Creating and Issuing Correspondence 

Purpose
You can create correspondence based on individual requests, such as account information, or
based on mass requests, such as invoice printing, dunning notices, or returns notifications.

Features
Correspondence is created and issued by means of the integrated use of the following
components:
        Correspondence Tool
        Print Workbench
        SAPscript
        Smart Forms
        PDF-based forms
The exact form of the correspondence creation and issue is dependent on the using application.
 

Correspondence 
Purpose
Correspondence is essential for the business processes of companies. Correspondence, which is
created daily in great numbers and sent to customers in the form of letters, faxes, and e-mails,
fulfills various communication purposes:
       Transfer of information
(for example, notification about changes to conditions)
       Documentation of business processes
(for example, notification about the creation of a standing order, confirmation of
termination, installment plan agreement)
The Correspondence application component supports you when creating periodic and event-
controlled correspondence. The main focus is on the creation of standardized mass
correspondence by the application.
Creation Types of Correspondence
Correspondence is created:
       Event-controlled if correspondence is required for a specific business transaction (for
example, confirmation of a change of address).
The system creates correspondence as a single run when it executes the respective
application program.
       Periodically if correspondence is required for business transactions that occur regularly (for
example, bank statement).
The system creates correspondence as a mass run when it periodically executes the
respective application program. Using the selection criteria of the program, you can define
which business objects are to be considered when you create correspondence (for
example, confirmations of execution for standing orders, invoices).

Integration
The system controls the creation and output of correspondence using the following application
components:
       Correspondence tool
The correspondence tool manages the process of correspondence creation using
correspondence requests.
       Print Workbench
The Print Workbench creates print programs and obtains and configures data. The Print
Workbench enables you to configure the layout of correspondence to meet your
requirements. You can send correspondence in different ways: as a letter, e-mail, fax, or
SMS. If you output correspondence as a flat file, you can process the data externally with
an output management system (OMS).
       SAPscript, Smart Forms, PDF-Based Forms
You can design the layout of correspondence and transfer data with SAPscript, Smart
Forms, and PDF-based forms.
The following sections explain the processes and functions of the correspondence tool in more
detail. For more information on the Print Workbench and SAPscript, Smart Forms, and PDF-
based forms, see the documentation on these components. To do this, see the documentation at
help.sap.com and then enter one of the following paths SAP NetWeaver ® Release xx ® SAP
NetWeaver ® Application Platform (SAP Web Application Server):
       Cross-Application Services ® Print Workbench
       Business Services ® Smart Forms/PDF-Based Forms/SAPscript (BC-SRV-SCR)
Creation of Standardized Correspondence

Constraints
The following functions are not part of correspondence creation and need to be performed in an
output management system:
       Automatic assignment of marketing material for a correspondence
       Grouping multiple correspondence to enable them to be sent together (for example,
sending a bank statement, a confirmation of a standing order, and a change to conditions
together)
 

Correspondence Tool 
Definition
The correspondence tool enables you to send correspondence relating to the following to your
business partner (correspondence recipient):
       Individual requests such as confirmation of standing orders (event-controlled
correspondence creation)
       Mass requests such as bank statements (periodic correspondence creation)
Correspondence Creation
Use
The correspondence tool is the technical framework for creating correspondence and enables
you to standardize your correspondence processes and create uniform correspondence and
results.
The correspondence is application-specific. The application groups correspondence according to
correspondence types that bundle joint attributes such as the recipient, recipient’s address, and
sender.
Correspondence-specific data (such as the recipient, recipient’s address, sender) and control
parameters are obtained in the same way for all correspondence types of an application.
Business data is obtained differently for each correspondence type. Generally, the system saves
only references to the business data. If the data itself needs to be saved directly in the tool, the
correspondence tool does this in a uniform way, but the contents are written in an abstract form
that the tool cannot interpret.

Structure
The correspondence tool manages the correspondence creation process using correspondence
containers. It has three functional areas for editing and managing correspondence containers.
...

