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General Inquiry about Creating MSDS Process

Former Member
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Dear EHS Experts,

Please confirm if cover sheet is mandatory for MSDS? In addition, can you please share what is the correct steps on how to release the report using tcode CG56? My understanding steps are as follows:

Access CG56

On the Specification, indicate the created specification

Click Report Tree (another screen shows)

Select the lowest node (in light blue i believe)

Click Accept

Click Generate

Click Save

Attached is the screen after executing the above steps:

Please shed more light on this. Thanks,

Kind regards,


Accepted Solutions (1)

Accepted Solutions (1)

Active Participant
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Dear Mark,

the coversheet is not a mandatory stuff. It just indicates what you are shipping and your company name.

For your second question,

From the report tree, select the report with the language by placing the cursor on ENGLISH

Each report entry includes a status button (such as   Generate or  Display), an  information button and the data about language, relevance and generation status.

  1. To control the results, choose  Display for each report you wish to view. Each satisfying report is accepted, each erroneous report gets rejected.
  2. The release process of a report starts in the status Gen. Successful or Gen.w/ Warning.

If the status is either Report request or Generation poss, the system is still generating this report. Choose Refresh until the generation has finished.

   3.     After generation has finished, position the cursor in the language field of the ENGLISH report entry and choose  Accept. The report state changes to Release 1. This models a first department (for example, Product Safety) that must accept the report.

4.     Choose Accept again. The report state changes to Completed. This models a second department (for example, Quality) that must accept the report.

5.     Choose Accept again. This models the final release step (performed by the Marketing department, for example) that also assigns a document version (see following step).

6.     The report state changes to Released

The above steps can be usually performed in transaction CG50 also..Once you create a report from the specification workbench, it will be displayed in the report management tree.( Select the specification - -Choose Specification from the menu(top)---choose Reports - -Choose Create Report). U will get a message " 1 reports were created.Goto Txn CG50. Enter the report category( for eg:MSDS) and enter the specification below( Spannet for eg) and click on the report tree.U will find that the report with the required language is created with the status.  Without being released, it will not be displayed in report information system in CG54. Follow the steps 1-6 and the report is released.

I am enclosing the screenshot for your reference.

Once u click on the Refresh button, the screen changes to below with the report status as Generation Possible.

Click on refresh button again and the report changes to Released Status.



Answers (1)

Answers (1)

Former Member
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HI Mark,

For your first question - Cover sheets are mandatory for MSDS??

I can say no. This is not mandatory. it's purely on customer demand. If the business have a practice, to send the cover sheets, along with the MSDS reports - they would like to continue with the same practive within SAP also. In SAP - you can avoid the same, if business say no for cover sheets.

Note - Keep in mind to use the transaction CG4B, instead of CG42 for cover sheet templates. SAP maintaining the differentiation between the cover sheet templates and the other report templates. you can understand the differentiation in the other way blindly as the coversheets doesn't required any generation variant as a driving factor to get a report. these templates are purely picked up by the output program based on the customer country, language and sales org. , etc., combinations.

For your second question -

correct steps to release the reports?

CG56, CG50, CG55, CG57, and CG58 are the transactions to deal with the report management. If the business have different stages to validate the reports, these transaction can be useful.

Not necessary to use the same ro release the reports.

1. You can use the transaction CG02, CG02BD, CGCL2 to get access into the substance database.

2. select the substance and go to Menu.

3. Specification > Reports > Create Report.

4. Provide the details - Generation variant, which holds the language, validity area, and Template/ Version.

5. Generation variant - field - "Initial Release Status"must be "Released". (CG2B)

6. The report will be available in Released status directly.

7. Infact, Vendor MSDS also, happening in the similar manner by uploading the report (CG36VEN), where there is no any validations required.

Note - After generating the report from, If user intervention required to validate the report - In these cases only you have to use the "Report Management"system. not necessary every time.

Generation variant field "Initial Release Status", plays a key role here.



Active Contributor
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Dear Mark

only very small add on to the very good explanations of Kamal and Dhinesh:

If you have created on report on specifciaiotn level (combinaiotn of generation variant, langauge, status = Released, versioin x.y) you can assign further specifications on the level of the report header


Specification Assignment

Using this funcionality (if it makes sense) you can reduce the effort of generating reports. But as always there is a "but". In this case. user must understand how this functionality is used correct; this need additional training etc.

(e.g. check:

chapter: Report Shipping with and Without Specification References

On the top: keep in mind that you can manage in cg50 WWI reports and inbond reports as well. Both can be used in report distribution as well (might be tricky to implement the process but it works).

IN report distrbution you can use on the top a "letter of acknowledgement). This is used very rarely.


