SAP Knowledge Base Article - Public

3152063 - Error in Purchase Order Approval:Enter an e-mail address in the output settings

Symptom

On approving a Purchase Order, error occurs:

-Enter an e-mail address in the output settings
-Save failed; refresh list to perform further actions

Even when you send the order back to revision and enter the e-mail address in the "in revision" purchase order and resend it, system still throws error while approval.

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to Managing My Area work center
  2. Select Approvals view
  3. Open the Purchase Order approval task
  4. Select approve
  5. Error occurs

Cause

This is a changed purchase order(PO) which means it was sent to supplier before and then new changes were done and resent.

In the meantime, some changes were done on the output settings on the PO or supplier master data or output channel which is not captured in changes log. Now when the approver tries to approve the task, the system tries to send the PO via e-mail, but it has no address to send it to. Hence the error in managing my area.

And even when PO is sent back for revision, it is treated as a new PO and the output settings within the PO here shows for a create PO (it shows you can also: "edit output settings for create PO" when PO is in revision), and not for a changed PO. So if you change the settings here in PO now, it's irrelevant as the output will be actually being sent via changed PO because it has already passed "Sent" Status once.

Resolution

Change the supplier's default output settings under collaboration tab to e-mail and set the receiver e-mail address under channel settings.

OR

Maintain a new contact for PO under the header level tab 'General'.This will be the main contact for the supplier. To create this, go to Business Partner Data -> New Contact, and maintain the relationship for the necessary supplier. Maintain an e-mail address here.

Note: It is always suggested to maintain e-mail address in supplier master data under collaboration tab so that output history is generated correctly when the output channel is set as e-mail for purchase order.

Keywords

Enter an e-mail address in the output settings, purchase order approval, output settings, approval error, edit output settings for create PO, edit output settings for changed PO, main contact, e-mail address missing , KBA , enter an e-mail address in the output , purchase order approval error , output settings , main contact , email address missing , edit output settings for create po , edit output settings for changed po , AP-POP-PO , Purchase Order , Problem

Product

SAP Business ByDesign all versions