      1.      Creation

of correspondence requests
The application documenting your business process using correspondence creates a
correspondence request. The recipient, the data, and control parameters of the
correspondence are determined here and saved for each recipient in a correspondence
container.
The application creates a correspondence container for each recipient from a
correspondence request during the creation of a correspondence request with the
correspondence tool.
The correspondence tool provides a large number of events to which the application can
adjust the preparation of data and control parameters for correspondence creation to your
business requirements. The events are created as Business Transaction Events (BTE) and
need to be defined by the application.
       2.      Output
of correspondence containers
To output the correspondence, the system selects the required correspondence container
and thereby the data and control parameters to create the correspondence.

We recommend that you output correspondence as soon as possible after creating

the correspondence request. If the period between creation and output is too large, data
that the correspondence is based on could change.
 

A customer receives confirmation for a standing order that has been reversed
(deleted) in the meantime.
 
During the output of correspondence containers with the correspondence tool, the
application selects the correspondence containers and triggers their output.
The correspondence tool provides an event to which the application can adjust the output
of the correspondence container to your business requirements. The event is created as a
Business Transaction Event (BTE) and needs to be defined by the application.
 
      3.      Service
functions of the correspondence tool
In addition to these two main functional areas of the correspondence tool, there are a
series of functions with which you can manage the correspondence container and that
make it easier to include the correspondence tool in the application.
 

Function Use
Correspondence History In the correspondence history, you can:
       Display correspondence requests and
get an overview of their processing
status
       Navigate to objects such as the
correspondence recipient (business
partner) and contracts
       Display documents from the optical
archive
       Output correspondence requests
       Delete (logical) correspondence requests
       View change documents that document
changes to correspondence requests
Optical Archiving of Documents You can store correspondence in an optical
archive and display archived correspondence in
the correspondence history from the optical
archive.
Archiving of Correspondence Requests To ease the load on your database, you can
archive correspondence requests.
 
Customizing System settings for the management of
correspondence types, correspondence
variants, correspondence roles, and control
parameters to create correspondence.
Events The correspondence tool provides a large
number of events to which the application can
adjust search helps to your business
requirements. The events are created as
Business Transaction Events (BTE) and need
to be defined by the application.
 
Correspondence Creation Processes

Correspondence Container 
Definition
The correspondence container is a buffer in which correspondence data and control parameters
for output are stored temporarily.

Use
The correspondence tool saves the correspondence data and control parameters in an abstract
form in a correspondence container. The correspondence container can include data from
different correspondence. When a correspondence is to be output, the system accesses the data
and control parameters saved in the correspondence container.
 
 Correspondence Type 
Definition
Correspondence types group correspondence of the same type and are assigned to an
application area.
Use
Correspondence types define which data can be stored in the correspondence container
for creating correspondence. The correspondence output run accesses this data. Bank
statements, dunning notices, and invoices are examples of correspondence types.
Structure
A correspondence type saves the following data:
       Application area
Each correspondence type is assigned to an application area.
       Application indicator of the application area
The application indicator is used to select the function modules of the Business
Transaction Events (BTE) that are specific to one correspondence type for the creation and
output of a correspondence.
In addition, the application indicator is used to select functions created by the application
as a definition of the events of the correspondence tool.
If no application indicator was specified, the application indicator of Contract Accounts
Receivable and Payable (FI-CA) is used.
       Event for creation and output
An event can be defined as:
      An event of the event concept in Contract Accounts Receivable and Payable
(FI-CA)
       A Business Transaction Event

