Send PO to vendor – via email
You can send purchase order via e-mail in SAP system, there are some configurations and prerequisites to do as follow:
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.
Note that it is not possible to change the e-mail address of the vendor via the SAP purchase
order transaction (ME21N, ME22N, and so on). The system only uses the e-mail address of the
vendor that is maintained in the vendor master!
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 NetWeaver ->
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.
Materials Management ->Purchasing -> Messages -> Forms (Layout Sets) for Messages -> …
5. In the condition records for the output type (for example, Transaction MN04), use medium
'5' (External send).
Para vir o número do pedido
no assunto do email/arquivo
ver pag. 6
Pode escrever aqui o texto que se deseja colocar no email
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.
For more details, check out the OSS note :191470
09.03.2009 Page 1 of 4
SAP Note 191470 - Purchase order as an e-mail
Note Language: English Version: 28 Validity: Valid Since 15.05.2008
Summary
Symptom
As of Release 4.5, the required program logic is implemented that
allows
you to send purchasing documents by e-mail. It is not possible for you
to
'downgrade' to lower releases.
This note is classified as 'release-independent' to also make this
information available to customers that use releases < Release 4.5.
If you use a release < Release 4.5, read Note 357137.
More Terms
ME21, ME21N, ME22, ME22N, ME31, ME31L, ME32L, ME31K, ME32K, output
determination
Cause and Prerequisites
Solution
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
vendor via the SAP purchase order transaction (ME21N, ME22N, and so
on).
o You can only make a permanent change using the vendor master
transactions XK02 or MK02.
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
09.03.2009 Page 2 of 4
SAP Note 191470 - Purchase order as an e-mail
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
Materials Management -> Purchasing -> Messages -> Output Control ->
> Message Types -> Define Message Types for Purchase Order
-
2. If you work with the new Enjoy Transaction ME21N, ME22N or ME23N,
Notes 370522 and 420066 are required.
3. 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
09.03.2009 Page 3 of 4
SAP Note 191470 - Purchase order as an e-mail
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.
4. The replacement parameters must be enclosed by &. Example: You want
to
enter the title 'PO number 450000001'. 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&'
Materials Management -> Purchasing -> Messages -> Output Control ->
> Message Types -> Define Message Types for Purchase Order
Maintain Message Types for PO –
Dois cliques em Mail title
-
Note that the replacement via TEXT_SYMBOL_REPLACE
can only be executed as of Release 4.6B. If you also want
o
to use the purchase order number in a release < Release 4.6B, refer
to Note 120474 - as an alternative, you have the option of
implementing the text replacement functions by Consulting, priced
separately.
----------------------------------------------------------------------
Problem:
You send a purchase order by e-mail and want to attach the document as
a
file type (for example, PDF).
Solution:
Solution:
The file type is maintained in the corresponding node in SAPConnect
(Transaction SCOT). If you have any further questions, contact your
Basis
administration.
Attaching purchasing documents to e-mails is only possible for
external
(Internet) mails. This is not possible with SAPOffice mails.
----------------------------------------------------------------------
Problem:
Although LET (print) for example is still set as the alternative to
INT
(e-mail) in the communication strategy, a program termination occurs
because of a missing e-mail address.
Solution:
See Note 310234.
----------------------------------------------------------------------
Problem:
When you send a mail message for a purchase order, a short dump occurs
if
the purchase order was created with reference to an outline agreement.
Solution:
See Note 502250.
Header Data
Release Status: Released for Customer
09.03.2009 Page 4 of 4
SAP Note 191470 - Purchase order as an e-mail
Released on: 15.05.2008 14:21:24
Original Lang.: German
Priority: Recommendations/additional info
Category: Consulting
Main Component: MM-PUR-GF-OC Message determination and printing
The Note is release-independent
Related Notes
Number Short Text
502250 Update terminate when emailing PO linked to Outline Agreem.
457497 FAQ: Message processing in purchasing
432236 Error TD421 for external sending
420066 No title when sending PO messages externally
357137 External e-mails from message control
323720 Communication types in communication strategy
309685 Error with external sending
190669 Sending lists using SAPconnect
171698 SAPconnect: Formats, conversion, device type
152474 Testing fax and e-mail
Attributes
Attribut Value
Transaction codes HIER
Transaction codes ME21
Transaction codes ME22
Transaction codes ME31
Transaction codes ME31K
Transaction codes ME31L
Transaction codes ME32K
Transaction codes ME32L
Transaction codes MN04
Transaction codes MN05
Transaction codes SCOT