Study guide
9.4 Text Control II: Automatic Text Transfer, Text Determination Analysis, and Special Features
SAP S/4HANA Sales C_TS462
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1 Chapter 1: SAP S/4HANA Sales Overview and Enterprise Structure
1.1 SAP Business Suite, SAP S/4HANA Sales, Deployment Options, and User Interfaces 1.2 Sales Organization, Distribution Channel, Division, and Sales Area Architecture 1.3 Sales Office, Sales Group, Plant, Storage Location, and Shipping Point Assignments 1.4 Cross-Company and Multi-Plant Sales Enterprise Setup & SD-FI Integration
2 Chapter 2: The Order-to-Cash Process and Sales Master Data
2.1 The Order-to-Cash Process: Sales Order, Shipping, Billing, and Finance Integration 2.2 Business Partner (BP) Approach, Customer Roles, and Partner Functions 2.3 Material Master / Product Master Sales Views, Tax Classifications, and Unit of Measure 2.4 Customer-Material Information Records (CMIR), Item Proposals, and Cross-Selling
3 Chapter 3: Sales Documents, Copying Control, Presales, and Outline Agreements
3.1 Sales Document Header Architecture and Customizing Sales Document Types 3.2 Special Functions in Sales Documents: Business Data, Blocks, and Reasons for Rejection 3.3 Copying Control and Document Flow Between Sales Documents 3.4 Pre-Sales Processing: Inquiries, Quotations, and Document Validity 3.5 Outline Agreements: Scheduling Agreements, Quantity Contracts, and Release Orders 3.6 Value Contracts: Releases, Partner Authorization, Contract Data, and Billing 3.7 Special Business Processes: Consignment, Rush Orders, Cash Sales, and Free-of-Charge Deliveries
4 Chapter 4: Item Categories, Schedule Line Categories, and Sales BOMs
4.1 Item Category Customizing Controls and Item Category Determination Logic 4.2 Schedule Line Categories and Determination Mechanics 4.3 Bill of Materials (BOM) Explosion in Sales Orders
5 Chapter 5: Pricing and the Condition Technique
5.1 Condition Technique Architecture: Field Catalogs, Tables, and Access Sequences 5.2 Condition Types, Calculation Types, Scales, and Condition Classes 5.3 Pricing Procedure Determination and Calculation Schema Configuration 5.4 Working with Condition Records: Maintenance Tools, Price Lists, Pricing Reports, and Manage Prices 5.5 Special Pricing Functions: Condition Exclusion, Group Conditions, Header Conditions, Condition Update, and Supplements 5.6 Special Condition Types: Manual Net Pricing, Minimum Values, Customer Hierarchy, Pallet Discounts, and Rounding 5.7 Statistical Condition Types and Tax Determination 5.8 Condition Contract Management: Contracts, Business Volume, Accruals, and Settlement
6 Chapter 6: Availability Check (ATP) and Delivery Scheduling
6.1 Availability Check Fundamentals: Checking Groups, Checking Rules, and Scope of Check 6.2 Delivery Scheduling & Routing: Transit Time, Loading Time, and Pick/Pack Time Calculations 6.3 Advanced ATP (aATP), Backorder Processing (BOP), and Transfer of Requirements
7 Chapter 7: Delivery Processing and Embedded EWM
7.1 Delivery Documents and Organizational Units for Delivery Processing, Including EWM 7.2 Shipping Point Determination and Route Determination Mechanics 7.3 Outbound Delivery Creation, Delivery Document Types, and Delivery Item Categories 7.4 Warehouse Execution: Picking, Packing, and Post Goods Issue (PGI) 7.5 Picking and Goods Issue with Embedded EWM 7.6 Inbound Deliveries with EWM and Special Functions in Deliveries
8 Chapter 8: Billing and Integration with Financial Accounting
8.1 Billing Document Types, Categories, and Billing Due List Processing 8.2 Order-Related vs. Delivery-Related Billing, Invoice Splits, and Collective Invoicing 8.3 Credit and Debit Memos, Down Payments, and Invoice Cancellation Workflows 8.4 Special Types of Settlement: Invoice Lists, External Billing Document Requests, and Preliminary Billing Documents 8.5 Billing Plans, Down Payment Agreements, and Installment Payments 8.6 Revenue Account Determination and FI-SD General Ledger Integration 8.7 The Interface Between Sales and Financial Accounting, Billing Output, and Technical Options
9 Chapter 9: Basic Functions: Partners, Incompletion, Texts, Material Determination, and Output
9.1 Partner Determination Procedures and Account Group Linkage 9.2 Incompletion Procedures, Status Groups, and Log Configuration 9.3 Text Control I: Text Objects, Text Types, Text Determination Procedures, and Manual Text Entry 9.4 Text Control II: Automatic Text Transfer, Text Determination Analysis, and Special Features 9.5 Material Determination, Material Listing, and Material Exclusion 9.6 Output Management: Modern BRFplus Architecture and Migration from Classical NAST 9.7 Output Parameter Determination with Decision Tables