       A Business Add-In

The application defines the creation and output event dependent on the event concept:
       Events for creation and output in Contract Accounts Receivable and Payable
       Business Transaction Events for creation and output
       Business Add-In (name of BAdI definition, BAdI method) for creation and
output
       Archive structure that defines the long archive ID for creating the online index
of the ArchiveLinks in the ArchiveLink Document Finder.
Correspondence types are delivered by SAP, predefined in the system, and cannot be
changed. In addition to the correspondence types delivered by SAP, you can define your
own installation-specific correspondence types.
You make the settings for the correspondence types in the SAP Customizing
Implementation Guide under Cross-Application Components ® General
Application Functions ® Correspondence ® Define Correspondence Types or in
the Customizing of the respective application component.
For information about the correspondence types an application makes available, see the
documentation of the application. For information on the application components that use
the correspondence tool and on the naming conventions for creating correspondence
types, see SAP Note 684657.
SAP delivers an example implementation with the correspondence tool with the
following correspondence types:
       9991 Test correspondence with BTE
       9992 Test correspondence with BAdI
The example is assigned to application area 0 Correspondence Tool (Test).
Integration
SAP delivers the events with a default implementation. The application calls up the
creation event directly when it creates correspondence requests. The correspondence tool
processes the output event when it outputs the correspondence container.
To implement your own correspondence types, set the following indicators when you
create correspondence requests with function module FKK_WRITE_CORR:
       Suppress company code determination
       Suppress recipient determination
       Suppress sender determination
 

Correspondence Role 
Use
Correspondence roles are used to assign additional control parameters that are required for
correspondence creation to a correspondence type. You can use correspondence roles to design
correspondence according to the role. You can also define the address type for the determination
of an address and an application form for layout and data preparation.

Features
You need to assign correspondence roles to recipients in the contract. Since the contract is part
of the respective application, you can find more information on including the correspondence role
and your control parameters in the documentation of the application.
The correspondence tool evaluates the control parameters defined to link the correspondence
type and correspondence role during the creation of correspondence requests. The
correspondence tool saves the address number determined (see address determination) and the
application forms determined in the correspondence container. The system transfers these
control parameters to the Print Workbench when it outputs correspondence.

Activities
To use correspondence roles, you have to carry out the following system settings:
...

      1.      Define the correspondence type.

To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® General Application Functions ® Correspondence ® Define
Correspondence Types.
      2.      Define the correspondence role.
To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® General Application Functions ® Correspondence ® Define
Correspondence Roles.
       3.      Configure the address type.
To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® SAP Business Partner ® Business Partner ® Basic Settings ® Address
Determination ® Define Address Types.
      4.      Link the correspondence role to the correspondence type and address type.
To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® General Application Functions ® Correspondence ® Configure Address
Determination.
      5.      Create the application form.
To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® General Application Functions ® Print Workbench ® Define Application
Forms.
      6.      Link the correspondence role to the correspondence type and the application form.
To do this, in the SAP Customizing Implementation Guide, choose Cross-Application
Components ® General Application Functions ® Correspondence ® Define Application
Forms for Correspondence.
 

Correspondence Variant 
Definition
The correspondence variant is an attribute of the correspondence tool. It groups together
correspondence types to control periodic correspondence. The following control parameters are
defined for each correspondence type:
       An interval that determines the frequency of execution
       A dispatch control
       A charge schedule

Use
You assign contracts to correspondence variants at the contract/recipient level. Since the contract
is part of the respective application, you can find more information on how correspondence
variants and your control parameters are included in the documentation of the application.
The correspondence tool evaluates the control parameters defined for a correspondence variant
when it creates the correspondence request. It saves the dispatch control determined in the
correspondence request. The correspondence tool transfers the dispatch control to the Print
Workbench during output.
You define correspondence variants for correspondence types.
You define correspondence types and variants and make the settings for dispatch control in the
SAP Customizing Implementation Guide under Cross-Application Components ® General
Application Functions ® Correspondence.
 

Creating Correspondence Variants 

Procedure
To use correspondence variants, you have to make the following system settings:
...
       1.      Define the correspondence type.
To do this, in the SAP Customizing Implementation Guide,choose Cross-Application
Components ® General Application Functions ® Correspondence ® Define
Correspondence Types.
      2.      Define the correspondence variant.
To do this, in the SAP Customizing Implementation Guide,choose Cross-Application
Components ® General Application Functions ® Correspondence ® Configure
Correspondence Variants (view: Correspondence Variants).
      3.      Define the dispatch control.
To do this, in the SAP Customizing Implementation Guide,choose Cross-Application
Components ® General Application Functions ® Print Workbench ® Define Dispatch
Control.
      4.      Define charge schedules.
See the documentation on the application.
      5.      Link the correspondence variant to the correspondence type, frequency, dispatch
control, and charge schedule.
To do this, in the SAP Customizing Implementation Guide,choose Cross-Application
Components ® General Application Functions ® Correspondence ® Configure
Correspondence Variants (view: Correspondences).
 

