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MailCenter FAQ – Questions and Answers

Frequently asked questions about MailCenter and e-mail

The MailCenter is an SAP add-on that can be used to send e-mails including attachments such as offers, order confirmations or invoices directly from SAP. This FAQ answers the most important questions about costs, implementation, formatting in the corporate design, SMTP connection, encryption and e-mail dispatch of SAP e-invoices.

At a glance

  • Area of application: E-mail dispatch of all common SAP documents (order, quotation, order, delivery note, invoice, SAP e-invoice)
  • Introduction: usually less than six weeks, in simple projects go-live within a week
  • Prerequisite: SMTP-enabled mail server, e.g. Microsoft Office 365 – no additional hardware required
  • Safety & Design: S/MIME encryption as well as e-mails in corporate design including mandatory information

Sending SAP documents by post incurs various costs that are often underestimated.

These include:

  • Postage (e.g. letter costs)
  • Workload (printing, inserting, franking)
  • Consumables (paper, envelopes, toner)
  • Equipment (e.g. printers or inserting machines)

According to studies, the cost per letter is around €3.90 (source: Deutsche Bank Research).

These costs can be significantly reduced by sending them digitally directly from SAP.

E-mails are a central part of a company’s external image. If they are not uniformly designed, it quickly comes across as unprofessional and can even have legal consequences if mandatory information is missing from the signature.

With SAP Mail, e-mails can:

  • create in corporate design
  • provided with logos, colors and signatures
  • design in such a way that mandatory legal information is fulfilled

This ensures a professional appearance, strengthens the brand and improves communication with customers and suppliers.

If you send emails automatically directly from SAP, you make many processes noticeably more efficient.

Advantages at a glance:

  • Fast sending of documents
  • Less manual effort
  • Better overview of communication
  • Easy integration without additional hardware

This streamlines workflows and noticeably increases productivity.

The introduction usually takes less than six weeks.

Typical procedure:

  • Analysis of requirements
  • Installation and configuration
  • Test phase
  • Training and go-live
  • Documentation

The standardized procedure makes implementation quick and uncomplicated. During the test phase and go-live, the project manager will be available to answer questions.

Yes, companies like Sortimo are successfully using SAP Mail. Sortimo develops and sells internationally tailor-made van racking systems for trade, trade and industry.

SAP Mail has been able to achieve the following improvements, among others:

  • Faster communication between employees and business partners
  • More efficient business processes
  • Better organization of correspondence

This example shows that SAP Mail offers measurable added value in practice. You can read the full success story on our website.

In many projects, the go-live takes place within a week.

The prerequisites for this are:

  • Clearly defined requirements
  • Structured project implementation

Thanks to the standardized implementation, a quick introduction is possible – companies benefit immediately from the solution.

SMTP (Simple Mail Transfer Protocol) is the standard protocol for sending emails.

In SAP, this means in concrete terms:

  • Emails can be sent directly from the system
  • a connection to mail servers such as Microsoft Office 365 is possible
  • no additional external tools are necessary

This makes sending e-mails from SAP simple, reliable and efficient.

Generic Object Services (GOS) are functions in SAP for managing documents and additional information about an SAP object.

This allows you to:

  • Add notes to toppings or master data
  • Attach documents directly to the object
  • Store links and information centrally

GOS improves the overview in the SAP system and facilitates daily work with pads and master data.

The Business Document Service (BDS) is a function in SAP for storing and managing documents.

The Business Document Navigator (BDN) forms the user interface through which these documents are displayed and edited.

Together, BDS and BDN ensure that documents can be stored in a structured way, easily found and conveniently managed.

There are two variants for images in email signatures:

Embed

  • The image is included directly in the email.
  • May cause problems with spam filters.

Link (recommended)

  • The image is stored on a server and is referenced in the email.
  • Better display and fewer problems with spam filters.

Recommendation: In most cases, images should be linked in signatures.

Yes, emails from SAP can be encrypted, for example with S/MIME.

Possible variants:

  • Direct encryption in the SAP system
  • Sending via secure mail servers

This protects sensitive data in business communication and significantly increases security when sending e-mails.