Text Types Entering Text, Printing and Transmitting Documents MM

Definition

Text types represent different structuring options for texts used in purchase requisitions and external purchasing documents. Examples of text types are the info record PO text, material master PO text, or the delivery text.

Use

The text type is a criterion by which the system determines the point at which a text appears in a document. It thus enables you to specify that important information is to appear at the start of a document, for example.

Structure

The text types are assigned to header and item texts. Item texts relate to the item in question, whereas header texts relate to the entire document. Within the header and item texts, there is also a text type in each case that is called header or item text.

Header Texts

In Customizing for Purchasing, you specify for each text type whether the text is to appear at the beginning or end of the document. Text types for header texts include the following:

• Header Text

If the header text appears at the beginning of the printed document, you should reserve it for important information that the vendor should take special notice of. An example of header text would be special bidding instructions that should appear at the beginning of an RFQ.

• Header Memo

The header memo is for internal use only; the text does not appear on the printed document. You can use the header memo to record a comment relating to the relevant purchasing document. For example, a note indicating that the vendor has had a quality control problem. Other users displaying the document can view this information, but it is not sent to the vendor.

• Supplement Texts

Examples of supplement texts are standard disclaimers and "boilerplate" texts that often appear in small print on the back of a purchase order.

Item Texts

Item text is printed after the item data (material number, short descriptive text, quantity, etc.). Text types for item texts include the following:

• Item Text

Detailed description of an ordered material. You can enter this text in addition to the item text copied from the info record or material master record.

• Info Record PO Text

Text from the purchasing info record. This text can replace or supplement the PO text from the material master record.

• Material Master Record PO Text

Description from the material master record. This text is taken from the purchasing data of the material master record.

• Delivery Text

Text comprising delivery instructions. If the delivery instructions for the item differ from those for the rest of the document, you can enter them here.