This Work Instruction explains how a Purchase Order form can be sent by email.

1. Master Data

Vendor Master:

The only master data required to send the PO form by email is the email address at the vendor master.

Go to transaction XK02, enter the vendor number and select General data –> Address. Maintained the E-Mail address in the Communication section.

Note that you can enter more than one email address, but the system will only sent the email to one of them. You can select which will be use as default thru button: “St..” (Standard Sender Address in this Communication Type).

2. Optional: SCOT – Sap Configuring Email SMTP

If you have some problem in STMS or sending the email, maybe you will have to maintain the SMTP configuration, even you are able to create and send message. It could happen that a form is sent and it is showed as successfully sent but again on checking entries in SCOT instead of see the item in completed we get entries in Error and the desired recipient does not get the message. On checking the status of message following error was
obtained: Internal error: SO_OBJECT_MIME_GET Exception: 2

To solve this issue, in the SCOT screen, use the menu path: Settings –> Default Domain –> Enter your company’s domain name here (i.e. your_company.com”).

 

3. Automatic email sending

Output Type determination:

To send an email automatically, a specific output type should be determined.

Go to transaction: MN04. 

Enter Output type: e.g.: NEU (or a custom Output type)

Select Option the Key Cmbination: e.g.: Purchasing Output Determination: Doc.Type/Purch.Org/Vendor

Enter the following data:

– Purchase Order Type: e.g.: NB

– Purchasing Organization: e.g.: ####

– Vendor: XXXXX

– Partner Function: VN 

– Partner: XXXXX

– Medium: 5 – External send

– Date/Time: 4 – Send Immediately

– Language: e.g.: EN

Finally, press Communication button and Enter:
– Comm.strategy = e.g.: CS01.

– Output Type = e.g.: LP01.

– Set Print Immediately.

Press Save.

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