PO through email

Question

Hello gurus,
I'm having trouble with e-mail setup for PO,s. i don't what partner roles need to be maintain, i don't know what requirement need to be maintain in schema. i really need help from expert. please help me out so i can set this up.
Thanks in advance.
iqbal

Answer 1

Hi,
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 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
2.  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
       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.
3.  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&'