The timing of emailing purchase order from ByDesign

[former_member501121]

Dear SAP Community members,

Is there a way to send an approved purchase order to supplier and related parties manually (non-automatically) from ByDesign?

Our customer is wondering if they can trigger the emailing action for approved purchase orders at their own will because they do not prefer to send purchase orders instantly and automatically.

If auto-emailing is the only option, the customer will have to download the PO in PDF file and send it to the supplier from their email system, which is time consuming.

From my experience and what I read from help document, it seems that ByDesign sends purchase orders only automatically when output setting is configured in the supplier master once the newly created purchase order is approved, but I would like to double check on that with you.

Any inputs will be greatly appreciated.

Sincerely,

Yamato T.

[arunml · Accepted solution]

Hi Yamato,

Yes, you are correct.

For E-Mail in Purchase orders, there is no control to stop or hold the E-Mail notifications to the supplier because the activity happens soon after the output history got created. So automatically email notifications will go.

Best Regards,
Arun

[former_member501121 · Accepted solution]

Thank you!

[arunml]

Hello Yamato,

You can define output channels for purchase order. If you set the output channel as E-Mail, after the approval, system creates an entry in Output History and sends the purchase order to vendor through E-Mail automatically.

Instead you can define the output channel for purchase order as Printer. So when the output history got created, system sends the purchase order to your printer and not to your supplier directly.

You can define output channel in Supplier Master data -> Communication -> Collaboration -> Business Document Name - Purchase Order -> Here you can define the Output Channel as Printer. Going forward, if you create any purchase order for this supplier, system will send all orders to printer not automatically via E-Mail.

Another way to change the output channel is within the purchase order itself. You can go to Purchase Order document -> select You can Also -> Edit Output Settings for Create PO -> Output Details section - Send By -> Printer and you can define the Printer Settings.

Hope this is helpful.

Best Regards,

Arun

[former_member501121]

Hello Arun,

Thank you for the information. I guess the system always email PO automatically instead of manually when the email setting is set.

Printer setting is definitely an option for those suppliers who prefer to receive POs in paper or mail.

Sincerely,

Yamato T

[arunml]

Hello Yamato,

Yes, you are correct. If E-Mail is configured, system always sends the message automatically to supplier or recipients.

I appreciate, if you mark this thread as answered.

Best regards,
Arun