Lesson 5 of 6
Sending purchase orders: output management
9 min
A PO only works if Lakeside Components receives it. The step that sends it, as a printed form, an email with a PDF or an electronic message, is output. In SAP S/4HANA, purchase orders typically use SAP S/4HANA output management, which is based on BRF+ rules. Classic NAST message control can still be configured for purchasing documents in on-premise and Private Edition systems, so check which one your system uses for POs. Public Edition uses the new framework.
- PO savedApproval complete, PO 4500000123 is released
- DeterminationRules pick output type, recipient (Lakeside's ordering address), channel (email) and form
- Output itemAppears on the PO with status "to be output"
- SendPDF rendered and emailed; status changes to completed or error
- ChangeIf the PO changes, a change output is determined and sent
Where to see output
In ME23N the Messages function on the PO shows the output items with their status. In the Manage Purchase Orders app, the output management section of the PO shows the same, with a preview. For NAST-based output, transaction ME9F lets you send or repeat messages for several POs. Errors in the send step appear as an error status on the output item, and the processing log explains them.
| Output setting | Decided by | Contoso example |
|---|---|---|
| Output type | Rules per document type | Purchase order |
| Recipient | Supplier partner functions and communication data | Lakeside ordering address |
| Channel | Rules, supplier preference | Email; EDI for top suppliers |
| Form template | Rules per output type and organizational unit | Contoso PO form with logo and terms |
| Timing | Rules; immediate or scheduled | Immediately on approval |
What output determination decides.
Checking output content
A PO output is a legal document. Check it as one. The supplier must see the right legal entity, ship-to address (plant 1710 Detroit), items with their supplier material numbers, quantities, units, prices, delivery dates, payment and delivery terms, and Contoso's standard terms. Change outputs must make clear what changed.
- Header: Contoso company code 1710 legal name and address, PO number, date, buyer contact.
- Supplier: Lakeside Components' ordering address.
- Ship-to: plant 1710 Detroit receiving dock (or the item's delivery address).
- Items: product and supplier material number, quantity and unit, price and price unit, delivery dates.
- Terms: payment terms, incoterms, currency, standard terms and conditions.
- Change output: marked as a change, with changed values clear.
- Is there an output item on the PO?Yes → next check · No → check determination rules and supplier data
- Is its status completed?Yes → next check · No → read the processing log (channel, recipient, form errors)
- Did the supplier actually receive it?Yes → next check · No → check email address or EDI partner setup
- Is the content correct?Yes → pass · No → raise a form or data defect
What would you do?
A PO to Lakeside shows an output item with status "error". The buyer wants to print the PO and mail it. What should happen first?
Electronic channels need their own tests. Contoso sends POs to its largest suppliers electronically rather than by email. For those suppliers, the evidence is not a PDF but the outbound message and its status in the integration monitoring, plus confirmation from the supplier side that the message arrived and was readable. Agree with each electronic trading partner how a test message will be recognized, so that a test order is never processed as a real one.
- POs typically use SAP S/4HANA output management; NAST can still be configured on-premise.
- Determination rules decide output type, recipient, channel, form and timing.
- Check output items and logs in ME23N or Manage Purchase Orders.
- Check content as a legal document; redirect test outputs away from real suppliers.
Check your understanding · not graded
Lesson check
1. Which framework do purchase orders typically use for output in SAP S/4HANA?
2. Where can you see a PO's output items and status in SAP GUI?
3. What should you check first when a PO output has status "error"?
4. Why redirect outputs in test systems?