SAP Smart forms

SMART FORMS

Author: Murali B.K Associate SAP ABAP Consultant Dexler Information Solutions

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SAP Smart forms

Index 1.Abstract...................................................................................................................................................................... 3 2.Introduction ................................................................................................................................................................ 3 3.Key Benefits Of Smart Forms.................................................................................................................................... 3 4.Advantages Of Smart Forms ..................................................................................................................................... 4 5.Scope In Sap ............................................................................................................................................................. 5 6.Simple Examples Of Smart Forms. ........................................................................................................................... 5 7.Summary ................................................................................................................................................................. 17

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1. Abstract SAP Smart Forms is a tool used for the maintenance of forms, where application data from the SAP system can be maintained. Depending on the application, the number of forms to be printed can be very high, and they might have to be printed in a short period of time mass printing. Examples of mass printing are monthly invoices sent by telecom companies or salary statements. The output of application data is placed in a dynamically expandable table where the size and layout of the output table is determined by the number of records being retrieved. 2. Introduction SAP Smart Forms allow you to execute simple modifications to the form and the form logic by using simple graphical tools; in 90% of the cases, this would not include any programming effort. Thus, a power user without any programming knowledge can configure forms with data from an SAP System for the relevant business processes. To print a form, you need a program for data retrieval and a Smart Form that contains the entire form logic. As data retrieval and form logic are separated, you must only adapt the Smart Form if changes to the form logic are necessary. The application program passes the data via a function module interface to the Smart Form. When activating the Smart Form, the system automatically generates a function module. At runtime, the system processes this function module. You design a form using the graphical Form Painter and the graphical Table Painter. The form logic is represented by a hierarchy structure (tree structure) that consists of individual nodes such as nodes for global settings, nodes for texts, nodes for output tables, or nodes for graphics. To make changes, use Drag Drop, Copy Paste, and select different attributes. These actions do not include writing codes or using a Script language. For Web publishing, the system provides a generated XML output of the processed form. You can insert static and dynamic tables. This includes line feeds in individual table cells, triggering events for table headings and subtotals, and sorting data before output. You can check individual nodes as well as the entire form and find any existing errors in the tree structure. The data flow analysis checks whether all fields (variables) have a defined value when they are displayed. SAP Smart Forms allow you to include graphics, which you can display either as part of the form or as background graphics. 3. Key Benefits Of Smart Forms SAP Smart Forms allow you to reduce, considerably, the implementation costs of mySAP.com solutions since forms can be adjusted in minimum time. You design a form using the graphical Form Painter and the graphical Table Painter. The form logic is represented by a hierarchy structure (tree structure) that consists of individual nodes, such as nodes for global settings, nodes for texts, nodes for output tables, or nodes for graphics. To make changes, use Drag and Drop, Copy and Paste, and select different attributes. These actions do not include writing of codes or using a Script language. Using your form description maintained in the Form Builder, Smart Forms generate a function module that encapsulates layout,

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content and form logic. So you do not need a group of function modules to print a form, but only one. For Web publishing, the system provides a generated XML output of the processed form. Smart Forms provide a data stream called XML for Smart Forms (XSF) to allow the use of third party printing tools. XSF passes form content from R/3 to an external product without passing any layout information about the Smart Form. 4. Advantages of Smart Forms

1. These forms are supported to a large extent by graphic tools for layout and logic, so no programming knowledge is
required.

2. Displaying table structures (dynamic framing of texts). 3. Creating background graphics for form design, in particular, using scanned templates. 4. Colored texts. 5. User-friendly and integrated Form Painter for the graphical design of forms. 6. Graphical Table Painter for drawing tables. 7. 8. 9.
Reusing Font and paragraph formats in forms (Smart Styles). Data interface in XML format (XML for Smart Forms, in short XSF). Form translation is supported by standard translation tools.

10. Flexible reuse of text modules.

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5. Scope in SAP Form printing covers creating and maintaining a form for mass printing in SAP Systems. This includes design and layout of the form as well as form logic.

The layout determines the page structure, that is, the number of differently structured pages and the positions of the output areas on these pages. Within the output areas, you use tables, paragraphs, paragraph formats, and character formats to structure and format texts and data. The form logic controls the dynamic formatting of the form. It allows you to display variable fields to display texts only if a certain condition is true (for first dunning, use this text, for second dunning another), or to repeatedly process invoice items within a table.

Forms in SAP can be:

Order confirmations Invoices Account statements Checks Salary statements Delivery notes Customs forms Industry-specific forms, such as quality forms in automobile manufacturing

What Transaction to start SAP Smart Forms: SMARTFORMS Or

SAP Easy Access Menu

Tools

Form Printout

Smart forms.

6. Simple Examples of Smart Forms Example 1 Go to Transaction SMART FORMS. Enter the name of the Smart forms. Click on Create.

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Enter a short description for the forms.

In this example, we will create a simple text using Smart forms. To create a Text, Expand Pages and WindowsNew page. Select Main window and right-click on that. Select Create text.

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Give the name of the Text and short description. Also enter the text that you want to see on the Form. For example, Welcome to SMARTFORMS Training sessions.

Save and Activate the Smart form. To know the function module generated upon the activation of this Smart forms, click on Environment Module. Function

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Following Popup for the function module name will appear.

Test the smart form by clicking on Test. You will be navigated to the function builder with the function module defaulting to the one that is generated earlier.

Click Execute.

Since we do not have any parameters to pass, we have to click Execute.

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Example 2 Go to transaction Smart forms.

Enter a name for the form and click Create. Enter a short description for the form.

Expand Pages and Windows and click on %PAGE1. Rename the page as per your requirements and add a short description to the same.

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To display the address on the form, right-click on Main Window, select Create

Address

Following screen appears.

Enter a name to the Address and add a short description for the same. You all might be aware that Addresses are stored in the table ADRC. Now pick an address number from that table, provide the same in the Address Number as shown below:

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Save and Activate the form. Now execute the Smart form. The output would be similar as shown below:

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Example 3 Create a Smart Form using the transaction SMARTFORMS.

To create a Secondary Window, Right click on Page Create Window (as shown below)

A secondary window is created.

To position the secondary window to meet our needs, click on Form Painter.

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The following screen appears:

The highlighted window in the above screenshot is the secondary window. Move the secondary window (and even stretch) according to your needs.

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To close the above page design, click on Form Painter again. Now let us write some content in these areas. Now select the Page Secondary Window Create Text

Right-click on Secondary Window

Write some text inside.

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Similarly, create some text in the Main window as well.

Save and activate the Smart Form. Test run the Smart Form; you would get the following output:

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7. Summary We use SAP Smart Forms to create and maintain forms for mass printing in SAP Systems. As an output medium, SAP Smart Forms support printer, fax, e-mail, or the Internet (by using the generated XML output). In addition to the tool, SAP delivers a selection of forms for central business processes. This includes forms in Customer Relationship Management (CRM) as well as in the SD, FI, and HR applications of the R/3 Release.

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