Setup for sending PO by email to Vendor

[Former Member]

Hi All,

Could anyone tell me what are the steps for setting up email to send PO by Vendor? I DO know the Message Determination setup (for ex, print output).

What about Email? Is email set up BASIS work? I'm a MM consultant. What do I need to provided BASIS if this is set up by BASIS team?

Thanks in advance.

[former_member581212 · Accepted solution]

Hi,

PO can be sent to using Outlook email or the Internal send within SAP.

Message via E-Mail

Use

You can send purchasing documents to a vendor by e-mail.

You can also send memos to an internal user from within the purchasing document, in which case the recipient can directly access the relevant document when processing the e-mail (executable mail).

Prerequisites

External Transmission

Make the necessary Customizing settings

The SAP system is configured for the transmission of external mails.

The message determination facility has been set up in Customizing for Purchasing.

You have defined a communication strategy in Customizing under Messages Output Control -> Message Types -> Define Message Types for <Purchasing Document> -> Maintain Message Types for <Purchasing Document> on the Default Values tab page, so that if no e-mail address can be found, for example, the system sends a fax.

The following information is necessary:

1.Data

2.Value

3.Comment

Message type:

Communication strategy

E.g. NEU

Choose a communication strategy or create a new one. Via the input help, you can branch to the maintenance function for communication strategies. Choose in the following window.

Enter the necessary data on the Default Values tab page on the detail screen for the message type ().

Processing routines

Medium

Program

FORM routine

5 (external transmission)

SAPF06P (e.g. for PO)

ENTRY_NEU

The entries are identical to those of the print output.

Partner roles

E.g. external transmission/LF

Maintain master data

Message records must have been created through master data maintenance (Purchasing menu). (See Creating Message Records)

Enter the necessary data u2013 for example, role LF (vendor), medium 5 (external transmission) and time spot 4 (send immediately upon saving).

SAP recommends that you work with time spot 4, so that the e-mails generated are sent immediately.

If you work with processing time spot 1 (send via periodically scheduled job), you must schedule the program RSNAST00 periodically for message output, so that messages are generated and e-mails sent.

An e-mail address is stored in the vendor master record.

An e-mail address is stored in the user master record.

Please note that you must also maintain an e-mail address for user IDs with which batch-jobs are carried out.

Internal Transmission

Make the necessary Customizing settings:

You have maintained the Customizing settings for Purchasing under Messages, Output Control -> Message Types ->Define Message Types for <Purchasing Document> -> Maintain Message Types for <Purchasing Document>.

The following information is necessary:

1.Data

2.Value

3.Comment

Message type:

Time-spot

Transmission medium (output medium)

Partner role

E.g. MAIL

E.g. 4 (send immediately upon saving)

7 (SAPoffice)

MP (mail partner)

Enter the necessary data on the Default Values tab page on the detail screen for the message type ().

Mail title and texts

E.g. mail from purchase order

Processing routines

Medium

Program

FORM routine

7 (SAPoffice)

RSNASTSO

SAPOFFICE_AUFRUF

Partner roles

E.g. SAPoffice/MP

SAPoffice/LF

Maintain master data

Message records must have been created for the message type MAIL through master data maintenance (Purchasing menu). (See Creating Message Records)

For more information on the internal and external transmission of e-mails, refer to the Basis documentation under Business Workplace (BC-SRV-GBT).

Further information on external transmission is available in the Basis documentation under SAPconnect and in the section External Sending in the SAP System.

Activities

External Transmission

If you have specified the processing time-spot 4 (send immediately upon saving), the system will immediately generate and transmit a message when you save the purchasing document.

If you have specified the processing time-spot 1 (send via periodically scheduled job), you must initiate the output of e-mails manually.

Result

You see the documents generated in the SAP system under Office ->Work center -> Outbox -> Documents.

Internal Transmission

On the message screen of the Purchasing application (e.g. in the purchase order), enter the message type, the medium (SAPoffice) and the role (MP = mail partner).

Choose Means of communication and enter your text on the following screen (<Purchasing document>: Send with note). Enter the useru2019s first and last names, for example, in the Recipient field.

Executable mail

If you wish to insert a transaction (because you want the recipient to view a purchase order, for example), choose Goto -> Execution parameters. Enter the necessary data, such as execution type (T = transaction), execution element (ME22N = Change Purchase Order), execution system, and the SET/GET parameters (BES for purchase order).

Result

If you have specified send immediately as the processing time-spot, the user will immediately receive a message or document when the purchase order is saved.

The user can view the message sent to him or her via Office -> Work center -> Inbox.

If the document in your inbox is an executable mail, you can click the right-hand mouse button and directly access the relevant purchase order, for example, via the menu thus displayed.

Hope it works...

Regards,

Priyanka.P

AWARD IF HELPFULL

[former_member335885]

hi

Follow these steps

Basically there are two mail types: Internet mail (external mail) and

SAPOffice mail.

