Output Management - Send Billing Document via email but print if Buyer-Party has no E-Mail

[SAPSupport]

I would like to set the output parameter determination so that (customer) billing documents are sent by email. If no email address is maintained for the Buyer-Party, the invoice should be printed. If an email address is maintained  for the Buyer-Party, no printing should take place.

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[SAPSupport · Accepted solution]

In S/4HANA Public Cloud, the system follows this hierarchy for email address determination:

1. Email recipient maintained directly in Output Parameter Determination (highest priority)
2. Default email address from the Buyer-Party business partner master data
3. Contact person email addresses 

To configure billing document output so that documents are emailed when a Buyer-Party email exists or printed when no email is maintained, you'll need to set up conditional channel determination in the Output Parameter Determination app.

1. Open the Output Parameter Determination app and select Billing Document from the "Show Rules for" dropdown
2. Navigate to the Channel determination step and create two rules with specific logic:
3. Rule 1 - Email Channel (Priority Rule):

• Output Type: BILLING_DOCUMENT
• Role: RE (Buyer-Party)
• Channel: EMAIL
• Exclusive Indicator: X (This prevents printing when email is available)

    4. Rule 2 - Print Channel:

• Output Type: BILLING_DOCUMENT
• Role: RE (Buyer-Party)
• Channel: PRINT
• Exclusive Indicator: - (Not exclusive)

     5. In the Email Recipient determination step :

• Output Type: BILLING_DOCUMENT
• Role: RE
• Email Type Code: TO
• Email Address: Select "Default Email Address" from expressions

To configure this:

1. Open the context menu for Email Address and choose Select Expressions
2. Set Application Name to OPD_APOC_SYSTEM
3. Set Expression Type to Constant
4. Choose Search and select Default Email Address

    6. In the Receiver determination step:

• Output Type: BILLING_DOCUMENT
• Receiver Role: RE (Buyer-Party)

You can use all these documents as reference: 

• Output Parameter Determination
• 3631820 - Send billing document emails to the recipient's email address maintained in the business partner master data in SAP S/4HANA Cloud public edition.
• Setting Up Output Management - 1LQ Set Up Guide
• How to Add Additional Email Recipients for Billing Documents by Using Custom Logic | SAP Help Portal

[TOKA · Accepted solution]

I have exactly the problem described and followed the configuration specified here. Nevertheless, for a business partner (Buyer-Party) for whom no email address is maintained, email is found as the channel in the Output Items of the invoice. I have tried the slightly different configurations in this community post [1]. So far, I have not found a working solution. [1] https://community.sap.com/t5/enterprise-resource-planning-q-a/dunning-per-mail-printing-only-if-ther...

[Izabellelopes]

Hi Toka, 

Could you let us know what is exactly the issue you are facing now? 

[TOKA]

Hello Izabellelopes, I understand the above description in that way that output channel is "email" if an email address is maintained for Payer Party (RE) and if no email address is maintained, the output channel is print. And that is what I need. However, it does not work. With the above settings, the output channel email is also found if no email address is maintained for RE, instead of print.

[ankae]

I'm facing the exact same challenge. If no standard e-mail address is maintained the determinatin of the channel Mail should be ignores (no result). So the print channel can kick in. On the other hand the print should not be found in case an Email output could be determined.