vbpa-adrnr - change to email addresses affecting billing combination

[Former Member]

We have recently turned on the functionality to email an Order Confirmation from SAP. The Output that is generated reads the email address from the email field of the Sold-to Party on the sales order. We are not always maintaining this in the customer master, but instead at the time of order entry, while in the sales order, we go to>header>partners . . . then double click on the sold-to and then enter the email address and then generate the output by going to the order output screen. The problem we are having primarily with International shipments that require combined Commercial (Proforma) Invoices is that if we add the email this way or even if we do have it default from customer master, and change it, the VBPA ADRNR field says it is manual, where orders that don't require us sending an email will be from customer master. We can't combine . . . Is there another way to send an order confirmation by email without changing this? I know when we fax, we can go to the output screen and put in anything we want to and it will fax, and not change this field?

Help.

Thanks,

Diane

[Former Member]

A workaround is to have a partner function that can act as the email partner function. It can be a one time customer. So whenever you need to send an email, just manually put this partner fn. and a one time customer in the customer number. Put the email ID and trigger the output.

Now inthe invoice partner fn., dont keep this new partner fucntion in the invoice header. This way, you can combine invoices and send emails as well.

Hope this helps

[Former Member]

I am reopening, as the following was recommended,

Alternative from ABAP side:

use USEREXIT_SAVE_DOCUMENT and write code

If email in order is not equal to e mail in customer master.

Do not update manual field in table.

end if.

and we need more information regarding this suggestion.

It seems it would be a part of the order create, and would just need to look and compare the email field and no other . . . but need some clarification.

Or . . . is there another way to generate an email from SAP that doesn't change this field. I think I mentioned before, when we request a fax, from the output screen, you can put in any fax # you want and nothing changes. We can combine.

[ian_kehoe]

Hello Diane,

Yadav is correct. If you change the email address in the sales order then the address will always be considered a manual address. I think the best way to achieve this would be to maintain the email address in the customer master record (XD02). That way when you create a sales order the email address is already maintained. You do not need to maintain it in the order then ensuring that the address is not a manual address.

Usually when customers have issues with invoice splits they create custom data transport routines. Please see note 11162 point 5 for more on this. I am not sure that this approach will work for this issue though as if you set the address back to the ADRNR like the customer master then the email address would be lost.

Is there any reason why you cannot maintain the email address in the customer master?

Best regards,

Ian Kehoe

[Former Member]

HI

Is there another way to send an order confirmation by email without changing this?

The two ways you know are the only ways to trigger/send order confirmation to customer through e-mail i.e.

1) e-mail comes from customer master - Not recorded as manual

2) enter/change email in order->partners - always record as manual.

There is not third way around.

If you don't want to record the change as manual, better maintain e-mail address in customer master.

Alternative from ABAP side:

use USEREXIT_SAVE_DOCUMENT and write code

If email in order is not equal to e mail in customer master.

Do not update manual field in table.

end if.

[Former Member]

Hi Diane,

Ideally you should maintain email as required field for corresponding customer account group in configuration. This will ensure no customer can be saved with email field blank

Murali

[Former Member]

My developer is working on ABAP for the issue using the user exit suggested, but she is having trouble finding the table where the email address is stored on the sales order? Can you help?

A customer email address is stored on ADR6, so when we create a sales order, and enter a new email address, and save ADR6 changes to this email address . . We are trying to use the user exit suggested, but how do we compare . . . where is the change stored before the order is saved?

Edited by: Diane Thacker on Oct 22, 2009 7:58 PM