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This is common requirement getting from client. I want to share this to all. I hope for freshers and users it is helpful;

Requirement : GR value and qty , IR value and qty and balances can be viewed on purchasing organization basis using the T Code: MB5S. User requirement is need results for this report automatically through mail to HOD every day.

Means every day for this report results need to send automatically mail with out executing manually.

The below are steps for achieving this requirement.

Step 1: create Distribution lists in SO23


Click on create button.

Enter name and title

click on f4 functionality in place of folder.


click on create folder


enter folder and name and click on enter


click on enter

click on Distr.list content tab


enter your mail id in place of recipient and Recip. type


Here three boxes is there , purpose of these is

1) Send Express :

If you select this field, this document is sent to the recipient as an express message. A dialog box then appears informing the user that an express document has been sent, allowing him/her to switch to the inbox.

2) Send Copy :

If you select this field, the user receives the document as a copy. This means the user receives the document for his/her information and does not need to take any action.

3) Send : blind copy :

If this field is selected, the recipient receives the document as a blind copy.



Step 2:  Execute Report with your requirement

T-code : MB5S

enter data in selection screen


Save as variant.



go to menu –> Program—>execute in back ground




click on date/time

select schedule start


and click on Period Values

Here you can select period values like hourly ,daily, weekly, monthly , other period means you can select job start  like every minitiues


Here i selected every 5 minutes i need  report results .

click on save.


Go to T- code SM37 :

enter Job name : * and execute


After five minutes you refresh the screen




It shows activity finished and it will show spool in the field of spool.

go to menu —> JOB —->chnage



click on spool list recipient



click on detail search


and enter and click on copy

click on F4 on recipient


and click on f5



You will get mail after five minutes with results of report.



Hope its helpful to all.

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  1. Former Member


    Thanks, very useful information…

    I have tried this for one of our customized (Z-report) report and is not working.

    Whether this will work only for standard SAP reports?



    1. Ravindra Devarapalli Post author

      First check whether back ground job is working for your customized report. If it is working in up to SM37 then it will work for mail triggering also.

      Check in SCOT, for object name INT, mail host and mail port is assigned currectly or not.

  2. Former Member

    Hi Ravindra,

    very good post for consultants to avoid development costs.

    If you know is there a way to rename the mail/attachement title?



  3. Former Member

    Very useful document.

    I am setting up same for my client, but unable to send same in excel format, can u please guide me how to send same in excel format.



  4. Former Member

    Thanks to this article, i know my question was not relate to this page, but ill take my chance on the last screenshot the report already send to your email, now my question was how did you group the report? is that layout in SQVI? hoping for your answer or if there’s any link let me it would a great help for me thanks

  5. Gaurav Solanki


    Its a great document and well defined by you.But I am facing a problem that mail is not going at external mail id while I followed same step as you mentioned.



    Gaurav Solanki

  6. Darren Heslin


    Hi there, this is a really clear guide so thank you. One question;

    Is there a way to adjust the file name of the file that is sent out? I would like to set up a different file name if possible that will be sent on an e-mail.


    Kind Regards



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