SAP Knowledge Base Article - Public

3246884 - Form Template Wrongly Picked in Output Channel


You are working with SAP Business ByDesign PDFs, and noticed that the system is taking the wrong Form Template when generating the PDF for a Document.


SAP Business ByDesign


There might be several causes behind this behavior, this article will help you to troubleshoot this scenario properly and it also shows possible causes for the issue.

Scenario 1:

When configuring form template determination, there may be a conflict between the Form Template Selection ruleset and the Business Document Settings for the involved Account/Supplier.

When there is a rule for a specific Account/Supplier in Form Template Selection, and also a rule inside the Business Document Settings for the same document, the rule inside the business partner takes priority.

To check the ruleset of the Form Template Selection, you can follow the below steps:

  1. Go to the Application and User Management work center -> Form Template Selection view.
  2. From the dropdown, select the affected Document.
  3. Click Go.
  4. Here you can see the rules maintained for the document, and search the one relevant for the Account/Supplier.

To check the business partner Business Document Settings, you can follow the below steps:

  1. Go to the Account Management work center.
  2. Enter the Accounts view.
  3. Search and open the affected Account.
  4. Click the View All button.
  5. Navigate to the Communication tab and then Collaboration subtab.
  6. Under Business Document Settings, select the document.
  7. In the panel below, you can check if there is a rule for Form Selection.

In order to test if the Form Template Selection rules are the ones being applied , you can create a default rule and maintain it in the top of the rules. If the document then picks the form template set in this default rule, then there should be no Account/Supplier specific rules.

This test works based on the principle that the Rules work hierarchically, from top to bottom. So if a generic rule is set up and is applied to the document, then it is the Form Template Selection rules which are taking place in the determination for this specific document.

Scenario 2:

When you preview a Sales Order, system picks a wrong Form Template instead of what is assigned in the Form Template Selection.

There may be some causes for this behavior:

  1. The Form Template selection is done based on Sales Organization and not on Sales Unit. If you assigned the Sales Unit instead of Sales Organization in the Form Template Selection then it will result in this issue.
  2. Customer maintained a different Form Template in the Account Master Data: Edit any Account and click View all. Navigate to the communication tab sub tab collaborations. Here you can maintain a template of your desire for the respective document and it will overrule the form template rules.

Scenario 3:

When you are previewing a business document, the Wrong Form Template or no Form Template is picked.

There are some cases that result in this behavior:

  • Case 1:

When you open the document in the Output History, the preview is in Form Template XYZ but when you preview the same document, the preview is in Form Template ABC.

The cause for the issue could be, after you submitted the document there might be a change in the Form Template or the Rule to pick the form template. In this case, the preview will always picks the form which suffices the current rule.

  • Case 2:

You might have maintained the rule for the Form Template (Form Template Selection) in such a way that, for a particular Org Unit (Ex: sales unit), this Form Template should be picked and for other Org Units different Form template.

Check the Rule for the Form Template in Form Template Selection view (Application and User Management work center) and correct the rule if applicable.

Note: You can manually change the template via Edit Output Settings but that would only be applicable for that document only, if you again check the Preview or Sends Confirmation to Account then it will pick the template based on the Form template rule defined.

  • Case 3:

You have maintained an empty Rule (without any parameter checked) in Form Template Selection. In this case, this Template will be picked always despite any rule that set below this Template rule.

  • Case 4:

The Form Template is picked based on the Tax Country maintained in the document. So, check the Tax Country maintained in the document and if required create a new Form template if there is no Form template for that particular country variant.

In principle, The Form Template is picked in the document preview based on the Country Variant and Language, and the country variant is based on the Tax Country.

Scenario 4:

A different form template than the one you expect gets picked. Your expectation is based on a UI change performed for example on sales quotes.

A possible cause is, you might used the Apply button when changing the Org Unit in the Edit Output Settings.

The expectation is that the template is still changing based on the i.e. Sales Org. change as before the customer hit the "Apply" button.

After hitting the apply button no further template validation happens therefore the last template before hitting apply will always be shown.

See Also

3015430 - Wrong Form template is Picked

2004941 - Preview of a Sales Order is Picking Wrong Form Template

1952277 - Wrong Form Template or no Form Template is Picked While Previewing Any Business Document

1938117 - Wrong Form Template is Picked for Previewing a Business Document

3064026 - Different Form Template is expected in the form preview


Form Template, is, Wrong, Wrongly, Picked, Output, Settings. , KBA , AP-RC-OUT , Output Management , How To


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