Message via E-Mail (SAP Library - Purchasing (MM-PUR))

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:

Data	Value	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 – for example, role LF (vendor), medium 5 (external transmission) and time spot 4 (send immediately upon saving).

Recommendation

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.

Note

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:

Data	Value	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 This graphic is explained in the accompanying text Means of communication and enter your text on the following screen (<Purchasing document>: Send with note). Enter the user’s first and last names, for example, in the Recipient field.

Note

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.

Note

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.