How to Send Automated GR Email Notifications to Bu...

Leelamohan

In many organisations, the buyer or procurement team must be notified when a goods receipt (GR) is posted for a Purchase Order (PO). This ensures prompt actions such as invoice verification, quality checks, or inventory updates. SAP provides a standard functionality that uses output determination to automate notifications via system-generated messages.

In this blog, we will walk through the steps to configure an automatic GR message notification to the buyer's inbox (SAP Business Workplace) when a goods receipt is posted in a specific plant and storage location.

🏢 Business Scenario

Imagine a manufacturing company that receives raw materials at multiple plants. The procurement team responsible for Plant 1000 and Storage Location 1004 wants to be alerted as soon as goods are received at this location so they can initiate inspection and payment processes quickly.

To automate this, we can configure a GR Message output type (MLGR) that triggers a system mail to the buyer whenever a GR is posted at that specific plant/storage location.

Step 1: Create Condition Table

Path: SPRO → Materials Management → Inventory Management and Physical Inventory → Output Determination → Maintain Condition Tables → Output: Create Conditions Table

Create a new condition table (e.g., 914) that includes key fields such as Plant and Storage Location.

Step 2: Maintain Access Sequence

Path: SPRO → Materials Management → Inventory Management and Physical Inventory → Output Determination → Maintain Access Sequences

Assign the newly created condition table (914) to access sequence 0002 (used for GR emails).

Step 3: Maintain Output Type

Path: SPRO → Materials Management → Inventory Management and Physical Inventory → Output Determination → Maintain Output Types

Use or customise the MLGR output type.
Navigate to Mail title and Texts to define the subject and message body for the GR message.

Navigate to mail title and texts

Step 4: Maintain Output Determination Procedure

Path: SPRO → Materials Management → Inventory Management and Physical Inventory → Output Determination → Maintain Output Determination Procedures

Ensure Requirement 171 is assigned (this requirement is specific to GR email functionality)

Step 5: Maintain Condition Record (Transaction: MN21)

Enter the condition type MLGR.
Provide plant and storage location values.
On the Communication tab, enter the SAP user ID of the buyer.
Select Express Mail if instant pop-up notification is required.

Note: You may get a pop-up assigning a dummy recipient—click Yes to proceed, when clicked on Communication.

Step 6: Create Purchase Order (Transaction: ME21N)

In the PO Header, navigate to the Delivery/Invoice tab.
Ensure the checkbox GR Message is selected.

Step 7: Perform Goods Receipt (Transaction: MIGO)

Post the GR using MIGO for the PO.
Make sure the storage location matches the one configured in the condition record.

Step 8: Check Buyer Inbox (Transaction: SBWP)

Go to SBWP (SAP Business Workplace).
The buyer should see a new message containing the GR details.

Since Note was maintained in step 5, it will appear here.

Step 9: Option: Review via SOST (Mail Log)

Execute transaction SOST to check the email/message log.
Click on Choose to view the actual message content sent to the buyer.

If you found this guide helpful, don’t miss my other SAP MM blogs covering real-world automation, configuration tips, and best practices for procurement and inventory management.

Click to view other SAP MM Blogs - SAP Community

Regards,

Leelamohan Mannem