Automatic Report Shipping 
Automatic Report Shipping
Purpose
Automatic report shipping is currently possible for shipping material safety data sheets.
In many countries, the law specifies that recipients of chemical products must receive a material safety data sheet (MSDS) before a taking delivery of the products. The EH&S material safety data sheet management system automates this process and enables customers to fulfill legal requirements.
Shipping can be triggered either from the delivery or from the order. As the delivery follows the order, as standard the R/3 System only carries out the complete shipping process after the shipping document has been posted. When posting a sales document, the R/3 System simply checks whether a corresponding report can be selected after transferring data to the EH&S System. If necessary, the R/3 System creates a report request.
In Customizing for Product Safety, the customer exit Develop enhancement to check MSDS shipping allows you to set up the whole shipping process from the order.
Prerequisites
Report shipping is controlled using the
Apart from the delivery note and material master data, the R/3 System must be able to select the following data uniquely:
Process flow
Material safety data sheet shipping is triggered using output control via condition technique. In this case, the output is the posting of a delivery note in the R/3 component Sales and Distribution (SD), whose delivery item:
Automatic triggering of material safety data sheet shipping in the R/3 component Sales and Distribution (SD)
Material safety data sheet shipping functions as follows:
Delivery posting |
When saving a delivery in Sales, the system checks whether there is a material in the delivery for which the environmentally relevant indicator is flagged in the material master. |
Output selection |
If this is the case, output type SDB is selected using a condition schema in Sales. |
Data transfer to EHS |
When the output is processed, Sales-specific data (for example, recipient data, sender data) is evaluated by the R/3 System. When this is completed, it is transferred to the R/3 component Product Safety. |
Material-substance assignment check |
In EH&S, the substances of which the material consists are determined using the material-substance assignment. |
Check whether the exclusion indicator is not set |
The R/3 System then only cancels material safety data sheet shipping for a substance if: – The MSDS shipping not required exclusion indicator is set for the substance – The rating for this characteristic value also matches the rating that you have defined in Customizing as an environment parameter
The rating CUSTOMER is defined for the environment parameter SRE_DS_CHECK_VALID. The MSDS shipping not required exclusion indicator was set in the substance characteristic values and the rating was also set to CUSTOMER. The European Union was entered as the validity area for the substance characteristic values. This means the report is not shipped if the country of the ship-to party belongs to the European Union. If the country of the ship-to party is, for example, the USA, the substance characteristic value is invalid and the report is shipped.
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Generation variant selection |
You select the generation variant for the report you want to send using the condition schema for EH&S report shipping. |
Report selection |
The report is selected according to the following criteria: See: Substance Report Selection– Generation variant – Language; determined according to the recipient country – Key date on which the report data is valid The key date can be defined in the IMG activity Specify key date for shipping in Customizing for Product Safety. – Substance
The version of the report that is determined in this way is only a draft version. If you have set the Check indicator in the IMG activity Check shipping reasons under shipping reason, before generating the report ready for shipping the R/3 System checks whether a newer released version of the report has since been created for the above key date.
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Report shipping order |
A report shipping order is generated with the selected report and the MSDS recipient determined by Sales. – The shipping reason for this report shipping order is set automatically by the system (SD_CALL). – You can make settings for the shipping time in the IMG activity Specify key date for shipping in Customizing for Product Safety. You can enter a shipping lead time depending on the recipient country in the IMG activity Assign language and lead time to country. (To ensure the material safety data sheet is delivered on time, it is a good idea to send the material safety data sheet, for example, two days before goods issue.) – The sales organization is used as initiator (sender) of the shipping order. The newly generated report shipping order is created in the send log with the initial status defined for the shipping reason. The initial status Created requires you to release the report manually, whereas with the initial status Released, processing of the report shipping order starts as soon as the shipping time is reached. |
Report request creation |
The R/3 System creates a report request in the work list. |
Creating a report shipping order |
The R/3 System also creates and processes a report shipping order. |
Release check |
Before generating the ready-to-ship report, the R/3 System checks if the report request has resulted in a released report. If the report is not yet released, the R/3 System sets the status of the report shipping order to Errors. When the report is finally released, you can set the report shipping order manually to the status In work using the function Restart. |
Result
Further processing of the released report shipping order starts as soon as the shipping time is reached (see:
Output Data in SD).All further steps that are required for creating a
Substance Report Shipping Order are then carried out in the R/3 component Product Safety.The standard check filters the shipping of material safety data sheets according to regulatory requirements (see:
Checking Report Shipping Orders).
