SAP Transaction VF31: A Comprehensive Guide for SAP Users

Welcome to our tutorial on SAP transaction VF31, a vital transaction code used in SAP Sales and Distribution (SD) module. In this tutorial, we will provide you with a step-by-step guide on how to effectively utilize VF31 for managing output conditions in your SAP system. Whether you are a novice SAP user or an experienced consultant looking for a refresher, this tutorial will equip you with the necessary knowledge to navigate through VF31 seamlessly.

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Now, let’s begin our tutorial on using SAP transaction VF31.

What is SAP Transaction VF31?

SAP Transaction VF31 (Output from Billing Documents) is a key transaction code used in SAP SD to manage output conditions for billing documents. It allows users to view, print, and send output documents such as invoices, delivery notes, and credit memos. With VF31, you can efficiently handle the generation and distribution of output documents, ensuring timely and accurate communication with customers and partners.

Step 1: Accessing SAP Transaction VF31

To start using VF31, follow these steps:

1. Log in to your SAP system using your user ID and password.
2. Launch the SAP Easy Access Menu.
3. Navigate to the “Logistics” folder and expand it.
4. Locate and click on the “Sales and Distribution” folder.
5. From the sub-menu, select “Billing.”
6. Next, choose “Billing Document” and click on “Output.”
7. Finally, click on “Billing Document Output” to access the VF31 transaction.

Step 2: Understanding VF31 Transaction Screen

Once you have accessed VF31, you will encounter the VF31 transaction screen, which consists of various fields and tabs. Let’s explore each of them:

• Selection Criteria: This section allows you to define the criteria for selecting billing documents. You can specify parameters such as billing document type, billing date, customer, and output type.
• Output List: Here, you can view the list of billing documents that meet your selection criteria. The output list provides information such as document number, customer name, output type, and status.
• Output History: This tab displays the output history for a selected billing document. It shows the date, time, and medium (e.g., print, fax, email) of each output sent.
• Output Preview: In this tab, you can preview the output documents before printing or sending them. You can choose to view the output in various formats, such as PDF or HTML.
• Output Functions: The output functions tab allows you to perform various actions on the selected billing documents, such as printing, sending via email or fax, or deleting the output records.

Step 3: Managing Output Conditions with VF31

VF31 provides several functionalities to manage output conditions for billing documents. Let’s explore some common scenarios:

Viewing Output Documents

To view output documents for billing documents, follow these steps:

1. In the “Selection Criteria” section, enter the desired parameters to filter the billing documents.
2. Click on the “Execute” button to generate the output list.
3. Review the output list to see the billing documents that match your criteria.
4. Select a billing document from the output list to view its output history and preview the output documents.

Printing Output Documents

To print output documents for billing documents, follow these steps:

1. In the “Selection Criteria” section, enter the desired parameters to filter the billing documents.
2. Click on the “Execute” button to generate the output list.
3. Select the billing documents for which you want to print the output documents.
4. Click on the “Print” button in the “Output Functions” tab.
5. Choose the desired output medium (e.g., printer, spool) and click on the “Print” button to start the printing process.

Sending Output Documents via Email

To send output documents for billing documents via email, follow these steps:

1. In the “Selection Criteria” section, enter the desired parameters to filter the billing documents.
2. Click on the “Execute” button to generate the output list.
3. Select the billing documents for which you want to send the output documents via email.
4. Click on the “Email” button in the “Output Functions” tab.
5. Enter the recipient email addresses and any additional information required for sending the email.
6. Click on the “Send” button to send the output documents via email.

Conclusion

In this tutorial, we have provided you with a comprehensive guide on using SAP transaction VF31 in the SAP SD module. We covered the basics of VF31, explained how to manage output conditions, and explored various functionalities. Remember, continuous learning and practice are key to becoming proficient in SAP SD.

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