Very often my users asks that a specific report has to be executed periodically and they want the results to be automatically delivered to their email.

I am going to show you how to do that using the SAP Distribution Lists. There are other ways, but here is one very straight and forward.

In this example I will schedule the MB5S report (List of GR/IR Balances) to run periodically and the results will be sent via email to the email address that I select. With the following steps, you can do that with nearly all reports.

Create Distribution Lists

• Go to SO23 and Click “Create”
• Click on Folder and then click the Match-Code

• Click on Create Folder:

• Enter Folder Name and Description. Complete the other attributes in this screen.

• Click Continue on the screen above and below:

• Type the Name and Description to the distribution list and select the folder (they don’t need to have the same name)

• Click on view: Distr. List content
• Enter all email recipients as below:

• Click button Save (this is not transportable, it has to be created in the client (PRD for example)

Create the Job

• Go to MB5S (or any other report you want to send the results via email to the user)
• Enter the selection criteria

• Create a Variant

• Select your variant
• Go to Menu -> Program -> Execute in Background

• Click “Continue”

 

• Click Date/Time
• Select a start date and time
• Select the checkbox “Periodic” and click on Periodic Values

• Define how often this job will run (that will define how often your user will get an email too)

• Once you have selected the period, click button SAVE and then SAVE again.

 

Assign Distribution List to the Job

• Go to SM37 and search for your Job

• Select your job and go to Menu -> Job -> Change

• Click Spool List Recipient
• Click on recipient and look for Distribution lists, pick the one that you created, hit enter and click Copy

• The Job will run in the date and time you have selected and once the job finishes the emails selected in the distribution list will get the results, example below:

That’s it. Easy and will work with any report that can be scheduled to run in background.

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