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Automatic Email Triggering On Saving

The document outlines the process for configuring automatic email notifications for invoice transactions in SAP, detailing steps for setting up output determination, email body customization, and condition records. It includes instructions for selecting output types, maintaining email settings, and troubleshooting common issues related to email delivery. Additionally, it highlights the importance of specific settings and configurations to ensure successful email transmission to external customers.

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Harshvardhan Masal
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31 views11 pages

Automatic Email Triggering On Saving

The document outlines the process for configuring automatic email notifications for invoice transactions in SAP, detailing steps for setting up output determination, email body customization, and condition records. It includes instructions for selecting output types, maintaining email settings, and troubleshooting common issues related to email delivery. Additionally, it highlights the importance of specific settings and configurations to ensure successful email transmission to external customers.

Uploaded by

Harshvardhan Masal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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AUTO EMAIL ON TRANSACTION SAVING

1.Based on Output Determination.


1.1 Select your output type in customizing of Output determination according to
transaction.
Here we are applying auto printout on Delivery Saving.
In this case IMG—Logistic Execution—Shipping—Basic Shipping Functions—Output
Control—Output determination—Maintain Output determination for outbound
deliveries. T-Code V/34
Select or create your output type (LD00) and double click. You can take any output type
or create your own from the initial.

On double click output type, following tabs will appear whose entries are explain in
detail below.
General Data
Default Values
Time
Storage System
Print
Mail
Sort Order

General Tab: Select your access sequence as mentioned below image which means
search criteria by which you want to select output type.(for example Delivery/Bill/SO
Type or Customer Dependent or Sales Area whatever you want)
This is output type for email, so There is not required to enter any program in general
tab.

In Default Value tab you need to maintain following specification.

Dispatch time: Immediately on saving transaction, periodically etc., here we are


maintaining Immediately on saving transaction.

Transmission medium: This should be 5 i.e. External Send.


Partner Function is BP.
Communication Strategy is WEBM (Send External Email).
Time: Here you can schedule your timing.
Currently no entry is required to enter in this process.

Storage System:
Storage Mode: 1 Print Only
Document Type: SDOINVOICE

Print: Print param. Is 1 Sales Organization.


MAIL: (Important one)
We are configuring Mail process so this step is important.
Priority: 1
Program: SAPLV61B
FORM Routine: TEXT_SYMBOL_REPLACE

Sort Order.
Currently in this basic process this entry is not required.
1.4. select Mail Title and Text and maintain language of output form and document Title
Here we maintain the body of email. Enter email body as you want.

Just click single back to get tab for entering body of email.

PROCESSING ROUTINE. Important one.


For any type of output like email, print or any other, this step is mandatory to be
entered.

Program: Here we will enter a program of smart form.


Currently we are entering the standard smart form program i.e. RLB_INVOICE.
• For any other program, to call smart form there can be need of ABAPer to make
amendment in program.

Form Routine: Form Routine must be ‘ENTRY’.


Form: this will be empty.
PDF/Smartform Form: Here you will enter your customized smartform which need to
sent in email attachment.
Currently we will enter standard smart form i.e. LB_BIL_INVOICE

Form Type: 1 Smart Form.

Partner Function: This will be fixed as follows.


Medium: 5 External Send.
Function: BP.

Here is our configuration process is ended.


Following are the transaction activity will be performed by user.

After Saving All these maintain your condition record at VV31(list of t-code for creating
condition record will be as follows.)
VV11 for Sales Order
VV21 for Delivery
VV31 for Billing document.
Save Condition Record.

Enter Email Id in Customer Master whose invoice is required to email.

XD02 – General Data.


Multiple emails can also be entered for one customer.

Table for Email id is ADR6.


Save the entries.

Call transaction VF02 and check all entries in Goto -> Header -> Output.
Save the Invoice and check your email status at t-code SOST.

There is also a table to see detail of output with status. NAST.


Email have been received on invoice saving on auto basis with invoice attachment.

BASIS Setting: Basis Settings can be catered in t-code SCOT.

3 more findings need to be covered.


1. Email Body, Title etc. is not getting in email as per output type.
2. Multiple Sender is not catered from customer master. Email is sent to only one
recipient.
3. Sender ID. How can we change sender ID i.e. fixed.

Another process from Google

Hello all,

I would like to setup automatic sending of invoices via mail to external customers out of
SAP. I have already read many threads here about that and I did the recommended
customizing steps, but it is still not working.
I would like to provide the steps I did, maybe someone can help me what I missed or did
wrong:
1. Email out of SAP is working in general, I can send emails to external addresses out of
the business working place.
When I go to SCOT, there is a node "INT", that has a subnode "SMTP". When I do a
double click on SMTP, the SMTP connection data are correct. For supported address
types, we have selected "Internet" and set the output format for SAPscript to "PDF".
2. I've created a new output type ZFAK in v/40 (Application V3).
The access sequence is "0004" - Sales Organization/Customer.
Transmission medium is "external send", Partner function is "BP".
As processing routines, I have the Program RLB_INVOICE (RVADIN01), Form routing is
ENTRY, and for the Form, I just use the form we also use for printing invoices out.

3. As communication type, I've create a type with the communication method INT.

4. In VV32, I've setup a new condition type for the "Bill to Party" with Medium 5 and
Date/Time: 4.

5. I've maintained the email address for the affected customer in VD02

6. Now I go to VF02 and add the new output type ZFAK. Then I go to "Billing document" -
"Issue" and select the new output type and hit the PRINT button.

Now, all I get is a message: "Output could not be issued"

Can someone please help me?

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