5 Steps to Automate Email Communication of Payment Advices

  • by Vishal S. Thakur
  • February 15, 2008
Use business transaction events in conjunction with SAPconnect to manage automated email communication initiated by various processes. See configuration steps and development during the automatic payment run (transaction code F110).
Key Concept
Business transaction events (BTE), also known as open FI interfaces, are more generic than enhancement project-based user exits and are of similar use to the end user. SAP predefines the events for these user exits and delivers sample function modules to assist users in developing their own code. Users then assign the customer function modules to the events in customizing.
A typical day in an organization’s Accounts Payable (AP) department includes a lot of inefficient activity. Whether it’s fielding vendors’ phone calls about unsettled payments, printing out payment advices in the SAP system and physically mailing them, or handling reprint or resend requests for payment advices, many of these actions consume employees’ time without adding any value to the organization.

The SAPconnect service, a remote function call (RFC) interface that enables connection between the SAP system and devices such as fax machines and printers, helps solve this problem. It can automatically send out emails based on the status of different processes to keep work flowing and communication operating correctly. I’ll start by explaining business transaction event (BTE) functionality, and then describe how some simple configuration steps and development with BTEs allow you to send payment advices through email during the payment run, which saves you both time and effort. I composed my example on a mySAP ERP 2004 system, but it works on R/3 4.6C systems with Support Package 21 and SAP ERP Central Component (ECC) 6.0 systems as well.

Overview of BTE Functionality

BTEs only work with payment methods using the Payment Medium Workbench (PMW). You execute the automatic payment run transaction for payment methods using PMW. The system automatically generates the payment advice for each vendor as a PDF and sends an email to the vendor email ID. I’ll use BTEs to provide:

Derivation of the vendor email ID. This isn’t always needed, but I’ll assume it is in my example. Primarily email IDs are stored in the vendor master, but sometimes these email IDs pertain to the sales group at the vendor. Because payment advices are meant for a different audience, you may have to derive them from a different place.

Vishal S. Thakur

Vishal S. Thakur has more than 10 years of experience in finance and accounting including management assurance services. He has served as a FI/CO configurator and solution architect in consulting firms for more than five years. He specialized in FI-G/L, AR, AP, AA, and EC-PCA. He has in-depth knowledge of Report Painter and ABAP Query reporting tools. He also has extensive experience working with SAP enhancements. For the past three years he has been serving as a FI/CO business analyst for TriQuint Semiconductor Inc. You may reach him via email at vthakur@tqs.com.

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