be printed on the relevant page (the item header, for example)
• Text elements refer to database fields, via which the heading (for example, "Purchase Order") and the type of document (for example "change document") are determined. The text for these fields is maintained in Customizing.

Each text element has the paragraph tag /E. The lines after each /E tag contain the information to be printed in each text element. For example, the text element ITEM_HEADER_F describes column headers for the items to be printed in a purchase order.

Each text key must contain at least one line of text, even if the line is a comment line (that is, paragraph format /*).

You can change the content of a text element. However, do not change the name of the text element in the form, otherwise the print program will not be able to find the text.

Activities

Changing the Purchasing Form

This section describes how to tailor the output of your purchasing documents to suit your requirements by changing the standard form MEDRUCK.

Prerequisites

Before you make any changes to the standard form, you should consider the following.

Change Existing Form or Create New One?

You can either change the standard form or create a new form by copying the standard one.

When you change the standard purchasing form, you must first create a correction number, because changing the standard form represents a customer modification. Thereafter, the system maintains both your changed version and the SAP version of the form.

If you create a new form, you must assign it to the appropriate message type (PO, rejection letter, etc.) before the system is able to use the form for printing purposes.

We recommend that you always create your own form. This makes it easier to distinguish between your customized form and the standard form provided by SAP.

Document Type

The standard form contains formatting specifications for all purchasing documents to be outputted as messages. You also have the option of creating your own forms for individual message types (for example, if you wish to output outline agreements and purchase orders on different forms).

If a number of separate forms are needed, you must first create them and then assign them to the appropriate message types.

Layout for Purchasing Documents

Before changing an existing form or creating a new one, carefully consider which information is to be included on the form. Design your layout using the page window structure of the standard form as a guide.

Measure the exact position on the form in which the information is to be placed. You can position information using various units of measurement (characters and lines, centimeters, etc.). If your form uses varied type face sizes and proportional fonts such as Times Roman or Helvetica extensively, you should position fonts using an absolute unit of measurement (that is, one other than characters or lines).

You should also check that the page format of the printer corresponds with that of the form (for example, A4 or 8.5x11 paper).

Field Names

You should also identify the field names of the data you want to include on the form.

Creating Forms for Purchasing Documents

1. From the system menu, choose Tools
® SAPscript ® Form.
2. Enter the name of the new form to be created. Choose Form
® Create.
3. Enter the transport/correction details in the dialog box that appears. The form header appears.

Check the header information, such as the page format and orientation.

4. To copy the standard form, choose Form
® Adopt, enter the name of the standard form (MEDRUCK), and press ENTER.

The standard form is adopted as the new form.

5. Make any necessary changes to the form. Refer to the example below for further tips on making changes.
6. Choose Form
® Activate to activate the form with your changes.
7. If you created a new form, you must assign it to the appropriate message type. (For further details, refer to the section "Assigning Forms".)

If you have modified the standard form and the standard form is currently being used for purchasing documents, you need not assign the form.

Assigning Forms

When you have adapted your forms, they must be assigned to the relevant message type. This is done in Customizing under Messages ® Forms for Messages ® Assign Form and Output Program for .