PPF has tools for scheduling, starting, and monitoring actions. Determining, generating, and processing actions can either take place automatically or with user interaction. A condition trigger could be a preset condition the system can look for, such as a price higher than a certain amount, or it could be based on a user action, such as an approval in the case of workflow.

I’m going to show you how to set up actions that trigger application documents. The system supplies some samples, so you can use Copy with Reference and make your own changes to predefined configurations, or you can take the approach of creating your configuration from scratch using the wizard. I’ll explain the two methods:

1. Create and modify PPF directly in the Web AS configuration in the application area. I’ll start with the customizing steps, as they explain the configuration from the application point of view.
   
   
2. Create a PPF definition using the wizard, a quick setup tool that focuses on the technical setup of the PPF. Using a wizard, you get the same results in terms of the technical settings for the PPF configuration as if you had used the configuration steps directly. The wizard provides application area detail and pre-populated information and it is the best practice. It can help when you create a new action that differs widely from those you already have.
   
   The wizard, however, helps you perform the definition only — you must do other associated configurations directly in the application area.

Direct Configuration Using an Action Copy

I am going to walk you through setting up a PPF function for a Global Trade Services (GTS) application. GTS is an SAP application that enables companies to expedite their imports through customs by improving transparency throughout the supply chain. It enables the sharing of cross-border trade information with business partners, such as regulatory entities, brokers, and insurance agencies. You could also use a different mode of communication to pass this information to your partners, including a printout, Electronic Data Interchange (EDI), email, or fax.

In my example, I’ll show some of the applications available with the PPF setup. As I mentioned earlier, you can apply PPF technology to any other SAP system, such as mySAP ERP or mySAP CRM.

I’ll start with the Action Profile setup, which you access via transaction SAPSLL/PPFC. The Action Profile (Figure 1) defines the interface between the application and the PPF. The system evaluates the conditions that lead to the scheduling of the actions within the profile using the profile properties. You associate the Action Profile with an Object Type. Object Type defines the application to which this PPF belongs or uses. Action Definition describes the content of each action.

Figure 1

Define an Action Profile to integrate the application with PPF

Step 1. Create a template for the Action Profile. You can define the way in which the system performs the action — for example, by method call or Smart Forms. The Action Profile provides the interface between the application (print, fax, EDI) and the PPF-enabled application, GTS in this example. Every Action Profile is associated with an Object Type, which is the technical name for the business object, in this case a customs document used for declaration (BUS6880) as shown in Figure 1. Set the Object Type to indicate the technical or ABAP name of the function (for example, Sales Order or Delivery). Date Profile defines which date types, time durations, reference objects, and date rules are used in the application. These objects are standard delivered but you need to assign the values to tell the system where the action applies.

Step 2. Define the action. Figure 2 shows the list of action definitions available in the system. Select any one Action Definition and click on the details (magnifying glass) icon in the top corner or double-click on it to bring up the screen shown in Figure 3. In this screen, set the content of the action and the level at which you want to implement the determination technologies (email, EDI message, fax, or workflow). When the conditions you set in the application document occur, the system triggers the action.

Figure 2

View the list of all Action Definitions within the Action

Figure 3

Set details in Action Definition

If you select the Action Definition and click on the details icon in Figure 2, you see the Action Settings for the time of processing. Figure 3 shows the setup behind the action definition to run the action based on an event, such as when the document is saved, printed, or faxed.

The application program starts the determination automatically when you save a document. The executed actions are permanently linked with the application document and are deleted when it is.

If you implement the PPF in your application, you must first program the necessary classes. You can use transaction code SE24 and copy an example class. PPF uses object-oriented programming, in which classes describe objects. From a technical point of view, objects are runtime instances of their classes. The object itself is a section of source code that contains data and provides services or methods.

You then have to determine in Customizing how the system uses the classes for specific actions. Use transaction code SE24 or follow menu path Action Profile>Processing Type.

