How To Fix VN363 - Error when creating mail data

SAP Error Message - Details

• Message type: E = Error

• Message class: VN - Nachrichtensteuerung

• Message number: 363

• Message text: Error when creating mail data

What causes this issue?

During the creation of the mail data, an error occured:
during condition record maintenance (creation of the TEMPLATE)
during output processing (creation of the MESSAGE object)

System Response

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

How to fix this error?

RESET N2
Delete the condition record and create it again.
Repeat or change the output.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message VN363 - Error when creating mail data ?

  SAP Error Message:
  
  VN363 - Error when creating mail data
  
  Cause:
  The error message VN363 typically occurs during the process of creating or sending mail data in SAP, often related to the Vendor Master or purchasing documents when the system tries to generate or send email notifications. The root causes can include:
  
  Incorrect or incomplete email address in the vendor master data or related business partner data.
  Missing or incorrect configuration in the SAPconnect (SCOT) settings.
  Issues with the communication method or medium setup for sending emails.
  Problems with the mail server connection or SMTP configuration.
  Missing or incorrect entries in the communication data (e.g., partner profiles, output types).
  Authorization issues preventing the creation or sending of mail data.
  
  
  Solution:
  To resolve the VN363 error, follow these steps:
  
  
  Check Vendor Master Data:
  
  Verify that the vendor’s email address is correctly maintained in the vendor master (transaction XK03 or FK03).
  Ensure the email address is in a valid format.
  
  
  
  Verify Communication Settings:
  
  Check the output type configuration related to the document or process triggering the mail.
  Use transaction SPRO to navigate to the output determination and ensure the communication medium is set to email.
  
  
  
  Check SAPconnect (SCOT) Configuration:
  
  Use transaction SCOT to verify the SMTP node configuration.
  Ensure the mail server settings (SMTP server, port, user credentials) are correct.
  Check if the mail queue is processing correctly and there are no stuck emails.
  
  
  
  Test Email Sending:
  
  Use transaction SOST to check the status of sent emails.
  Try sending a test email from SAP to verify the mail system is working.
  
  
  
  Check Partner Profiles and Output Types:
  
  Verify partner profiles (transaction WE20) if IDocs or ALE are involved.
  Check output types and their processing routines.
  
  
  
  Authorization Check:
  
  Ensure the user has the necessary authorizations to create and send mail data.
  
  
  
  Review Application Logs:
  
  Use transaction SLG1 to check application logs for more detailed error messages.
  
  
  
  
  Related Information:
  
  
  Transaction Codes:
  
  XK03 / FK03 – Display Vendor Master
  SCOT – SAPconnect Administration
  SOST – SAPoffice Send Requests
  SPRO – Customizing
  WE20 – Partner Profiles
  SLG1 – Application Log
  
  
  
  SAP Notes:
  
  Check SAP Notes related to email sending issues or vendor master communication errors.
  For example, SAP Note 1234567 (example) might address common mail sending errors.
  
  
  
  Documentation:
  
  SAP Help Portal sections on SAPconnect and output determination.
  Vendor master data maintenance guides.
  
  
  
  
  Summary:
  VN363 error arises due to issues in creating mail data, often caused by incorrect email addresses, misconfigured SAPconnect settings, or output determination problems. Verify vendor email data, check SAPconnect and output configurations, test email sending, and review logs to identify and fix the root cause.