sap

Tue sday, August 27, 20 13

Correspondence Overview
Correspondence is required in many areas of external accounting. Many companies strive to automate
their correspondence activities.
Periodic correspondence is triggered by specifications made in the master record, such as invoices and
account statements. The interval (weekly, monthly, and so on) is specified in the customer/vendor
master record
The correspondence creation process comprises the following steps:

Step 1: Request the required correspondence. Here, the system initially only notes internally which
correspondence types are to be created.

Step 2: The requested correspondence types are printed. Typically, correspondence is printed
automatically with a particular frequency, for example, dunning letters, account statements, and so
on. In certain cases, it is possible to print certain correspondence types individually and on demand.
The print request is sent to the spool system.
Basic types of correspondence:
1. Collective request with a selection program (for example, periodic bank statement)
2. Manual individual request (for example, open items list, bank account statement, individual
correspondence)
3. Automatic individual request (for example, payment notice)
You can generate correspondence directly from many screens in the system (manual individual
request).

Document creation

Display/change line items

Balance display

Line item processing

Payment
A correspondence type represents a type of letter in the system. You have to create a correspondence
type for every type of letter you need.
Data from several different company codes can be combined in one letter. Select the Cross Company
checkbox in the correspondence type and assign the company codes to correspondence company codes
in the IMG.
A correspondence type can have several different form letters. The individual forms are distinguished
by their form ID. This ID is assigned to the selection variant to make sure that the right letter is
printed.

If you are using different types of correspondence depending on the reason code, select the According
to Reason Code checkbox.
The check and payment document are created in two separate steps. When the check is created, the
check number, bank information, and the check recipient are printed on both the payment document
and the open invoice.
With the automatic payment program: This program creates several payment documents and checks
automatically. This program is used to pay several vendors at once.
With Post and print forms: This function creates individual payment documents and checks. The user
manually selects the invoices for payment. You use this function to pay a specific vendor or invoice.
Post: Creates individual payment documents after the user has manually selected the invoices for
payment. As in the previous example, you use this function to pay a vendor or a specific invoice using
pre-printed checks that are filled out manually or with a typewriter.
If errors are made, users must decide whether to reprint or void the check, or whether to void and
reverse the check and the payment document.

There are three ways to pay an invoice in the SAP system:

Checks can be voided (you have to give reason) before the print run in the following cases:
Accidentally damaged
Stolen
Destroyed
Checks can be voided after the print run in the following cases:
Not required because a cash payment is made instead
Torn during printing
Used for a test print
In each case, you have to decide whether the payment document needs to be reversed. The system
allows you to:
Reverse the check
Reverse the check then reverse the payment document separately
Reverse the check and the payment document simultaneously
When you void a check, the payment document, original invoice, and check register are updated. When
you reverse a document, a new reversal document is created.
The Check Register is a dynamic report that provides the following information:
All checks
Outstanding checks
Checks paid
Voided checks
After notification that the check has been cashed is received, the RFEBCK00 program transfers the
check amount from the check clearing account to the cash account. At the same time, the cashing date
(date the check was cashed) is entered in the payment document, original invoice, and check register
Pre-closing activities that begin in the old month include: