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E-mail Functionality in Customer Master Data

Dear All,

I need a clarification on the E-mail functionality used in SAP.

We have Email fields available in Address tab and Contact person tab, in which scenario these fields to be used. For ex: Today my client is maintaining multiple mail ids in Address tab by giving serial nos when we asked them to move it to contact tab they raise a question why it needs to be changed because in Address tab they are maintaining multiple ids with different notes(order,invoice etc) and program identifies the mail id with the notes.

Any recommendation Standard SAP suggests to use only the contact mail ids - PLease share your thoughts

Thanks in Advance


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4 Answers

  • Posted on Aug 19, 2016 at 06:53 AM


    The email address in the 'Contact Person' tab is to record the details of various contact persons in the customer organisation, and their specific department, division, personal details like date of birth, gender etc. and their contact details like phone number, email ID etc.

    The email address in the Address tab is to be used when the email ID is a generic one that the customer organisation uses. For example, the procurement department might have an email ID like This email is ideally to be maintained in the Address tab, not in the Contact Person tab.

    So, in my view, your client is using it in the correct way as it is designed to use.



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    • // Today Client is sending multiple email from Address tab by maintaining some texts and those are been hardcoded in the programs...// - I have seen my clients using this approach and it works well. So, I do not see an issue in using Address tab email ID with Notes.

      Hardcoding in the program is not recommended. Instead, the suggestion would be to use STVARV variables, keeping in mind the business changes that might pop up in the future, during which the program need not be touched if STVARV variables are used.



  • Posted on Aug 19, 2016 at 07:13 AM

    Both are used for sending mail to the concerned person

    If you maintain the e-mail ID at the address tab, mail will be sent to the same by using some third party software.

    If you maintain the e-mail ID at the contact person tab, mail will be sent to that particular mail ID.



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  • author's profile photo Former Member
    Former Member
    Posted on Aug 19, 2016 at 07:30 AM

    Hi Saravana,

    As you aware that we have Email fields in Address Tab and Contact person Tab. Normally, The customer is a company, we will maintain company email id in Address tab and the concerned department heads' email ids' in Contact person tab.

    For example, If the company has various departments like Finance, Marketing, HR, Procurement, Etc. We will maintain that specific department's contact person and his email id in Contact person tab.

    Using scenarios with Email.

    1. For Correspondence and Dunning purpose. ( We will intimate the customer and their balances as per Dunning procedures and Dunning Levels.

    2. If there any Z program related to above points we will use Company Email to send the reports as well as the particular Contact person's Email ids.

    3. If you have created any workflow which regarding to Review and Approval / Rejection, we will use that contact persons' email id.

    Hope this will clarify you.


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  • Posted on Aug 23, 2016 at 09:38 PM

    You can easily search SCN and SAP notes to find that in case when output needs to be distributed to multiple emails the Contact Person functionality is the way to go. However, if "the client" is happy with whatever they have, there might not be a reason to rock the boat right now because in just a few years they might be facing the decision on moving to S/4HANA or another ERP. And they might have to make changes at that point anyway.

    As I've heard, there will be some changes in the output functionality in S/4HANA (well, there better be because what we have right now is so 1999). Also there are some enhancements possible even in ECC 6.0, see the SD customer connection project: POST data

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