Send PO to vendor via email You can send purchase order via e-mail in SAP system, there are

e 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 nmero 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

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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
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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
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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
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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