Report Shipping Order Checking 

Use

This function checks in accordance with the shipping reason whether a report shipping order that has been created can be sent. If shipping is not required from a legal point of view, the report shipping order is rejected, thus saving you unnecessary costs.

The function is created as a user exit so that you can define your own function modules for the check. The first step of the check covers all newly released report shipping orders. In the second step, the SAP system checks in accordance with the country and region of the ship-to party whether the report shipping orders that were generated automatically by Sales are required by law.

Using Customizing you can also set up the check for manually triggered report shipping orders. In this case there is no ship-to party, so the SAP system uses the country and region of the report recipient.

All report shipping orders that are not rejected by the check are passed on for further processing.

Prerequisites

·        The report shipping order has the status Released (RE) and has been automatically generated from the SAP component Sales and Distribution (SD) (see Report Shipping Status Network).

·        You can use the following settings in Customizing:

¡        Defining the check method

In Customizing for Basic Data and Tools under Manage User Exits, you can find the user exit EHS_CHECK of user exit category SRE_DIST.

Report shipping orders that were generated manually are recorded by default using the user exit EHS_CHECK. However, the check function is not used on them.

¡        Assigning the check method

In Customizing for Product Safety under Assign Names for User Exits, the user exit EHS_CHECK is assigned to the exit category CHECK in accordance with the shipping reason. The exit category CHECK defines the point in the program at which the user exit is called.

In the standard system, the user exit EHS_CHECK is assigned to the business process Material safety data sheet shipping (MSDS_DIST) and the cause Created by SD (SD_CALL).

In the IMG activity Assign Check and Subsequent Shipping Functions, the function module is assigned to material safety data sheet shipping in accordance with the country and region of the ship-to party or the material safety data sheet recipient. This check function is integrated in the user exit EHS_CHECK.

Features

Standard Check Function for Validity Area United States

The check function CVEM_RDO_CHECK_US for the United States ensures that a material safety data sheet is always sent for the first delivery in a calendar year of a product that requires a material safety data sheet. If further purchase orders are received, then a material safety data sheet is sent whenever a relevant change is made that results in a new main version. For this reason, subsequent shipping is not required in the United States.

If a new report shipping order for a new main version is created, the SAP system checks whether a material safety data sheet recipient in the United States has already received this version. If an existing report shipping order is identical in all of the following criteria, the new report shipping order is rejected:

·        Recipient ID of report (customer, not contact person)

·        Sales organization of sender

·        Name of material for which the report is being sent

·        Specification ID for which the report was generated

·        Generation variant ID for which the report was generated

·        Language in which the report was generated

·        Main version of report

If all these criteria apart from the language are identical, the SAP system does not reject the report shipping order. The report is sent in the new language.

Standard Check Function for Validity Area European Union

In European Union countries, the twelve-month rule applies to the shipping of material safety data sheets. The check function CVEM_RDO_CHECK_EU accepts a new report shipping order only if no equivalent report shipping order has been received by shipping or subsequent shipping within the last twelve months.

The check runs through a total of three steps. In steps one and two, the SAP system runs the check for report shipping orders whose target shipping date is less than 12 months ago. By using the target shipping date, the shipping lead time is also taken into account.

In the standard system the target shipping date is calculated by:

§         Subtracting the lead time from the goods issue date for shipping from delivery

§         Subtracting the lead time from the requested delivery date for shipping from orders

·        Step 1:

In the first step, the SAP system compares the same criteria as for the validity area United States (see above) but initially ignores the main version. If within the last twelve months a report shipping order is identical in all criteria to the new report shipping order and the subsequent shipping indicator is set, the new report shipping order is rejected. Reshipping a report is then not necessary as the customer automatically receives a new version of the report via subsequent shipping.

·        Step 2:

If the subsequent shipping indicator is not set, the second step also compares the main versions. If the main versions match, the new report shipping order is rejected. If the customer issues a new purchase order every month, for example, and if the main version of the report that was originally sent is unchanged, a new report is not sent to the customer. Only if the customer renews the purchase order after a break of more than twelve months does the customer receive a report again, regardless of whether the main version has changed.

·        Step 3:

If no previous report shipping order was found, in the third step the SAP system checks whether a released subsequent shipping order exists whose date of creation lies within the last twelve months. The target shipping date is irrelevant here. If the main version of the subsequent shipping order is also identical to the version of the new report shipping order, the new report shipping order is rejected.

Report Shipping Orders to Be Checked

The existing report shipping orders are checked in all statuses apart from report shipping orders with the statuses Start of work and Released. As these report shipping orders were not yet checked, it is possible that they may be rejected and are then no longer relevant. As subsequent shipping orders are never rejected once they are generated, they are also taken into account in the status Released. The SAP system also includes manually generated report shipping orders in the check.

Further Processing of Report Shipping Orders

If an order is rejected after it has been checked, you can set the status of this order manually from Rejected back to In work.

The SAP system always saves the report shipping order that was rejected last in order to retain the date of the last purchase order from a customer for a particular material. All other report shipping orders with the status Rejected are assigned a deletion indicator by the report program RCVDDISP. You can set the number of days until these report shipping orders are deleted by the dispatcher (report program RCVDDISP) in Customizing for Basic Data and Tools under Specify Environment Parameters in the environment parameter SRE_DS_DELETE.

For more information on the report RCVDDISP, see Set Up Jobs for Report Shipping in the Implementation Guide (IMG) for Product Safety.