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 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 Start of the navigation path MessagesOutput Control Next navigation step Message Types Next navigation step Define Message Types for <Purchasing Document> Next navigation step Maintain Message Types for <Purchasing Document> End of the navigation path 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 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.

    End of the recommendation.

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

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

    Note Note

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

    End of the note.
Internal Transmission
Make the necessary Customizing settings

You have maintained the Customizing settings for Purchasing under Messages , Start of the navigation path Output Control Next navigation step Message Types Next navigation step Define Message Types for <Purchasing Document> Next navigation step Maintain Message Types for <Purchasing Document> End of the navigation path .

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) .

More information on external sending 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 Start of the navigation path Office Next navigation step Work Center Next navigation step Outbox Next navigation step Documents End of the navigation path .

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 user’s first and last names, for example, in the Recipient field.

Note Note

Executable mail

Start of the navigation path If you wish to insert a transaction (because you want the recipient to view a purchase order, for example), choose Goto Next navigation step Execution Parameters End of the navigation path . 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).

End of the note.
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 Start of the navigation path Office Next navigation step Work Center Next navigation step Inbox End of the navigation path .

Note 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.

End of the note.