Step 3. Determine the Action Profile and Action Definitions. Using the PPF user interface, call the transaction either directly or in the IMG of the relevant application. The IMG is recommended because the transaction code you need here varies according to what application you are using, and the IMG provides application-specific documentation. This documentation only describes the settings options in general terms, but it allows you to proceed without knowing the transaction code. For my GTS example, the transaction code you’ll need is /SAPSLL/PPFC.

The Processing Type within the Action Definition could be a Method Call (a program or function used to send data to a sub-system) via EDI or a Smart Forms Print for a print. For Smart Forms, assign a Form Name and a Processing Class and define the Archive Mode (Print, Archive) as shown in Figure 4. For EDI communication, simply select Method Call.

Figure 4

Define Processing Types for Smart Forms printing

Next, in my GTS example, define these settings via menu path SAP Global Trade Services>SAP Customs Management>General Settings>Basic Functions>Communication Processes for Document Print and EDI>Define Technical Medium for Messages or via transaction code /SAPSLL/PPFC.

Step 4. Define conditions and outputs parameters for messages (PPF actions). The message is the output and action triggers the output. In the Condition for Actions: Change screen, click on GTS Standard Profile for Printing and EDI. It lists the Action Definition (Figure 5).

Figure 5

Set conditions for Smart Forms Print

If you have created a new action definition, you must include it here by clicking on the create icon in the right top window. Once you have included it, it appears with a yellow triangular icon.

Step 5. Enter printer and spool. The overview section brings in the values maintained in the previous transaction. Select the ActionDetails tab for entering the Printer, Spool, and other details. You can also access this via menu path SAP Global Trade Services>SAP Customs Management>General Settings>Basic Functions>Communication Processes for Document Print and EDI>Define Conditions and Output Parameter for Messages (PPF Actions).

You can add any number of Smart Forms print commands by double-clicking on the Smart Forms Print button below Processing Available (Figure 5). You can choose the printer device and the number of copies. To group the copies, choose Print immediately and Cover Sheet Attached and fill in the Spool ID.

Step 6. Define messages for communication processes. This message has an action definition assigned to it (the one you assigned earlier). When the message is determined in a customs document, the system triggers the action definition.

You can also access the screen for message definition through menu path SAP Global Trade Services>SAP Customs Management>General Settings>Basic Functions>Communication Processes for Document Print and EDI>Define Messages for Communication Processes.

Here you also assign other attributes to the message type, such as Responsibility, Message Type, Message Scheme, ID Message, and EDI Techn. Name. You can pick an existing message type to view the default settings. If you create a new message type, you might want to copy with reference to an existing message type that is close to your requirements and make any necessary changes to your copy.

Step 7. Assign the message types to Activities (Printing or EDI). Access the screen in Figure 6 via menu path SAP Global Trade Services>SAP Customs Management>General Settings>Basic Functions>Communication Processes for Document Print and EDI>Define Procedures for Communication Processes. Messages are under Activities. Assign Activities to Process and finally assign the Process to the process template (Process Templ.). For a business process of, for example, trading out of a specific country, the process might consist of doing declarations (EDI messages or hard copy printouts of the shipment) during export and import. You could define a process entitled Export and Import under the process template. Under the process, you could have different activities to communicate and track declarations to the customs authority (e.g., if you use an automated export system [AES] for a US Export or Import Declaration, or an entry summary).

Figure 6

Define Process Template, Process, Activities, and Messages

Next, you must assign the process template created in step 7 to Legal Regulation (export or import) for determination during customs shipment. Access the screen shown in Figure 7 via menu path SAP Global Trade Services>SAP Customs Management>Customs Processing Service>Legal Regulations>Customs Processing Service Control> Customs Processing Service Control.

Figure 7

Map the process template defined in step 7 to the Control Settings

In my example, I defined this for Legal Regulation – ACE(US Automated Customs Environment) or US exports. As explained earlier, the Action Determination happens based on the document data. When you create the customs declaration document, the system looks at it to determine if it is an export or import. Let’s say it is an export document (a sales order from an ERP system) — the system looks for the export country, which is the country key from the shipping plant. Based on the country key, it determines the legal regulation, which has a process template assigned to it.