Mail is sent via the output determination in both cases.

If you use the external mail, the message for the purchasing document is

converted into a corresponding text file which is sent to the vendor via

the Internet.

SAPOffice mail is sent only within the R/3 System and has mainly the

function of providing information.

In particular, it is not possible to attach a message (form) for a

purchasing document to a SAPOffice mail.

When using external mail, the following basic settings are required:

1. You must maintain an e-mail address in the address in the vendor

master.

2. The same applies to your own user master. You also have to specify

an e-mail address there in order to identify the sender.

o Note that it is not possible to change the e-mail address of the endor

o You can use a temporary email address in Transaction ME21N.

3. For the output type for default values, a communication strategy

needs to be maintained in the Customizing that supports the e-mail.

You can find the definition of the communication strategy in the

Customizing via the following path: (SPRO -> IMG -> SAP Web

Application Server -> Basic Services -> Message Control -> Define

Communication Strategy). As a default, communication strategy CS01

is delivered. This already contains the necessary entry for the

external communication. Bear in mind that without a suitable

communication strategy it is not possible to communicate with a

partner via Medium 5 (external sending).

4. Use the standard SAP environment (program 'SAPFM06P', FORM routine

'ENTRY_NEU' and form 'MEDRUCK') as the processing routines.

5. In the condition records for the output type (for example,

Transaction MN04), use medium '5' (External send).

6. You can use Transaction SCOT to trigger the output manually. The

prerequisite for a correct sending is that the node is set

correctly. This is not described here, but it must have already been

carried out.

7. To be able to display, for example, the e-mail in Outlook, enter PDF

as the format in the node.

To use the SAPOffice mail, the following basic settings are required:

1. For the output type for default values, a communication strategy

needs to be maintained in the Customizing that supports the e-mail.

You can branch to the maintenance of the communication strategy via

the input help.

2. Use the SAP standard environment (program "RSNASTSO" and FORM

routine "SAPOFFICE_AUFRUF") as the processing routines.

3. In the condition records for the output type (for example,

Transaction MN04), use medium '7' (SAPOffice) and also partner role

'MP' (mail partner).

Additional settings:

Problem:

How can you both change the mail title and text for the sending of a

mail message and maintain a replacement parameter, for example a

document number.

Solution:

1. The replacement routine is maintained in the Customizing for the

output type in the detail screen on the 'General data' tab under

'Replacement of text symbols' (for Release < 4.6B, this can be found

on the 'Mail' tab page).

Program: SAPMM06E

FORM routine: TEXT_SYMBOL_REPLACE

2. Maintain mail title and text.

o If you want to send a purchase order within an R/3 system using

the SAP office, you can maintain both the mail title ('Re:') and

also a mail text in the Customizing for the output type To do

this, select the directory mail title and text for the

corresponding message type.

o If you want to send a purchase order as (external) mail, for

example, to a vendor, you have to maintain the mail title in the

condition record for the output type (for example in Transaction

MN05) on the 'Communication method' tab page. Enter the mail

title in the 'Text for cover page' field. You cannot maintain an

additional mail text.

o Note that the values from the mail title are used to create the

description for the attachment.

3. The replacement parameters must be enclosed by &. Example: You want

to enter the title 'PO number '. For this you have to enter

the following in the Document Title field (Message Customizing ->

sub-option: Mail title and texts) 'PO number &EKKO-EBELN&'

Reward points if helpful

regards

For more details, check out the OSS note :191470

Regards,

Kiran

Edited by: Kiran. V on Jul 29, 2008 6:04 AM

[Former Member]

THANK YOU ALL FOR YOURE REPLIES.

Great!

Thanks!

[former_member192897]

In order to send PO, your Basis team must configure the system first so that external email can be send out from SAP. If it is not configured, no settings you do on MM will work.

1. You must maintain email address in vendor master data.

2. The same applies to your user master data. For the output type for default values, a communication strategy needs

to be maintained in the Customizing that supports the e-mail. You can find the definition of the communication strategy in the

Customizing via the following path:

(SPRO -> IMG -> SAP Web Application Server -> Basic Services -> Message Control -> Define Communication Strategy).

As a default, communication strategy CS01 is delivered. This already contains the necessary entry for the external communication. Bear in mind that without a suitable communication strategy it is not possible to communicate with a partner via Medium 5 (external sending).

3. Use the standard SAP environment (program 'SAPFM06P', FORM routine 'ENTRY_NEU' and form 'MEDRUCK') as the processing routines.

4. In the condition records for the output type (for example, Transaction MN04), use medium '5' (External send).

5. You can use Transaction SCOT to trigger the output manually. The prerequisite for a correct sending is that the node is set correctly. This is not described here, but it must have already been carried out.

6. To be able to display, for example, the e-mail in Outlook, enter PDF as the format in the node.

Regards,

Ashok

[deiva]

hai,

refer to OSS note no: 191470 to get the more information regarding Email configuration for output to vendor.