10 Chapter 10: SAP Fiori, Sales Analytics, RISE with SAP, and Clean Core
10.1 SAP Fiori Sales Apps, Smart Business Monitoring, and Embedded Analytics 10.2 Working with the SAP Fiori Launchpad: My Home, Spaces and Pages, Help, Joule, Responsibilities, Situations, and Workflows 10.3 RISE with SAP Methodology: Standardized Framework, Transformation Preparation Service, Toolchain, Expert Guidance, and Dashboard 10.4 Clean Core: Definition, Benefits, the Five Principles, and Clean Core Levels
11 Chapter 11: Implementing SAP S/4HANA Cloud Private Edition
11.1 SAP S/4HANA Cloud Private Edition: Characteristics, Transition Paths, and the Implementation Team 11.2 System Landscapes, System Provisioning, and Release Upgrades 11.3 Setting Up the Project in SAP Cloud ALM and Preparing a System Conversion 11.4 Identity and Access Management: Users, Business Roles, Catalogs, Spaces, and Pages 11.5 Fit-to-Standard Workshops, Design Workshops, and Business Process Configuration 11.6 Extensibility in SAP S/4HANA Cloud Private Edition: Key User, Developer, and Side-by-Side 11.7 Integration: ISA-M, SAP Integration Suite, Prepackaged Content, and Monitoring 11.8 Data Migration with the SAP S/4HANA Migration Cockpit and Testing in SAP Cloud ALM
9.4 Text Control II: Automatic Text Transfer, Text Determination Analysis, and Special Features
Key Takeaways Explain This Topic AI
Automatic text transfer requires an access sequence assigned to the text type in the text determination procedure; the access sequence searches text objects and text types in sequence.
Accesses in a text access sequence are exclusive: the first text that meets the requirements is copied and later accesses are skipped; after changes, the accesses must be generated in VOTXN (Texts, Generate access).
Text objects VBBK and VBBP in an access always refer to the directly preceding document, so a text cannot be copied directly from an inquiry into an order created from a quotation.
For delivery-related billing, the Text Delivery indicator in the billing type decides whether texts are copied from the delivery or from the underlying sales order.
A referenced text exists only once and changes with the source until the user edits it; a duplicated text is stored separately; the Text is mandatory setting controls display during transfer and incompleteness (procedures 50 and 51).
Last updated: October 2026
Text Control II: Automatic Text Transfer, Text Determination Analysis, and Special Features
Entering texts manually (section 9.3) is only half of text control. Important information is often already stored elsewhere, in a quotation, a customer master record, or a material master record, and should be copied into the sales order automatically, either to inform the order processor or, if the text is printed, the recipient of the output. This section covers the automatic transfer and the special features of the S46056 course.
Automatic Text Transfer with Access Sequences
The course gives two typical examples:
The text of a text type in a standard order is copied automatically from the underlying quotation .
A text is copied automatically from the customer master of the sold-to party or from the material master record of the sold material.
To enable automatic transfer to a text type, an access sequence must be assigned to the text type in the relevant text determination procedure.
The Access Sequence
An access sequence is a search strategy for texts. It has at least one, usually several, accesses , processed one after another. In each access, you define in which text object and which text type the system searches for the text to be transferred. You can also define requirements , in particular the language of the text, and partner roles and conditions:
If a text that meets the requirements exists, it is transferred to the calling text type.
If not, the next access runs. It might search the same text object and text type in a different language, a different text type of the same object, or a text type of a different object.
The accesses are exclusive : as soon as one access finds a suitable text, it is transferred and the remaining accesses are not executed.
After creating or changing an access sequence, generate the accesses after saving, in transaction VOTXN with the menu path Texts → Generate access .
