SHV Energy Private Ltd Procedure for Sending Rental Invoice Through Email to Customer and Tracking Report

(Email)
This document explains the procedure to send Rental Invoices through E-mail in PDF document to customers (the E-mail IDs which are maintained in the customer master in Contact Person or Address tab). Once the E-mails are sent, a report can be generated to track the emails sent to customer. Existing Process of creating the Rental Contract and Invoicing by Finance Department shall continue. After generating the Rental Invoices for the month, FI Executive Informs CSSA for sending the Rental Invoices through E-mail. CSSA checks the Invoice Number through the report of ZSNR. This report can be run at Plant / Sales office level for relevant billing period (with an option to select Rental as shown below (Note: - Dont give the period more than one month)

With this report we shall be able to see all the Invoice numbers along with the Customer Number. After confirming the Invoice numbers we can send the E-mails with the Rental Invoices as an attachment to customers. Before sending the email, the following details as shown in the screens below have to be maintained properly. Customer Master - Email ID should be maintained in Contract Person Tab or Address Tab .

When the email is triggered to customer, system shall first check whether the email ID is in Contract Person address data or not and if it is not present then the System checks in Customer General Data Address. (Note: - The System is designed to handle only one E-mail ID. Sending the Email to both the IDs is not possible)

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Please see the below screens to understand the Senders E-Mail ID and the recipients Email IDs screens. Recipients Data Screens: Contract Person tab screen showing the screen where the E-mail ID is maintained in Contact Person Screen.

Customer General Data screen showing the screen where the E-mail ID is maintained in Customer General Data Screen.

Senders E-mail Screen: User ID The User who is responsible for sending the Rental Invoices has to take care of the following settings in SAP. (This is mandatory to display the ID when the Rental Invoices are sent to the Customers) Please make the settings in the screen shown below.

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You can check through the Path: System User Profile Own Data (Note:-If it is required to make any changes in your profile, please write an E-mail to SAP Basis team at Corporate Office)

With the above settings, you are ready to send the Rental Invoices (through E-mail) to the Customers.

Please follow the Steps for sending E-mail (Rental Invoices) to Customers
T- Code: ZVF31
The following screen will appear

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Maintain the above fields with the help of the following table. (Note: R/O/C; R = Required, O = Optional, C = Conditional) Field Name Output Type Transmission medium Sort order Processing mode Description Rental Invoice Email Output Type Message transmission medium R/O /C R R R R User Action and Values ZREM-Rental Invoice-EMAIL 5-External send 01-Billing document/Item/Output type 1 - First Processing (Ex- X Invoice if send first time then select 1) 2-Repeat Processing (Ex- X Invoice if send second time (Repeat) then select 2) We can give Invoice number, which are required to send email. (Note :- If Invoice is to be send second time then required to give Invoice number) Date Range required. (Note:Dont give more than one month) Give Plant code as require Give to Customer Code

Output from Billing Documents

Processing mode

Billing Document

Billing Document Number

Billing Date

Billing Date

Plant Sold-to party

Plant Customer Code

R O

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Click on

The following screen will appear

If you want to all Invoices to be sent then Click on than click on box to select the only a few Invoices.

or if you want to send some invoices

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Click on

, the following screen will appear

System shows the following message at the bottom of the SAP screen

Note: - If the email ID is not maintained in the Customer Master and if those customers Invoices are selected and executed, then system prompts an error message Error when sending the file 2. Invoices with the error prompts are not shown in tracking report as they are unsuccessful in sending E-mails.

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Please find the screen shot of an Error Invoice that is not sent.

The following screen and the fields depicts how the E-mail is recieved by the Customer
From System picks up the E-mail ID which is maintained in the SAP User ID who has executed the e-mail program. To System picks up the E-mail ID which is maintained in the Customer Master/Contact Person data and email is triggered to that ID. Subject System picks up the Invoice Number and date on which the Invoice is generated by Finance Person, which is sent to the Customer. Message System picks up the Invoice and converted it into a PDF format and attached as an attachment in the same mail. For any queries / clarification kindly contact System shows the E-mail ID which is maintained in User ID master. (Similar to From) Thanks & Regards - System shows the Name of the User, which is maintained in User ID master in Format field. (Please ensure that your User name is correctly defined in SAP User ID. In case of any issue get it resolved by writing a mail to Basis Team at Corporate Office)

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Attachment:

SHV-Lease Rental Invoice Format.PDF

Follow to Steps for Email Tracking Report

Transaction Code: ZMAILTRACK
The following screen will appear

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Maintain the above fields with the help of the following table. (Note: R/O/C; R = Required, O = Optional, C = Conditional) Field Name Application Output Type Sold-to party Plant Billing Date Description Application Rental Invoice Email Output Type Customer Code Plant Billing Date R/O /C R R O R R User Action and Values V3 - Sale Invoice Application ZREM-Rental Invoice-EMAIL If you want then give to Customer Code Give Plant code as require Date Range required.

Click on

, the following screen will appear

In this report through you can identify the succeeded Rental Invoices that have been sent through E-mail. This report can be executed at any point of time. Billing Doc. No of the Rental Invoice and the Billing Date. Date on which the E-mail sending program is executed. User ID who has executed the program. E-mail ID of the customer to which the Invoice is sent.

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