The Concept:-
Companies are required to have certificates that are issued by various entities like, government ministries. These certificates are typically valid for a limited period and must be renewed periodically. We can use the process in this section to create certificates for the company, to monitor the statuses of your certificates, and to trigger emails and notifications when certificates are approaching expiry or have expired.
Here we can track the details demo to reach the required result:-
1- Prerequisites Configuration :
Path: SPRO > Financial Accounting (New) > Financial Accounting Global Settings (New) > Global Parameters for Company Code > Country-specific Settings > Kuwait > Certificate Management
2- Create Certificate :
Path: SAP Easy Access screen, choose > Country-specific Functions, or transaction CRDETAIL.
Select a company code and certificate ID. In License/ Reference Number, enter the identifying number of the individual certificate and then specify the validity dates.
You can specify additional details related to a specific certificate. Specify the e-mail address of the user that is to be notified when the certificate reaches the notification period or it expires. Note that notifications are only sent for certificates that you have selected for notifications in Assign Certificates to Company Codes. In Status of Certificate, you can specify the status of the certificate as active, inactive, or expired using the dropdown list. You can also maintain additional information for the certificate in Registration City, Issued By, Description, and Remarks.
The Upload Attachments and Display Attachments pushbuttons allow you to manage attachments related to the certificate. For example, a scan of the original document.
3- Check Certificate Statuses Report :
Path: SAP Easy Access screen, choose > Country-specific Functions
Using this report will be very good to view all the certificates assigned to a company code. You can narrow the results by specifying a specific Certificate ID or range of certificate IDs. You can also run the report only for certificates with a specific Certificate Status.
The report displays all the details for a given certificate and groups the certificates as follows:
| Green | The certificate is active and within its validity period. |
| Yellow | The certificate is active but is within the notification period. |
| Red | The certificate is expired. |
| Brown | The certificate is inactive. |
| No color | The certificate is not yet active because the start of the validity period is in the future. |
4- Run background job to send notifications & Emails :
You can use the report to send notifications to a specified user that informs them when a certificate is approaching its expiry date or has expired. To use this functionality, you must schedule the report to run periodically as a background job. Notifications are only sent when the report is run as a background job. To schedule a background job, save a variant of the report and then access the transaction Schedule Background Job (SM36). Use the Job Wizard pushbutton to schedule the job. The technical name of this report is FIMENACRCHECK.
Note : E-mail functionality shuold be configured through SAPconnect.
After you have scheduled the report to run as a background job, notifications are sent to users in the following circumstances:
You have selected the Send Notification checkbox for the given certificate ID in the Customizing activity Assign Certificates to Company Codes.
The certificate is within the Notification Period you specified in Assign Certificates to Company Codes or the certificate is expired.
You have specified a user’s e-mail address when creating the certificate through Create Certificates.
A notification & Email is sent when the certificate reaches the notification period and then another notification & Email is sent when the certificate expires.
Congratulations, Process now Completed.
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