Creation of Correspondence Requests 

Use
The correspondence tool creates a correspondence container for each recipient from a
correspondence request. Each correspondence container saves references to
correspondence data in an abstract form and the control parameters for creating
correspondence.
Integration
The application links the correspondence tool using the event specific to a
correspondence type (BTE, BAdI, event of FI-CA event concept) to create a
correspondence request. During creation of the correspondence request, a series of events
of the correspondence tool (BTE) are run that the application uses to define the
correspondence tool. For more information about which events of the correspondence
tool the application includes and how it uses the functions, see the documentation for
correspondence for each specific application.
You can also define this event installation-specific and thus adjust it to the requirements
of your company.
Prerequisites
The business process that is to be documented by the creation of correspondence has been
executed for the business object (for example, contract, account).
The recipients are assigned and the system settings for the correspondence type and
control parameters used for creating the correspondence are maintained.
Features
The creation of correspondence with the correspondence tool is divided into the
following steps:
...

      1.      The

application creates a correspondence request.
The application transfers the following information to the correspondence tool:
 Template of the correspondence request that contains the business data
     
The template consists of the correspondence header and the correspondence data
record (optional). The correspondence data record contains data or references to
data that cannot be stored in the correspondence header.
       Archiving ID for optical archiving
       Options:
        Suppress company code determination
        Suppress sender determination
        Suppress recipient determination
        Suppress language determination
        Suppress application form determination
      2.      Processing
of a series of events (BTE) for the correspondence request that are used to
determine correspondence-specific data:
       Correspondence recipient (business partner)
       Company code

       Sender

      3.      Creationof a correspondence container for each correspondence recipient from the
correspondence request template.
The recipient, the recipient that receives the original, and the correspondence role are
stored in the appropriate correspondence container.
If the application has suppressed recipient determination, the correspondence tool
generates a correspondence container from the correspondence request template. This
means that the application needs to predefine the recipient and its address in the template.
      4.      Processing of a series of events (BTE) for each recipient that are used to determine
correspondence-specific data:
       Recipient’s address
       Recipient’s language

       Archiving ID for optical archiving depending on the recipient

       Form, layout

       Dispatch control (print, fax, e-mail, SMS)

      5.      The

data and control parameters are saved in separate correspondence containers for
each recipient.
Events that are carried out during creation of each correspondence request
Name BTE Standard Module
Company Code Determination 44012000  
Sender Determination 44012010  
Recipient Determination 44012020  
Determination of Version of 44012080  
Correspondence Data Record
 
Events that are carried out for each correspondence recipient
Name BTE Standard Module
Language Determination 44012030  
Determination of Dispatch 44012040  
Control
Determination of 44012050  
Application Form
Address Determination 44012060  
Determination of Archiving 44012070 FKKCORR_STD_ARC_ID_44012070
ID
 
 

Company Code Determination 

Use
This function determines the company code for every correspondence request and saves it in all
correspondence containers of the correspondence request.

Prerequisites
The application does not suppress company code determination when requesting the
correspondence.

Features
The company code is determined within the creation of a correspondence request.
If the application has defined the event to determine the company code (BTE 44012000), then it
is processed. The application can define the company code using this event.
 
 

Sender Determination 
Use
This function determines the sender of the correspondence for the correspondence request and
saves it in all correspondence containers of the correspondence request.

Prerequisites
The application does not suppress sender determination when requesting the correspondence.

Features
The sender determination is processed within the creation of a correspondence request.
If the application has defined the event to determine the sender (BTE 44012010), then it is
processed. The application can define the sender using this event.
 

