cancel
Showing results for 
Search instead for 
Did you mean: 

E-mail Functionality in Customer Master Data

former_member71163
Participant
0 Kudos
2,836

Dear All,

I need a clarification on the E-mail functionality used in SAP.

We have Email fields available in Address tab and Contact person tab, in which scenario these fields to be used. For ex: Today my client is maintaining multiple mail ids in Address tab by giving serial nos when we asked them to move it to contact tab they raise a question why it needs to be changed because in Address tab they are maintaining multiple ids with different notes(order,invoice etc) and program identifies the mail id with the notes.

Any recommendation Standard SAP suggests to use only the contact mail ids - PLease share your thoughts

Thanks in Advance

Saravana

Accepted Solutions (0)

Answers (4)

Answers (4)

Jelena
Active Contributor
0 Kudos

You can easily search SCN and SAP notes to find that in case when output needs to be distributed to multiple emails the Contact Person functionality is the way to go. However, if "the client" is happy with whatever they have, there might not be a reason to rock the boat right now because in just a few years they might be facing the decision on moving to S/4HANA or another ERP. And they might have to make changes at that point anyway.

As I've heard, there will be some changes in the output functionality in S/4HANA (well, there better be because what we have right now is so 1999). Also there are some enhancements possible even in ECC 6.0, see the SD customer connection project: POST data

Former Member
0 Kudos

Hi Saravana,

As you aware that we have Email fields in Address Tab and Contact person Tab. Normally, The customer is a company, we will maintain company email id in Address tab and the concerned department heads' email ids' in Contact person tab.

For example, If the company has various departments like Finance, Marketing, HR, Procurement, Etc. We will maintain that specific department's contact person and his email id in Contact person tab.

Using scenarios with Email.


1. For Correspondence and Dunning purpose. ( We will intimate the customer and their balances as per Dunning procedures and Dunning Levels.

2. If there any Z program related to above points we will use Company Email to send the reports as well as the particular Contact person's Email ids.

3. If you have created any workflow which regarding to Review and Approval / Rejection, we will use that contact persons' email id.

Hope this will clarify you.

Thanks.

p391977
Contributor
0 Kudos

Both are used for sending mail to the concerned person

If you maintain the e-mail ID at the address tab, mail will be sent to the same by using some third party software.

If you maintain the e-mail ID at the contact person tab, mail will be sent to that particular mail ID.


Regards,


Radheshyam.

former_member71163
Participant
0 Kudos

Radheshyam,

Sorry I couldn't understand - Can you elaborate more?

p391977
Contributor
0 Kudos

Dear Saravana,

Already explained by some other person.

0 Kudos

Saravana,

The email address in the 'Contact Person' tab is to record the details of various contact persons in the customer organisation, and their specific department, division, personal details like date of birth, gender etc. and their contact details like phone number, email ID etc.

The email address in the Address tab is to be used when the email ID is a generic one that the customer organisation uses.  For example, the procurement department might have an email ID like procurement@ABC.com.  This email is ideally to be maintained in the Address tab, not in the Contact Person tab. 

So, in my view, your client is using it in the correct way as it is designed to use.

Cheers,

Sankar

former_member71163
Participant
0 Kudos

Thanks Sankar for your input.

Today Client is sending multiple email from Address tab by maintaining some texts and those are been hardcoded in the programs, which is the not the standard way, so when such scenario comes to maintain multiple ids then having them in the contact tab wouldn't be a right or standard approach because by doing so we will direct the program to pick the email id for one particular function(ex:sales rep,Billing) of the contact person instead of using some hard coded value to differentiate between 2 email ids.


Share your thoughts

Thanks,

Saravana

0 Kudos

// Today Client is sending multiple email from Address tab by maintaining some texts and those are been hardcoded in the programs...// - I have seen my clients using this approach and it works well.  So, I do not see an issue in using Address tab email ID with Notes. 

Hardcoding in the program is not recommended.  Instead, the suggestion would be to use STVARV variables, keeping in mind the business changes that might pop up in the future, during which the program need not be touched if STVARV variables are used. 

Cheers,

Sankar