SAP Note

191470 - Purchase order as an e-mail

Component: MM-PUR-GF-OC (Materials Management > Purchasing > Basic Functions > Message determination and
printing), Version: 28, Released On: 15.05.2008

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 SAP 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 SAP Note 357137.

Other Terms
ME21, ME21N, ME22, ME22N, ME31, ME31L, ME32L, ME31K, ME32K, output determination

Reason and Prerequisites

Solution
Basically, there are two mail types: Internet mail
(external mail) and SAPOffice mail.
Mails are 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.
An 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 an
SAPOffice mail.

To use the 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.
Note that it is not possible to change the e-mail address of the vendor via the SAP purchase
order transactions (ME21N, ME22N, and so on).
You can only make a permanent change using the vendor master transactions XK02 or MK02.
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
Customizing that supports the e-mail. You can find the definition of the communication
strategy in Customizing via the following path: "SPRO -> IMG -> SAP Web Application Server ->
Basic Services -> Message Control -> Define Communication Strategy". As a default, the
communication strategy CS01 is delivered. This strategy 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 the 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 the
medium 5 (external sending).
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
Customizing that supports the e-mail. You can branch to the maintenance of the communication
strategy via the input help (F4).
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 the
medium 7 (SAPOffice) and also the 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 page under "Replacement of text symbols" (for releases <
Release 4.6B, the replacement routine can be found on the "Mail" tab page).
Program: SAPMM06E
FORM routine: TEXT_SYMBOL_REPLACE
2. If you work with the new single-screen transactions ME21N, ME22N or ME23N, SAP Notes
0370522 and 0420066 are required.
3. Maintain mail title and text.
If you want to send a purchase order within an R/3 system using an SAPOffice mail, 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.
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 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.
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&".
Note that the replacement via TEXT_SYMBOL_REPLACE can only be executed as of Release 4.6B.
If you also want to use the purchase order number in a release < Release 4.6B, refer to SAP
Note 120474. As an alternative, you have the option of implementing the text replacement
functions by Consulting, priced separately.

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Problem:
You send a purchase order by e-mail and want to attach the document as
a file type (for example, PDF).
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.

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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 occurs because of a missing e-mail address.
Solution:
See SAP Note 310234.

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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 SAP Note 502250.

Attributes
Key Value

Transaction codes HIER

Transaction codes ME21

Transaction codes ME22

Transaction codes ME31K

Transaction codes ME32K

Transaction codes ME32L

Transaction codes ME31

Transaction codes ME31L

Transaction codes SCOT

Transaction codes MN04

Transaction codes MN05

This document refers to

SAP Note/KBA Component Title

502250 MM-PUR-GF-OC Update terminate when emailing PO linked to Outline Agreem.

457497 MM-PUR-GF-OC FAQ: Message processing in purchasing

432236 CA-GTF-BS-MC Error TD421 for external sending

420066 MM-PUR-GF-OC No title when sending PO messages externally

357137 CA-GTF-BS-MC External e-mails from message control

323720 CA-GTF-BS-MC Communication types in communication strategy

309685 CA-GTF-BS-MC Error with external sending

211853

190669 BC-SRV-COM Sending lists using SAPconnect

171698 BC-SRV-COM SAPconnect: Formats, conversion, device type

152474 BC-SRV-COM Testing fax and e-mail

1296758

This document is referenced by

SAP Note/KBA Component Title

2243226 Error SO619 while sending a PO via external mail - ERP and S/4HANA

2932419 MM-PUR-GF-OC Tcode NACE's "mail title and texts" settings not make any result

1920676 MM-PUR-GF-OC PO email not working for plant assigned vendors.

190669 MM-PUR-GF-OC Sending lists using SAPconnect

457497 MM-PUR-GF-OC FAQ: Message processing in purchasing

323720 CA-GTF-BS-MC Communication types in communication strategy

420066 MM-PUR-GF-OC No title when sending PO messages externally

502250 MM-PUR-GF-OC Update terminate when emailing PO linked to Outline Agreem.

357137 CA-GTF-BS-MC External e-mails from message control

432236 CA-GTF-BS-MC Error TD421 for external sending

152474 BC-SRV-COM Testing fax and e-mail

309685 CA-GTF-BS-MC Error with external sending