Permitted Text Objects
An access can only read certain text objects, the permitted text objects . Examples include the sales document header and item of the preceding document, customer master texts, material master texts, and standard texts.
One Access Sequence, Several Text Types
An access sequence can be assigned to one or several text types in the text determination procedure. For each of them, it procures text from the text objects and text types of its accesses within the defined requirements.
Copying from the Directly Preceding Document
The text objects VBBK and VBBP in an access always refer to the directly preceding document . The course example:
Inquiry : its procedure contains text type 0001 Form Header with an access sequence whose first access reads VBBK text type 0001 from the preceding document. The inquiry has no preceding document, so no text is found and the processor enters the header text manually. To avoid an unnecessary access (which costs performance), you can add condition 1 Reference doc. header to that access.
Quotation created with reference to the inquiry: the same procedure copies the 0001 text from the inquiry.
Sales order created with reference to the quotation: a procedure with a VBBK access copies the text from the quotation .
It is not possible to copy a text directly from the inquiry into the order, because the quotation, not the inquiry, is the order's direct preceding document.
Text Source for Billing Documents
In delivery-related billing, the direct preceding document of the invoice is the delivery . You can nevertheless copy texts from the underlying sales order . In Customizing of the billing type , the Text Delivery indicator selects the preceding document for text objects VBBK and VBBP , for all text types of the billing document:
Selected : texts are copied from the outbound delivery.
Not selected : texts are copied from the underlying sales order, even though the invoice refers to the delivery.
Analyzing Text Sources: The Text Determination Analysis
You can analyze where the texts in a sales document came from, or why a transfer failed. In the sales document, choose Goto → Header (or Item ) → Texts , then the Display log button. The analysis shows each text type, the accesses tried, and their results. With the relevant authorizations, you can jump from the analysis directly to text control Customizing. The course simulation tests the configuration this way: a quotation header text is entered, an order is created with reference, and the copied text and its log are checked.
Referencing or Duplicating Texts
If a text type can be copied (an access sequence is assigned), you define in the text determination procedure whether the text is referenced or duplicated from the source:
Option Database Effect of Changes
Duplicate The copied text is stored as its own record Source and copy are independent; either can change without affecting the other. Needs more storage, so use it only when functionally required.
Reference The text exists only once If the source changes, the referenced text changes too. If the user changes the text in the document, the system duplicates it automatically, and from then on source changes no longer affect it.
The Setting "Text Is Mandatory or Should Be Displayed"
For each text type in the procedure, this field controls two behaviors:
Whether a transferred text is displayed during the transfer . If so, a dialog box shows the text on the overview screen during document processing, and it can be edited there.
Whether a text for this text type is mandatory for the incompleteness check . If a mandatory text type receives no text, by transfer or manual entry, the document is incomplete .
The hard-coded incompleteness procedures 50 and 51 for texts can only be maintained with view V_TVUVF in transaction SM31 ; SAP Note 385982 gives the details.
Data Transfer Routines for Texts
If the standard accesses are not enough, you can create data transfer routines for texts with transaction VOFM ( Maintain: Requirements & Formulas ). A routine formulates requirements for the text transfer in ABAP and is assigned to an access in an access sequence. The customer namespace for text routines is 50-99 (two-character keys); the delivered sample routines 1 ( Exit sample ) and 2 ( Exit sample 2 ) describe the available data structures.
Course Example: Routine 91
Routine 91 reads a standard text from text object TEXT , text ID SDVD , with the name ZMAT:* , where * is replaced by the material number of the item. If material P650-100 is sold, the system looks for the standard text ZMAT:P650-100 . Prerequisites are an access sequence with an access to object TEXT and text ID SDVD , the routine assigned in that access, and the standard texts, which are maintained with transaction SO10 .
Worked Example: Copying the Quotation Note into the Order
Requirement: the customer note entered in a quotation header should appear automatically in the order and must be shown to the order processor; orders without a customer note are not allowed.
In the order header procedure, assign an access sequence to text type 0002 Header Note 1 . Its first access reads text object VBBK , text type 0002 , in the document language; a second access tries the same text in English.
Generate the accesses in VOTXN .
Set the text type to reference the text (no extra storage) and set Text is mandatory or should be displayed so that it is displayed during transfer and required for completeness.
Test: create a quotation with a note, then an order with reference. The note appears in a dialog box and is copied; the text determination log shows the successful first access. An order created without reference has no note and is incomplete until a note is entered.