Report Shipping Order Checking

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 implemented as a user exit so that you can define your own function modules for the check. The first step of the check covers all new report shipping orders released. 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.
  
  Note
  
  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.
  End of the note.
- 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.
  
  Note
  
  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).
  End of the note.
  
  Note
  
  In principle, the CHECK exit category may not be assigned to the Subsequent Shipping (SUB_CALL) cause because the dispatcher makes the required checks before the subsequent shipping order is generated (report RCVDDISP). The check function is not supported in subsequent shipping. This can lead to the subsequent shipping order being canceled.
  
  In the Customizing 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. This check function is integrated in the user exit EHS_CHECK.
  
  End of the note.

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, 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
Report View

Note

If an existing report shipping order does not have a report view, the report view is ignored in the comparison.
End of the note.

Note

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.
End of the note.

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 within the last 12 months. When the target shipping date is used, the shipping lead time is also taken into account.

Note Note

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

End of the note.

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 since 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. The customer does not receive a report until he renews the purchase order after a period of more than twelve months. It is irrelevant whether the main version has actually changed.
Step 3:
If a report shipping order has not yet been found, in the third step the SAP system checks whether a released subsequent shipping order exists for which the date of creation is 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 for all statuses apart from report shipping orders with the statuses Start of work and Released. Since these report shipping orders were not yet checked, it is possible that they may be rejected and are then no longer relevant. Since subsequent shipping orders are never rejected once they are generated, they are also taken into account if they have the status Released. The system checks whether relevant subsequent shipping orders with any status exist. The 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 report RCVDDISP. You can set the number of days until these report shipping orders are deleted by the dispatcher (report RCVDDISP) in Customizing for Basic Data and Tools under Specify Environment Parameters in the environment parameter SRE_DS_DELETE.

Note Note

For more information about report RCVDDISP, see Set Up Jobs for Report Shipping in Customizing for Product Safety.

End of the note.

Shipping Status Check for Shipping Orders

When report orders are shipped from the SAP system, the report shippings orders are assigned the status Being Shipped. You can use the Resume Processing of Report Shipping Orders (RCVD_RESTART_RS) report to check and update this print and send status. If errors occur during shipping, the report shipping orders are assigned the status Shipping Error when the report has been executed and the contact persons specified in the system are notified of this status. The specific cause of the error is indicated in the Overview of Send Requests (transaction SOST) or in the Overview of Spool Requests (transaction SP02). Once the errors have been corrected, the report shipping orders have to be processed further in transaction CVD1 so that they can be shipped again.

Note Note

When report shipping orders with the status Shipping Error are reset, all report shipping orders are reset that are included in the shipping order package for the processed report shipping order.

End of the note.