How to Transmit SAP Purchase Order to Vendor via E-Mail

SAP has provided several methods to transmit the PO to vendor. This How to Guide will explain the Steps necessary to configure the system to transmit the PO to vendor via E-Mail as an attachment (External Send).

Step 1: First we need to configure the SAPConnect to send Email (SMTP). You may have to get your Basis Administrator to do it. T-Code: SCOT -> Select "SMTP" Node under "INT" -> Click "Change".

Enter a Description Maintain the "Maximum waiting time for repeat send attempt" eg. 5 Min Tick "Node in Use" Enter the Mail Host and Mail Port. Mail host is your SMTP Server and Mail port is 25. Tick "Internet" under "Supported Address Type" and Click "Set"

Under Address Area enter "*" Select "PDF" Output formats for SAPScripts/Smartforms Select OK.

Go to "Settings" ->" Default Domain" from "SCOT" Main Screen.

Maintain your Mail Domain as Default Domain. eg "example.com"

Step 2 : Communication strategy needs to be maintained in the Customizing that supports the e-mail,
without a suitable communication strategy it is not possible to communicate with a partner via Medium 5 (external sending). SPRO -> IMG -> SAP NetWeaver -> Application Server -> Basic Services -> Message Control -> Define Communication Strategy SAP Standard Provide Communication Strategy "CS01" by default.

Step 3 : Next step is to assign the Form and Processing routine to PO Output Type. SPRO -> IMG -> Material Management -> Purchasing -> Messages -> Forms (Layout Sets) for Messages

Output Type - NEU Medium - 5 (External Send) Program - SAPFM06P Form Routine - ENTRY_NEU Form - MEDRUCK

Step 4 : The replacement routine should be maintained in the Customizing for the output type in the detail screen on the 'General data' tab under 'Replacement of text symbols'. SPRO -> IMG -> Materials Management -> Purchasing -> Messages -> Output Control -> Message Types -> Define Message Types for Purchase Order.

Select Output Type "NEU" then click "Details"

Maintain the Replacement of text Symbols Program and FORM routine. Program: SAPMM06E FORM routine: TEXT_SYMBOL_REPLACE Step 5: Finally we need to maintain the Necessary Master Data. You must maintain an e-mail address in the address in the vendor master under Address View. It is not possible to change the e-mail address of the vendor at the time of transaction entry; system only uses the e-mail address of the vendor that is maintained in the vendor master.

Also you need to maintain your email address in your own user Master data. This will be the sending email address. System -> User Profile -> Own Data

Enter your E-mail Address Maintain the Condition Record for message Determination. T-Code : MN04 Menu Path : SAP Easy Access Menu -> Logistics -> Master Data -> Messages -> Purchase Order -> Create

Select the Output type "NEU" and click "Key Combination"

Select a "Key Combination" you would like to use for message determination.

Since only "Document type" key Combination is selected. Document Type: Select a PO Document Type Partner Function: VN (Vendor) Medium: 5 (External Send) Dispatch Time: 4 (Send Immediately "When Saving the Application")

Select the Condition Record and Click "Communication".

Select the Communication Strategy which we created Step 2 (SAP Default "CS01" is used). Select Print Immediately Tick. "Cover Page Text" will be the E-Mail's Subject and Attachment description. Variables (Replacement Parameters) can be used in the Cover page text. The replacement parameters must be enclosed by &. To use the Replacement parameters Configuration explained in the Step 4 must have been completed. Example: You want the title to be like 'PO number: 450000001'. For this you have to enter "PO number &EKKO-EBELN&".

Step 6: Test the Flow. Create a Purchase Order

Release the Purchase Order

Once the Last Person in the Release Strategy release system Will automatically trigger the output.

Finally Go to T-Code SCOT and Execute "Start Send Process" (Can be Scheduled periodically)

Email Address Maintained in the Vendor Master should get an E-Mail.