Version of Correspondence Data Record 

Use
This function determines the version of the correspondence data record for the correspondence
request. It also saves it in all correspondence containers of the correspondence request if
additional application data is to be stored in a correspondence data record.

Prerequisites
Additional data of the application needs to be stored in a correspondence data record.

Features
The version of the correspondence data record is processed within the creation of a
correspondence request.
If the application has defined the event to determine the version of the correspondence data
record (BTE 44012080), then it is processed. The application can define the version of the
correspondence data record using this event.
 

Determination of Correspondence Recipient 

Use
The correspondence tool determines the recipient for the correspondence request for a specific
correspondence type and contract. The correspondence tool accesses data that you have
defined in the contract in the application-specific correspondence recipient administration. For
more information, see the documentation on the application.
The correspondence tool generates a correspondence container for every recipient from the
correspondence request template. The recipient, the recipient that receives the original, and the
correspondence role are stored in the appropriate correspondence container.

Prerequisites
A contract exists for which correspondence is to be created. You have entered the recipient and
the attributes to control correspondence creation in this contract.
The application does not suppress recipient determination when requesting the correspondence.

Features
The recipient is determined within the creation of a correspondence request.
If the application suppresses recipient determination, the correspondence tool generates a
correspondence container from the correspondence request template. In this case, the
application has to specify the recipient, the correspondence role, and the address number in the
template.
The application needs to define the event for recipient determination (BTE 44012020). You need
to determine a recipient for the original and any number of other recipients to whom a duplicate
can be sent. In addition, the application can provide other parameters such as the
correspondence role and correspondence variant to control correspondence creation. The
application can also suppress the address type determination for correspondence. In this case,
the address number must be determined within the recipient determination.

Determination of Address Type 

Use
The correspondence tool determines the address type for each recipient. The address
determined with the address type is used as the posting address in correspondence. The
key of the address - the address number - is saved in the appropriate correspondence
container.
Integration
The system transfers the address number to the Print Workbench when it outputs
correspondence.
Prerequisites
The application does not suppress recipient determination when requesting the
correspondence.
The address type determination as the result of recipient determination was not
suppressed.
You have defined a standard address and created alternative addresses if required. You
have also assigned an address type in the master data of each business partner to whom
you want to send correspondence.
You have created the relationship between correspondence role and correspondence type
and assigned an address type to it in the SAP Customizing Implementation Guide, under
Cross-Application Components ® General Application Functions ®
Correspondence ® Configure Address Determination.
Features
The address is determined within the creation of a correspondence request for each
recipient.
The correspondence tool determines the address type defined in Customizing for the
correspondence role provided in recipient determination. If no relationship is maintained
in Customizing or no address type is defined in the relationship, then no address type is
determined.
If the application has defined the event to determine the address type (BTE 44012060),
then it is processed. Using this event, the application can adjust the address type
determined by the correspondence tool to your requirements.
The correspondence tool determines the address using the address type, the recipient’s
business partner number, the business partner role, and the date of execution. If no
address is defined for the address type or no address was determined, the business
partner’s standard address is used.
Since at least one standard address must be maintained for every business partner, an
address can always be found for each recipient.
Activities
When the address type is determined (BTE 44012060), you can influence the address
type determined during address determination. The event runs when you determine the
address number for correspondence. At event BTE 44012060, you can determine a time-
specific address if several addresses with different address types are defined in
Customizing for a business partner.
In addition to the standard address, you can define a time-specific address type to which
you only send specific correspondence. You define the address for this address type in
the master data of the business partner. If no address types with address are defined for a
business partner, the standard address defined for the business partner is used for all
correspondence.
All correspondence for business partner Smith should be sent to his standard
address, except for dunning notices. These are to be sent to a separate dunning
address.
To do this, you:
1. Create the address type dunning address.
2. Define the dunning address in the master data of business partner Smith.
If no dunning address is defined, the dunning notices are sent to the standard
address (like all other types of correspondence created for business partner Smith).
 

Language Determination 
Use
Determines the language in which correspondence is to be created for each recipient and saves it
in the appropriate correspondence container.

