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Note 191470 - Purchase order as an e-mail

Note Language: English Version: 28 Validity: Valid from 15.05.2008

Summary

SymptomAs of Release 4.5, the required program logic is implemented that allowsyou 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 thisinformation available to customers that use releases < Release 4.5.

If you use a release < Release 4.5, read Note 357137.

More TermsME21, ME21N, ME22, ME22N, ME31, ME31L, ME32L, ME31K, ME32K, outputdetermination

Cause and Prerequisites

SolutionBasically there are two mail types: Internet mail (external mail) andSAPOffice mail.Mail is sent via the output determination in both cases.

If you use the external mail, the message for the purchasing document isconverted into a corresponding text file which is sent to the vendor viathe Internet.SAPOffice mail is sent only within the R/3 System and has mainly thefunction of providing information.In particular, it is not possible to attach a message (form) for apurchasing 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 vendormaster.

2. The same applies to your own user master. You also have to specify ane-mail address there in order to identify the sender.

o Note that it is not possible to change the e-mail address of thevendor via the SAP purchase order transaction (ME21N, ME22N, and soon).

o You can only make a permanent change using the vendor mastertransactions 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 needsto be maintained in the Customizing that supports the e-mail. You canfind the definition of the communication strategy in the Customizingvia 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

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Note 191470 - Purchase order as an e-mail

contains the necessary entry for the external communication. Bear inmind that without a suitable communication strategy it is not possibleto 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, TransactionMN04), use medium '5' (External send).

6. You can use Transaction SCOT to trigger the output manually. Theprerequisite 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 PDFas 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 needsto be maintained in the Customizing that supports the e-mail. You canbranch to the maintenance of the communication strategy via the inputhelp.

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, TransactionMN04), use medium '7' (SAPOffice) and also partner role 'MP' (mailpartner).

Additional settings:Problem:How can you both change the mail title and text for the sending of a mailmessage and maintain a replacement parameter, for example a documentnumber.Solution:

1. The replacement routine is maintained in the Customizing for theoutput type in the detail screen on the 'General data' tab under'Replacement of text symbols' (for Release < 4.6B, this can be foundon the 'Mail' tab page).

Program: SAPMM06E FORM routine: TEXT_SYMBOL_REPLACE

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 theSAP office, you can maintain both the mail title ('Re:') and also amail text in the Customizing for the output type To do this, selectthe directory mail title and text for the corresponding messagetype.

o If you want to send a purchase order as (external) mail, forexample, to a vendor, you have to maintain the mail title in the

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Note 191470 - Purchase order as an e-mail

condition record for the output type (for example in TransactionMN05) on the 'Communication method' tab page. Enter the mail titlein the 'Text for cover page' field. You cannot maintain anadditional mail text.

o Note that the values from the mail title are used to create thedescription for the attachment.

4. The replacement parameters must be enclosed by &. Example: You want toenter the title 'PO number 450000001'. For this you have to enter thefollowing in the Document Title field (Message Customizing ->sub-option: Mail title and texts) 'PO number &EKKO-EBELN&'

o Note that the replacement via TEXT_SYMBOL_REPLACEcan only be executed as of Release 4.6B. If you also wantto use the purchase order number in a release < Release 4.6B, referto Note 120474 - as an alternative, you have the option ofimplementing the text replacement functions by Consulting, pricedseparately.

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Problem:You send a purchase order by e-mail and want to attach the document as afile 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 Basisadministration.Attaching purchasing documents to e-mails is only possible for external(Internet) mails. This is not possible with SAPOffice mails.

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Problem:Although LET (print) for example is still set as the alternative to INT(e-mail) in the communication strategy, a program termination occursbecause of a missing e-mail address.Solution:See Note 310234.

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Problem:When you send a mail message for a purchase order, a short dump occurs ifthe purchase order was created with reference to an outline agreement.Solution:See Note 502250.

Header Data

Release Status: Released for Customer

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Note 191470 - Purchase order as an e-mail

Released on: 15.05.2008 14:21:24Priority: Recommendations/additional infoCategory: Consulting

Main Component MM-PUR-GF-OC Message determination and printing

The note is not release-dependent.

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

Attribute 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