Former Member
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Dear EHS Experts,

Thank you very much for the helpful inputs you provided. Just to complete the process, may i know whats the next step after releasing the report? I believe it is the assigning of the output type SDB during creation of outbound delivery via VL01N or VL02N. Is it really done this way? I mean it is manually assigned during creation of outbound delivery at the item level? After this, my understanding is to check (CVD1) if there is a report generated from the outbound delivery and if there is material which needs MSDS. Please correct me if my steps is incorrect or missing something. I would really appreciate if somebody can provide me with the step by step execution in CVD1 and the succeeding tcodes after CVD1 until (1)printing or (2)sending of MSDS is completed.

Kind regards,


Former Member
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In addition, Im just wondering why there is still manual assignment of output type SDB when it should be automatically trigger by the material itself by activating its environmentally relevant.

Active Participant
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Dear Mark,

For shipping of documents to customer, the material must be check Environmentally relevant in Basic data 2 of material master. The customer database must be maintained. So when you create a delivery via VL02N, The system automatically picks up the material and the appropriate MSDS via a JOB in Txn SA38. This once maintained will be running the job automatically in the background. The steps are described as below.

Set Up Job on SAP System

Set up the WWI dispatch process. The dispatcher distributes the orders you generate to the different work processes.

The standard system contains two system events that start batch processes for the dispatcher and for the work processes. Check that these system events are there using transaction SM62:

o SAP_START_WWI_DISPATCHER (starting a WWI dispatcher)

o SAP_START_WWI_WORKPROCESS (starting an EH&S report gen-eration WWI work process)

You can start the dispatcher in several ways:

- Option 1: You can start the job manually after each system start.

- Option 2: You can define the job so that it starts whenever the SAP System is started.

Option 1: Manual Start

a) Call the SAP System in the client for which the dispatcher is to be started manual-ly.

b) In the SAP Easy Access screen, choose Tools -> ABAP Workbench -> Develop-ment -> ABAP Editor. The ABAP Editor: Initial Screen appears.

c) Enter RC1WWIDS in the Program field.

d) Choose Execute.

The RC1WWIDS report creates the WWI dispatch process for the corresponding client.

To check the job overview, choose System -> Services -> Jobs -> Job Overview from the SAP Easy Access screen. In the or after event field, enter the value SAP_START*. Choose Confirm to check the entry for your client's WWI dispatch process. If you have already started report generation, you can also check if the dispatcher has started the corresponding WWI work processes for each generation server.

Option 2: Automatic start

a) Call the SAP System for the required client.

b) Choose System -> Services -> Jobs -> Define Job from the SAP Easy Access screen.

c) Enter the job name and choose a job class.

d) Choose Start condition and in the dialog box, choose After event.

e) Enter SAP_SYSTEM_START in the event field.

f) Activate Periodic job.

g) Choose Check and save your entries.

h) Choose Step and choose ABAP program in the dialog box that appears.

i) Enter RC1WWIDS as the ABAP program name.

j) Choose Check and save your entries.

k) Before you leave the Define Background Job screen, you must save your entries once more.

Result: The job is started whenever the SAP System is started.

The described WWI Work process [RC1WWIWP] is created automatically by the SAP-System, a manual creation of the WWI Workprocess is therefore not necessary.

Jobs for Transfer from SD into EH&S

Note the following here:

Schedule the job periodically. Set up the interval according to your require-ments.

Enter RSNAST00 as the ABAP program.

Create a variant for the ABAP program and enter the following parameter val-ues:

Output application: V2 for shipping, V1 for sales

Object key: *

Output type: SDB

Output medium: 8

You can restrict the variant to certain object keys and Execute it.

Jobs for the Process in EH&S

Report shipping is started with the programs RCVDDISP

Create job [RCVDDISP]

a) On the SAP Easy Access screen, choose System -> Services -> Jobs -> Define Job.

b) Enter a job name and choose a suitable job class.

c) Choose Edit -> Start Time and choose Date/Time in the dialog box that appears.

d) Enter the required data and select Periodic job.

e) Choose Check and save your entries.

f) Choose Steps and choose ABAP program in the Create step 1 dialog box that ap-pears.

g) Enter the name of the ABAP program RCVDDISP.

h) Choose Check and save your entries.

  i) Before you leave the Define Job screen, you must save your entries once more

Setting up background job

You can schedule most programs on background using the above process .This action basically calls  a variant of transaction SM36 to create a Job. You could also call the transaction SM36 to directly enter the program details and schedule/ create the job.

You can use SM37 to look up the Job either using the ABAP program name or based on time of execution. Once you get the job name.Then you could changes the job parameters by selecting a scheduled job from the output list and choosing JOB > Change.

By doing these processes, the system will create the shipping order and send the MSDS with cover letter/acknowledgement receipt via email or fax based on the transmission medium. Check CVD1 txn to view the status of the report.

The initial staus of the job will be in SENT-OC. After u click Accept, it will change to SENT- AC. Click Accept again to see the change as COMPLETED which means the document has been shipped to the customer.Hope this process explains clearly.