Sending Customer Invoices by Email

[Former Member]

Hi,

I would like to Configure this functionality where instead of printing reports they are sent out by email to the customers. I am a Basis consultant and i have configured in the SAP system so that SMTP is working and we can send external email from withing SAP.

Can anyone please assist with the configuration that needs to be done from the Sales and Distribution side.

Thank you for your assistance

[Former Member]

Hi,

Can you check whether the medium "External send" was maintained or not for you output type by using the T-code "NACE".

Give the T-Code NACE and select the application "V3" if it is for invoice and give the output type which you maintained then select it and click on "processing routines" there you can find whether you maintain the medium "external send" or not.

Regards,

Mallesh

[Former Member]

Hi,

Sending a billing document by e-mail

First, your SAP system must be configure by the basis people in order for you to send an external mail. T.code: SCOT

Whether it can send pdf or other file format will depends on the Mail Server you are using.

The basis people must also maintain the conversion parameters so that SAP knows how to convert the billing documents to be send as a pdf file or other desired format specified by your company.

Finally, you have define the IMG in Maintain Output Determination for Billing Documents (Output type MAIL) in T.code: NACE.

Regards,

Anbu

[Former Member]

Hi,

Please check whether u have maintained correct email id in customer master data.

And also check the condition reocrds and respose time properly

Regards

Sankar

[Former Member]

i have already configured the output types and all. Now when i issue out the output from the front end it says output issued successfully but the mail is not delivering to the test email address.

[reazuddin_md]

For Sales order output-

create condition records-

VV11.

enter the output type-

eg:BA00

enter

now fill the data

sales doc type - partner function - medium - date/time (should be 4 ) - language

save the record.

create sales order- n check

[Former Member]

Hi Trevor,

Output Determination

Output is a form of media from a business to one of its business partners. The possible media forms are printouts, faxes, telexes, e-mails, and EDI. The output can be sent to any of the partners defined in the document. Outputs are usually in the form of order confirmations, delivery notes, invoices, and shipping notifications.

OutputOutputBasic fncsSDIMG determination

An output type is simply a type of output and it contains all the control features for the output. For ex, it defines the kind of output, which business transaction it applies to, which business partner receives the output, how the output is sent (the media), and the print program and SAP Script layout to use in formatting the output.

Output determination can be maintained as originating from the customer master record or as originating by using the condition technique.

Output proposal from the customer master record

Output proposal from theOutput determinationOutputBasic fncsSDIMG customer master record, Define output

In this option one creates output types, such as BA00 (order confirmation). After creating the output type, one assigns the output type to an output procedure, such as DB0001. After the assignment of the output types to the procedure, the output procedure is then assigned to the customer account group. This is a simple procedure and results in the output that is placed on the customer master record being copied into the sales document.

OUTPUT DETERMINATION:

Output is a form of media from business to one of its business partners. The output can be sent to any of the partners defined in the document. Outputs are usually in the form of Order Confirmations, Freight List, Delivery Notes, Invoices & Shipping Notifications. Determining form of output is output determination

Types of Output: Print Output, Fax, Telex, E-Mail & EDI (Electronic Data Interchange)

PRINT OUTPUT:

SPRO- IMG- Basic Functions- Output Control- Output Determination- Output Det using Cond Tech- Output Det for Sales Documents & output det for billing documents.

Create Condition Table: select the field Sales Doc Type from field catalog & Save

Maintain Access Sequence: 4-digits code & description. Assign condition table to access sequence. Select Accesses line item and Go To Fields. Fields will display the fields we have selected in the condition table i.e. sales doc type.

Maintain Output Types:

AF00: Inquiry

AN00: Quotation

BA00: Order Confirmation

LD00: Delivery

Select BA00 & Copy & Rename. Give the same 4-digit code as given to acc seq.

You Can Maintain:

Languages of Output

Partners (to whom we want to send output)

Print Program- print specification

Sap Script- layout

Assign Output Types to Partner Functions: go to new entries & assign your output type to partner functions.

Maintain Output Determination Procedure: V10000 (Standard Procedure). Go to new entries & create your own 6-digit code with descp. Select the procedure & go to Control Data. Here mention the output type i.e. cond type & leave requirement and manual only columns as blank.

Determination Rule: link the 6-digit procedure code to doc types.

Create Condition Records: VV11. Select document type and click on Communication. Mention partner function, medium, time. Output device: LP01, Spool request Name: SD_003, Suffix 2: order_confir & flag on print immediately.

Once you press enter you will come across 2 key combinations:

Sales organisation/ Customer Number: fill SO, Customer No, Partner Function Abbreviation, Partner to whom the output should be sent, time, medium, language. {It contains: Sales Orgn, Customer, Partner Function (The abbreviated form of the name that identifies the Partner) (During output determination, the system determines the recipient of the output from the master record for the specified partner function. In this field, you can explicitly specify a recipient that will override the standard partner. There must also be a master record for the partner that is specified explicitly.), Medium, Time & Language.}

Order Type: Document Type, Partner Function (abbreviation), Partner, Medium, Time & Language.

U cannot have ouput at Billing item level ..u can only have at header level.

u can maintain output at sales document header and item level as well as the delivery document header and item level.

Go to Spro>>>SD> Basic functions>> output control>>

1) maintain output determination for sales docuemnt

2) maintain output determination for billing documents

To maintain output at delivery header and itemlevel:

SPRO>> Logistic execution>>shipping>>basic shipping functions>>>output control>> output determination for outbound deliveries.

Create condition tables and assign to to relevant access sequence.

assign access sequence to output types.

assign output types in relevant outpur procedure.s

assign output procesdure to rlevant document types and item categories.

VV11- To create output condition records for sales order

VV21- To craete output condition records for shipping

VV31- to create output condition records for billing.

Please alsoMaintain the Email id in Customer Master Record –XD01 / XD02

Please Reward If Really Helpful,

Thanks and Reagards,

Sateesh.Kandula