Invoice Collaboration - Emailing Invoice in PDF

[Former Member]

Hi, Experts!

This is to re-post on a new thread my query on emailing an invoice in PDF format.

Would you please provide me guidance on how to publish an invoice in PDF format that will automatically be emailed to the users.

Hi, Achint!

I hope you could re-post here your suggestions for others to see. I assume what you have laid down are quite accurate and really helpful. Thank you so much for sharing your knowledge! Positive ripples to your career!

Best Regards,

Petot

[Former Member · Accepted solution]

Achint Bhatnagar

Just to understand further..

As part of the architecture would you be sending this as an xml back to the R/3 system as well?

or not..

Best Regards

Achint

Hi, Achint!

Yes. The invoice in PDF format will be emailed to the user, in addition to the standard of being posted in SNC and sent to ECC. What are the objects/tables/profiles to be configured?

Also, I'm of a functional role but I had a bit of a technical background in the past (SQL scripting) so I'm keen to know how the back end works for SNC Web UI. if you could recommend references, please do. I appreciate your prompt reply.

Thank you so much!

Petot

Hi Petot,

Thanks for the response.. That makes the work so much easier..

The objective is that there should be a pdf and it should be emailed. The pdf can be made.. in SNC.. via smartforms.. the challenge is how do you send it via standard SAP.

What I would suggest is to do it a little differently..

Let it go to ECC and post there as an invoice. Using standard email functionality via msg output of document, send the document as pdf in email.

PDF is standard document UNLESS you customize it per org requirement.. msg output is standard. email is also standard.

If on the other hand you want to make it complex <chuckles> and want to do it from SNC itself <grin>.. then it becomes more complex / non standard.

You will have to create the relevant smart form / pdf doc for it.

Configuration via SPRO possible.. so you can use / configure the document to be used for the invoice there. Ideally the user will log in and download the invoice.

In case you want it to be sent automatically, you will have to modify the logic of the publish button in the invoice collab. When the button is pressed it will trigger a secondary logic that will trigger an email. The smart form can be picked and sent.. Problem is that email process for alerts is very different than what is required.. You will have to build the functionality to send smartform via email.

Might be an easier option to just send an alert when the invoice is created (standard SNC). the user can click on the link (which he receives via email) to enter SNC and downloads the invoice.

Best Regards

Achint

Hi, Achint.

Thank you for the prompt response. So, if I understand it correctly, this requirement is feasible provided that we maximize the standard features in ECC and SNC combined. However, doing it in SNC alone will require customization and we do not like that.

Hi Petot,

For invoice collab.. you will need to look into the basic setting in SNC tab. the invoice collab only consists of taxation related info..

Look for print settings.. you should get the config there for the smartform..

for smart form config.. i would suggest get in touch with a abaper who has experience in smartforms..

Thanks, Achint!

Found it. Unfortunately, invoice is not listed in the documents that could be printed in PDF format.

Hi Petot,

Wrong location.. you are looking at BAdIs. You need to look at Basic Settings -> Printing. (rightnon the top).. also look at the Master Data settings.. that is also useful..

Hi Achint

You are right! Thanks!

[Former Member · Accepted solution]

Hi, Achint.

I hope all is well with you. Can we discuss further each of the options, as all of your suggestions make total sense. I have structured them this way:

A.      Standard – ECC

1. Let it go to ECC and post there as an invoice.
2. Using standard email functionality via msg output of document, send the document as pdf in email.

B.      Custom -- In case you want it to be sent automatically, you will have to modify the logic of the publish button in the invoice collab.

1. When the button is pressed it will trigger a secondary logic that will trigger an email.
2. The smart form can be picked and sent.. Problem is that email process for alerts is very different than what is required..
3. You will have to build the functionality to send smartform via email.

C.      Standard – SNC

1. Might be an easier option to just send an alert when the invoice is created (standard SNC).
2. The user can click on the link (which he receives via email) to enter SNC and downloads the invoice.

Basically, our team can try each these approaches and afterwards evaluate which option best meets the business need.

In order for us to do that, could you please help us configure the system for simulation?

Let's start with Option A (Standard - ECC):

(1) Can we limit the scope to the invoices coming from SNC ONLY? Because we believe ECC receives invoices from different systems.

(2) If User XYZ created the invoice, what needs to be maintained so that only User XYZ will receive the email?

(3) Please advise on the steps to configure the email functionality in ECC. I tried to check for "email" in SPRO but was misled to Payroll. Is this under Cross-Application Components?

Hope to hear your feedback. Thank you so much!

[Former Member · Accepted solution]

Hi Precious,

The questions you are asking are basic standard procurement questions.

1) You can control output types in MN06 in ECC based on LOT of different combinations. Ask your MM chap to help you with that.

2) for the email functionality, the email address is maintained in the vendor info (vendor MD). it is triggered via sost.  you should get a lot of help on SCN on how to send email from ECC. challenge will be to send to the chap who created the invoice. you probably cant control that via standard. you will have to check exists for that..

3) same as point 2. This is typically with the MM chap. Ask that person to search on SCN. I have seen it there long back.. it exists there.

BR

Achint

[Former Member · Accepted solution]

Hi, Achint.

These are pretty helpful notes, thanks! I have already consulted with our MM Team and it appears I also need to seek advice from the FICO team. So I have my plan of action for this option already.

Meanwhile, I wish to know if implementing the second option will entail customization only in creating the second trigger. Are the rest of the steps standard? This will help weigh the likelihood of exploring this option provided that we have an ABAPer in the team. Would appreciate your inputs. Thank you!