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Technical Articles

Ravi D
February 2, 2010 10 minute read

Email Output to Multiple Recipients Functionality in SAP

31 Likes 66,943 Views 30 Comments

Introduction:

In most of the industries it is common practice to send the copy of Delivery Note along with the Goods and
also a Copy to the Customer’s Mail ID prior the Goods are received. This email copy will help the customer to
be prepared in allocating the Warehouse Space for the Goods that are expected and also to arrange for the
Funds to make payment, in case of Payment against Delivery terms.

We have a possibility in Standard SAP for sending the Delivery Output automatically to the mail ID
maintained in the Customer Master. However, this is restricted only to one mail ID and will not allow you to
send to more than one mail ID. As now-a-days, it is required to send the communication of any o cial
information like Delivery Output to more than one mail ID in Customer side (“TO” and “CC” Address mail
Format), as each person may have to follow up di erent activities of Delivery.  Fortunately there was a
similar requirement from our client and the same has been achieved using Techno – Functional
enhancements.

Requirement:

Delivery Output must be sent automatically to multiple recipients in PDF Format when Delivery
Document is Created – T. Code “VL01N”.
Repeat Delivery Output must be triggered only if there are changes to certain speci c elds in the
Delivery Document – T. Code “VL02N”.
Must fetch email IDs in “TO” address and “CC” address format while sending the Email Delivery Output
automatically.

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Standard SAP Functionality for Sending Email Output:Even though we have the possibility of maintaining
more than one Mail ID in Customer Master of Sold to Party, Standard SAP will allow you to send the Email
Delivery or Order Output automatically only to one Mail ID, for which the Radio Button is enabled as shown
in the Screenshot:

Transaction Code – XD02:

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In the above Screenshot, you can see that more than one Mail ID has been maintained for this customer
however the Standard SAP functionality is restricted to send auto email output only to the mail ID for which
the Radio button is enabled / checked. No mail will be sent to the other 2 Mail IDs maintained in the
Customer Master, as the Radio Button is not enabled for these 2 IDs.

Hence, if we need to send the Email Delivery Output to [email protected] in “TO” address and the other 2
mail IDs in “CC” address of the email, we need to do appropriate Con guration and technical changes to
achieve the above requirements.

Let us see the Functional and Technical requirements to achieve this functionality.

Functional Con guration Settings:

For this requirement, it is better to create a new Delivery Output Type for sending Email Delivery Output to
multiple Recipients (Mail IDs). This new Delivery Output Type can be used exclusively for this particular
Functionality with Transmission Medium as “External Send”.

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De ne Delivery Output Type

The new Delivery Output Type can be de ned from the below menu path:

IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Output Determination –
Maintain Output Determination for Outbound Deliveries – Maintain Output Type:

For example, we have maintained New Delivery Output Type “ZSPM” with appropriate Access Sequence
“ZSPL” with required Fields.

Also enabled “Multiple Issuing” eld for this Output Type, as the requirement is to repeat sending the
Delivery Output vide email if there is Changes made to the speci c elds in the Delivery Documents.
However, no need to select this “Multiple Issuing” eld if no such requirement.

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Dispatch Time: You can maintain the value of this eld depending upon the requirement. In the above
screenshot, we have maintained “Send Immediately (when saving the application)” which will trigger the
Output Type immediately upon saving the Delivery Document.

Transmission Medium: It is the Message Output Medium speci es how the output has to be produced like
Fax, EDI, email, etc.

Assign the appropriate Driver Program and Smartform with the Delivery Output Type as shown in the above
screenshot.

Then complete the Condition Technique procedure by assigning the New Delivery Output Type with the
appropriate Output Determination Procedure and assign the Output Determination Procedure with the
Delivery Type.

De ne Access Sequence:

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IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Output Determination –
Maintain Output Determination for Outbound Deliveries – Maintain Access Sequence

The Access Sequence can be de ned through the above shown Menu path and can be assigned with the
required Condition Tables.

For Ex: Here, We have de ned the access sequence ZSPL with Condition Table “721” with Key Combination
of Shipping type/Shipping Point/Delivery Type.

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Assign Access Sequence with the Delivery Output Type:

IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Output Determination –
Maintain Output Determination for Outbound Deliveries – Maintain Output Types

The Access Sequence ‘ZSPL’ has been assigned with the Email Delivery Output type ‘ZSPM’ as shown
below.

De ne and Assign Output Determination Procedure with the Delivery Output Type:

IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Output Determination –
Maintain Output Determination for Outbound Deliveries – Maintain Output Determination Procedure

Assign the Email Delivery Output type ZSPM with the Output Determination Procedure ‘Z10000’ with the
requirement as per business needs.

Here we have assigned Requirement as ‘3’ for this output type which will restrict triggering output if there is
any Credit Block for the document.

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Assign Output Determination Procedure with the Delivery Type:

IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Output Determination –
Maintain Output Determination for Outbound Deliveries – Assign Output Determination Procedure

Assign the output determination procedure with all the Delivery types as per requirement. For instance, we
have shown the screenshot of the Assignment of Output Determination Procedure “Z10000” with the
Delivery Type “ZLF”:

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De ne New Communication Strategy:

IMG – Logical Execution – Shipping – Basic Shipping Functions – Output Control – Determine
Communication Strategy

Communication Strategy is used to nd the Communication Methods for transmitting the communication
data to the customer / partner. This communication strategy will be proposed while creating the condition
record for the Output Type with transmission medium as “External Send”.

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For example, we have created a new Communication Strategy “ZSBD” with communication method “INT” –
Email and this Communication Strategy has to be assigned while maintaining Condition Records for the
Delivery Output Type “ZSPM”.