Step 8. Set the message parameter. Next, you must maintain the message determination parameter in the GTS customs management>Customs Processing – Import / Export.

You can maintain the message determination at the GTS customs management cockpit via transaction /SAPSLL/PRNDT1(Figure 8). You can set it to be determined based on message, legal regulation, document type, or any other parameter. This is an additional setup that allows output message determination based on conditions such as the creation of a document or save. The selected condition triggers the event in the specific PPF configuration of the application.

Figure 8

Maintain message determination

Using the Wizard

Now that you know the components of PPF, let me walk you though setting up PPF through its administrative tool. Known as the PPF: Application in Customizing wizard, it walks you through the steps to configure PPF for defining and scheduling an action, although the wizard is a general tool you can use or apply to any application area.

Use transaction SPPFCADM to access the tool (Figure 9). In the top section you see the standard list of applications available with the object type indicated. The customizing and configuration functions are on the bottom left.

Figure 9

Access the PPF: Applications in Customizing wizard

Define Action Profile and Actions

Select an application and click on Define Action Profile and Actions button. A pop-up window walks you through the steps to schedule a new action for an action profile. Here are hints for using this tool:

1. After the introductory screen, the wizard asks you to select from an existing action profile or create a new action profile. If you prefer to use a copy, I recommend the configuration option detailed in the previous section. With the wizard option, you do have to go through all the steps and confirm all the values, unlike in configuration, where you view all values in one or two steps.
   
   
2. You’ll see a list of tasks, which you go down as a checklist as you configure each item (Figure 10). In the next step, Create action, enter the Action Definition and click on Continue.
   
   
   
   

   Figure 10

   Use the checklist to define an Action Profile
   
   
   
3. Select the Processing Time from the drop-down menu and the Schedule-Automatically option. Leave the other choices on this screen on their default settings.
   
   
4. Next, you can set up partner-dependent output determination. Setting partner determination is only necessary if the action execution depends on the business partner. The output is sent to the corresponding business partners in their preferred format (print, fax, or email). If you do not want to make any partner-dependent settings, press Enter or click on the Continue button.
   
   
5. You can then select action processing, based on your business needs, for example, to send Smart Forms using print, fax, or email, or start a workflow.
   
   
6. The next screen (Figure 11) allows you to enter:
   
   
   
   

   Figure 11

   Set Smart Forms print processing
   
   
   • Form Name (name of a Smart Form)
   • Processing Class (necessary for the format)
   • Processing Method (necessary for the format)
   • Output Device (i.e., designate printer if necessary)
   • Archive Mode (information about whether archiving is to take place)
   
   
7. Enter the action description in the next screen. You can display the description during document processing and have it serve as instructions for the user.
   
   
8. Assign a schedule condition (optional), which determines if an action is to be scheduled for processing; the action is generated only if the schedule condition is met. Choose an existing schedule condition using the input help. You must have the scheduling set up or it won’t trigger an action.
   
   
9. Assign a Start Condition. This is the last step in the PPF setup, and shows on the list just above Complete. Click on it or arrive at the start condition screen by clicking the Continue button on the previous screen. Select the condition you would like to trigger your action in the system. For example, you may choose not to generate an export declaration document if the price of the item to be shipped is less than a certain dollar amount.

Once you have completed these settings, the system triggers the message based on your configurations of the action profile and the print setting.

Rajen Iyer

Rajen Iyer is the cofounder and CTO at Krypt, Inc. Rajen has written several in-depth, best practice articles, white papers, patents, and best-selling books on SAP Logistics and SAP Global Trade Services, including Effective SAP SD and Implementing SAP BusinessObjects Global Trade Services. He is also an invited speaker at industry conferences.

You may contact the author at Rajen@kryptinc.com.

If you have comments about this article or publication, or would like to submit an article idea, please contact the editor.