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Purpose

The purpose of this document is to show how to configure the offline approval in SRM 5.0 and 7.0 on.

Overview

Approvers of shopping carts can process work items without logging on to the SAP Supplier Relationship Management (SAP SRM) system. The system can send work items by e-mail so that users can process them in their Microsoft Outlook mail client.

In SRM 5.0 the configuration and reports used are different  from the ones used on SRM 7.0x versions.

General Configuration of Offline approval ( used in all SRM versions)

Please check if the following customizing was maintained in order to have notifications sent out as an email:

  • Set the attribute FORWARD_WI for the requester at PPOMA_BBP transaction

 
 

  • Maintain email addresses of all users that are to use the offline approval function as the note 1710219 - Maintaining the email addresses for offline approval describes.
  • At transaction SU01 set the e-mail address for the system user WF-BATCH.

You can further refer to note 455140 - Configuration of e-mail, fax, paging/SMS via SMTP for help on configuring emails. 

Specific settings for SRM 5.0

Outbound processing

You need to run the send report RBBP_NOTIFICATION_OFFAPP. The selection screen of the report:

   

    • You can use the BADI BBP_OFFLINE_APP_BADI for outbound processing.

Inbound processing

  • Synchronous processing with CL_BBP_SMTP_INBOUND_OFFAPP via SAPconnect:

    • To activate the inbound processing, go to transaction SO50 and create an entry with the following data:
    • Communication Type: Internet Mail
    • Recipient Address: valid e-mail address to which the reply e-mails from approvers are to be delivered
    • Exit Name:  CL_BBP_SMTP_INBOUND_OFFAPP

        

    • The e-mail addresses of the sender of the response e-mail and the determined recipient are compared by default; this ensures that replies from third parties are discounted. The system only processes e-mails where the sender is identical. However, the processing parameters in inbound processing can be overridden by BAdI method INBOUND_PROCESS_PARAMS_GET
    • If the document is locked when the e-mail is received, or if immediate processing fails for any other reason, the response e-mail is forwarded to the SAP inbox of the user who is assigned to the specified address.
  • Asynchronous processing via receiving report RBBP_OFFLINE_EVAL

    • We recommend that you schedule this report periodically as a background job to ensure that all reply e-mails are processed.
    • Before the start, you can set the parameter CH_SNDER. This compares the e-mail address of the approver (in the system) and the sender address of the reply e-mail. If these are not identical, the work item is not processed in accordance with the decision in the reply e-mail.

Specific settings for SRM 7.0 on

  • The following roles must be given to the SAPconnect  and WF_BATCH user for offline approval: 
    • /SAPSRM/EMPLOYEE
    • /SAPSRM/OP_PURCHASER

Outbound processing

  • You need to run the send report /SAPSRM/OFFLINEAPPROVALSEND. The selection screen of the report:



    • It is possible to send emails with decision buttons or links. Read the following note about details:
      2172972 - Offline approval: Decision with the button is not working 

    • Please read the following note, which describes the cases if the substitute users will also receive emails:
      1721641 - No email sent in case of passive substitution

Inbound processing

  • You need SAPconnect for inbound processing.
  • Please check at SOIN transaction, menu Utilities -> MIME Settings and set "Always save" for incoming emails. If the MIME file is missing, inbound emails cannot be reprocessed for problem analysis ( this is the case if we need to resend the entry again to debug):

       

  • Synchronous processing with /SAPSRM/CL_OFFLINEAPP_INBOUND via SAPconnect:

    • To activate Synchronous inbound processing, go to transaction SO50 and create an entry with the following data:

      • Communication Type: Internet Mail

      • Recipient Address: valid e-mail address to which reply e-mails from approvers are to be delivered
      • Exit Name: /SAPSRM/CL_OFFLINEAPP_INBOUND



    • When the system receives a reply e-mail from an approver, the specified class (Exit Name entered in transaction SO50) is used for processing. The work item ID, status, and the decision of the approver are evaluated. The system only processes reply e-mails from a sender that is identical to the recipient of the corresponding notification e-mail. If the document is locked when the e-mail is received, or if immediate processing fails for any other reason, the reply e-mail is forwarded to the SAP Business Workplace inbox of the user who is assigned to the specified address.
  • Asynchronous processing with return report /SAPSRM/OFFLINEAPPROVALGET

    • We recommend that you schedule this report periodically as a background job when using  Asynchronous, the to ensure that all reply e-mails are processed.
    • Before the start, you can set the parameter CH_SNDER. This compares the e-mail address of the approver (in the system) and the sender address of the reply email. If these are not identical, the work item is not processed in accordance with the decision in the reply e-mail.

    • The processing parameters in inbound processing can be overridden using the BAdI Customer Enhancement of Offline Approval (BBP_OFFLINE_APP_BADI), method RECIPIENTS_GET CHK_SENDER_IND_SET.



  • From SRM 7.0 on,  if you use Synchronous processing you should not use at the same time the Asynchronous processing (schedule a background job) because this can cause inconsistencies

  • If there are problems with incoming email processing, please read the following note:
    2072703 - Incoming offline approval emails are not processed

  • If the inbound processing is not working, please check the following workaround, which is described in the following note:
    2045536 - Workaround: Offline approval inbound email processing is not working

Related Content

Related Documents

SAP Help - Offline Approval in SRM 4.0

SAP Help - Offline Approval in SRM 5.0

SAP Help - Offline Approval in SRM 7.0

BBP_OFFLINE_APP_BADI - Changing the standard offline approval process

Related SAP Notes/KBAs

SAP Note: 1479228 - /SAPSRM/OFFLINEAPPROVALSEND: No e-mail address for BP

SAP KBA: 1710219 - Maintaining the email addresses for offline approval

SAP KBA: 2045536 - Workaround: Offline approval inbound email processing is not working

SAP KBA: 2072703 - Incoming offline approval emails are not processed

SAP KBA: 1721641 - No email sent in case of passive substitution

SAP KBA: 2172972 - Offline approval: Decision with button is not working

SAP Note: 455140 - Configuration of e-mail, fax, paging or SMS using SMTP