How to create Text Type in SAP: VOTXN

By : Jessica Blake Jessica Blake
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⚡ Smart Summary

Text Type in SAP refers to a configurable container that stores formatted or unformatted notes attached to master data and transaction documents. This guide explains the VOTXN transaction, its components such as Text ID and Text Procedure, and the exact steps to create and assign Text Types within Sales and Distribution.

  • 📝 Understand the concept: Text Type is a reusable note container linked to customers, sales documents, deliveries, and billing.
  • ⚙️ Use VOTXN: Access Text Procedure configuration in the Sales and Distribution module through transaction code VOTXN.
  • 🧩 Build the structure: Create a Text Procedure first, then attach Text IDs with sequence numbers for ordered display.
  • 🔗 Assign correctly: Link the Text Procedure to the relevant customer account group to make Text Types available during data entry.
  • ✅ Save and verify: Confirm the “Data was saved” message to ensure the configuration has been written successfully.
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Create Text Type in SAP VOTXN

What is Text Type in SAP?

A Text Type in SAP is a small piece of formatted or unformatted text that is used to show or store information in master data and transaction data. For example, a temperature-sensitive material such as a medicine that requires cold storage must be kept under refrigeration. A user can configure a text field in the Sales Document with specific comments, so that during the sale of any such product the customer is informed to store the medicine in refrigeration. This particular text is known as the Material Sales Text.

Each text item, such as “Material Sales Text” in the example above, is called a Text Type. It internally contains a Text ID, and these are configured in the Text Types section. A Text Type can be defined for the following objects:

  • Customer
  • Sales document
  • Delivery
  • Billing

How to Create a Text Type in SAP Using VOTXN

The following steps walk through configuring a new Text Procedure and attaching Text IDs to it using transaction code VOTXN.

Step 1)

  1. Enter T-code VOTXN in the command field.
  2. Select the Sales & Distribution radio button of the Customer block.
  3. Click on the Change button.

Create Text Type in SAP

Step 2)

  1. Select the Text Procedure node.
  2. Click on the New Entries button.

Create Text Type in SAP

Step 3)

  1. Select the Text-procedure node.
  2. Enter the Text-procedure code and its description.
  3. Click the Save button.

Create Text Type in SAP

Step 4)

  1. Select Text IDs in the Text-procedure node.
  2. Enter SeqNo, ID, and ID description.

Create Text Type in SAP

Step 5)

  1. Select Text Procedure assignment.
  2. Assign the Text Procedure to a customer account group.

Create Text Type in SAP

Step 6) Click the Save button. A confirmation message stating “Data was saved” will be displayed.

Create Text Type in SAP

Key Benefits of Configuring Text Types in SAP

Configuring Text Types in SAP brings consistency and clarity to communication across the order-to-cash cycle. The main advantages include:

  • Centralized notes: Store standing instructions on customer, document, delivery, and billing records without modifying transaction fields.
  • Reusability: A single Text Procedure can be assigned to multiple account groups, reducing redundant setup.
  • Process compliance: Mandatory text rules ensure critical information, such as storage conditions, flows to every relevant document.
  • Auditability: Text IDs with sequence numbers create a structured log of remarks that auditors can trace easily.

FAQs

A Text Type is the broader business concept assigned to an object such as a customer or document. A Text ID is the technical key inside SAP that identifies each individual note within a Text Procedure.

Text Types are also widely used in Materials Management, Finance, and Customer Service modules. They store purchase order notes, vendor remarks, accounting comments, and service ticket descriptions linked to master data and transaction records.

Yes. After creating a Text Procedure, it can be linked to several customer account groups through Text Procedure assignment. This avoids duplicate configuration and ensures consistent text handling across similar customer segments.

AI tools can analyze historical text entries to suggest standardized templates, flag missing mandatory texts, and detect inconsistent wording across documents. This reduces manual review effort and supports compliant, uniform communication in SAP master data.

Yes. AI-based translation services integrated with SAP can convert Text Type content into different languages on demand. This is useful for multinational organizations that maintain customer or material text in several regional languages.

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