2217871 - How is the Sender E-Mail Address of a Sales Document Determined?

You would like to know how the sender e-mail address is determined of your output in a sales document.

SAP Business ByDesign

Service Request/Service Quote/Service Order follow the following order of sender email address determination:

1. If the email address of the Service and Support Team in maintained in the service document, then on sending the service request or service order form to the customer an e-mail will be sent with the sender email address as email address of the Service and Support Team.
2. In case, the email address of the Service and Support Team in not found, then the e-mail address of the Processor will be used.
3. If the email address for both the Service and Support Team and the Processor is not maintained, then email address of the Seller will be used as the sender email address.

Sales Quote/Sales Order/etc. follow the following order of sender email address determination:

1. If the email address of the Sales Unit in maintained in the sales document, then on sending the e.g. sales order form to the customer an e-mail will be sent with the sender email address as email address of the Sales Unit.
2. In case, the email address of the Sales Unit in not found, then the e-mail address of the Employee Responsible will be used.
3. If the email address for both the Sales Unit and the Employee Responsible is not maintained, then email address of the Seller will be used as the sender email address.

Customer Invoice follows the following order of sender email address determination:

1. If the email address of the Invoicing Unit (Bill From Party) in maintained in the sales document, then on sending the e.g. Customer Invoice form to the customer an e-mail will be sent with the sender email address as email address of the Invoicing Unit.
2. In case, the email address of the Invoicing Unit in not found, then the e-mail address of the Seller Party will be used.

If there is no document-specific sender address demined, the system will use the Default Sender Address maintained in the Fine-Tuning Activity E-Mail and Fax Settings in your Business Configuration.

It is possible to change the default system determination of the sender email address as follows:

1. Go to the Application and User Management work center.
2. Select the Output Channel Selection view.
3. Select the respective Sales Document in the Show Rules For filter e.g. Sales Order.
4. Edit an existing Output Channel rule or add a new Output Channel rule for the Output Channel E-Mail.
5. You can set up the Sender E-Mail Source and Sender E-Mail Address as per your requirement.

Please Note: Changes in Master Data e.g. Accounts or Org Units are not dynamically taken over in existing documents, follow up documents or documents that are copied. This means that if a document e.g. a Sales Order was created and the E-Mail Address in an Org Unit (e.g. the one used as a Sales Unit) is changed this change will not be taken over in the already existing Sales Order or any document that is created as a follow up of this Sales Order. You will have to change the data manually in the respective document.

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