Technical Requirements:

In order to send Smart form Output as PDF attachment to more than one Mail ids (TO and CC format)
automatically upon saving the Delivery Document, appropriate changes has to be made to Driver Program
‘ZRLE_DELNOTE’ which is assigned to the Delivery Output Type “ZSPM” used for this purpose.

Driver Program Modi cations:

Reason for the Change: Since Standard SAP allows sending mail only to one Mail id for which radio button is
enabled in Customer Master, we have to do the following technical changes to pick all the mail IDs from
customer master for sending Delivery Output automatically via email.Hence following modi cations were
made to the Driver Program “ZRLE_DELNOTE” which is assigned to the Email Delivery Output Type “ZSPM”:

Technical Overview:

Get all the Mail Ids present in ADR6 table for KNA1-ADRNR = ADR6-ADDRNUMBER.
The Mail ID with eld value as “X” for eld ‘FLGDEFAULT’ in the customer master will re ect in ‘TO’
address and the remaining Mail ids in ‘CC’ address of the Delivery Output mail.
Call the Smart form with CONTROL_PARAMETERS-GETOTF as ‘X’ (Remaining other Export Parameters
are similar to RLE_DELNOTE program’s smart form call) and Import the following structures
‘DOCUMENT_OUPTUT_INFO’, ‘JOB_OUTPUT_INFO’ and ‘JOB_OUPTUT_OPTIONS’.
Convert internal table JOB_OUTPUT_INFO-OTF[] to PDF by calling FM ‘CONVERT_OTF_2_PDF’.

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After converting to PDF, use ‘SO_NEW_DOCUMENT_ATT_SEND_API1’ and send mails in TO and CC

Source Code Extract details will be shared upon requests.

Functional Requirements:

Condition Record Maintainence for Delivery Output Type “ZSPM”:

Go to Transaction Code – VV21

Maintain Condition Record for Delivery Output Type “ZSPM” as per your key combination requirement.
Here, the Record is maintained based on Shipping Type / Shipping Point and Delivery Type.

Select the “Communication” button to assign the “Communication Strategy” – “ZSBD”

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Now save the Condition Records maintained.

Maintain Email ID in Ztable for Customers:

Go to Transaction Code “ZES_MAIL_IDS”

The above screenshot shows the Ztable, where you can Display / Create / Change / Delete the Customer
Mail ID by just enabling the appropriate Radio button.

Here, you can see that we have already maintained Email IDs for Customer ‘7600005’:

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In the above screenshot, there is a box in the ‘To Address’ eld which is enabled for [email protected].
This ‘To Address’ has to be enabled for the respective mail IDs which you want to display in “TO ADDRESS”
in the Delivery Output Email.

Functionality Testing:

Scenario 1 – During Creation of Delivery Document thro Transaction Code – VL01N:

Enter the Sales Order Number for which the Delivery has to be created:

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In main Menu, go to “Extras” à Delivery Output à Header to ensure that our Email Output type “ZSPM” is
triggered:

The below screenshot ensures that the Email Output type “ZSPM” is triggered to process sending Delivery
Output email to multiple recipients maintained in the Customer Master:

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Now save the Delivery to ensure that the Email Output Type “ZSPM” has sent out the Delivery Output via
Email to the recipients maintained in the Customer Master in “TO” and “CC” format as explained above:

You can nd below the screenshot, where the Delivery Output PDF attachment has been sent to
“Viswanathan Thirugnanam” in “TO” address and “Balaji” / “Ravikumar” in “CC” address format:

Screenshot of Delivery Output received through Email in PDF Format:

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Scenario 2: Triggering Repeat Delivery Output only for Conditional Field Changes in Delivery Document
Change Mode:

Let us take the Conditional Field as “Change in Ship to Party Address” in the change mode of Delivery
Document through Transaction “VL02N”. So whenever there is a change in the SHIP TO PARTY address in
Delivery Document, then the Delivery Output must be triggered and processes after saving the Delivery
Document. This ensures that NO Output will be triggered for any changes in the Delivery Document other
than SHIP TO PARTY address changes.

Go to Change mode of Delivery Document – T. Code “VL02N“:

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Go to Header Details à Partners Tab to change the Postal Code from “08204” to “59574”. The Postal Code
change for SHIP TO PARTY has been shown clearly in the below two successive screenshots:

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Now save the Delivery Document to ensure that the Email Delivery Output Type “ZSPM” is triggered again
due to SHIP TO PARTY address changes in the Delivery Document change mode.

Go to T. Code “VL02N” – In main Menu; go to “Extras” à Delivery Output à Header’ to ensure that our Email
Output type is triggered again due to the changes made to SHIP TO PARTY address:

The below screenshot ensures that the Email Delivery Output type “ZSPM” is triggered again due to the
SHIP TO PARTY address change in Delivery change mode:

You can nd below the screenshot, where the Delivery Output PDF attachment has to been sent to
“Viswanathan Thirugnanam” in “TO” address and “Balaji” / “Ravikumar” in “CC” address format in email:

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Delivery Output received through Email in PDF Format:

Advantages of Conditional Repeat Output: 

Repeat Delivery Output will be triggered and processed only if there are any changes made to the speci c
required elds in the Delivery Document.

Restricts the Email Output Type trigger and processing for the changes made to the elds other than the
speci c elds, which are ltered using Technical functionality.

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Only sends the email with Delivery Output attachment to the customer, if there are any changes to the
important elds like Quantity / Ship to Party Address / Deletion of Line Item / Addition of Line Item in
the Delivery Document Change Mode.

Conditional Fields can be selected as per Business Requirement.

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Assigned tags

EWM - Delivery Processing | ravi dev |

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