Integration
The system transfers the language to the Print Workbench when it outputs correspondence.

Prerequisites
The application does not suppress language determination when requesting the correspondence.

Features
The language determination is processed within the creation of a correspondence request for
each recipient.
If the application defines the event to determine the language (BTE 44012030), then it is
processed. In this event, the application can define the language in which the correspondence is
to be created.
 
 Determination of Dispatch Control 
Use
Determines the dispatch control for each recipient and saves it in the appropriate correspondence
container.
The dispatch control controls the creation of correspondence.

Prerequisites
The system transfers the dispatch control to the Print Workbench when it outputs
correspondence.
The application has not specified a dispatch control in the correspondence request template
when requesting the correspondence.

Features
The dispatch control is processed within the creation of a correspondence request for each
recipient.
If the application has defined the event to determine the dispatch control (BTE 44012040), then it
is processed. The application can define the dispatch control using this event.
 

Determination of Application Form 

Use
Determines an application form for layout and data preparation for each recipient and saves it in
the appropriate correspondence container.

Integration
The system transfers the application forms to the Print Workbench when it outputs
correspondence.

Prerequisites
The application form for layout preparation and the application form for data preparation are not
specified in the correspondence creation template.
You have maintained the relationship between correspondence role, correspondence type, and
the application forms resulting from this in the SAP Customizing Implementation Guide, under
Cross-Application Components ® General Application Functions ® Correspondence ® Define
Application Forms for Correspondence.

Features
The application form is determined within the creation of a correspondence request for each
recipient.
If no application form was specified for layout preparation or for data preparation in the
correspondence request template, the correspondence tool tries to determine an application form
for layout and data preparation using the correspondence role.
If the application has defined the event to determine the application form (BTE 44012050), then it
is processed. The application can use this event to provide separate application forms for layout
preparation and data preparation.
If the correspondence tool can only determine one of the application forms, it uses the application
form specified for the one for which nothing is specified.
 

Determination of Archiving ID 

Use
Determines the archiving ID for each recipient and saves it in the appropriate correspondence
container.

Integration
The system transfers the archiving ID to the Print Workbench when it outputs the
correspondence.

Prerequisites
The application specifies the determination of the archiving ID when requesting the
correspondence.

Features
The archiving ID is determined within the creation of a correspondence request for each recipient.
If the application defines the event to determine the archiving ID (BTE 44012070), then it is
processed. The application can define the archiving ID using this event.
 

Output of Correspondence Request 

Use
The correspondence output run determines the correspondence requests that the
correspondence tool has stored in the correspondence container and transfers them to the Print
Workbench. You can determine which correspondence is to be included in a correspondence
output run using application-specific parameters or parameters that you define.

Prerequisites
The correspondence requests are stored in the correspondence container.

Features
During output, each correspondence container runs event (BTE) 44011000 Output of
Correspondence with the Print Workbench of the correspondence tool. The application defines
this event. The standard module FKKCORR_STD_PRINT_44011000 is available. For information
about how the application includes this event and how it uses the functions, see the
documentation on the correspondence of the specific application. Generally, the correspondence
type-specific events (BTE, BAdI, event of FI-CA event concept) are processed to output the
correspondence that the print program calls.
The correspondence is output using a print program created by the Print Workbench. The data
required for the creation of correspondence is provided using references or directly by the
correspondence container. You can prepare the layout with SAPscript, Smart Forms, or PDF-
based forms. You can prepare the output data for printing or transfer it as a raw data stream
(RDI, XSF, XDF) to an external output management system (OMS). You can also send it as a
fax, e-mail, or SMS.
You can also define this event installation-specific and thus adjust it to the requirements of a
company.
The system makes the data available in the printer spooler in raw data format, OTF format, or
PDF format. You can view the processing status (technical status) of a correspondence request
in the Correspondence History.

The correspondence tool provides only a simple program for the output of
correspondence. The application is responsible for providing a program that is
adjusted to the requirements of each application.
 

Output of Correspondence with the Print

Workbench 
Purpose
You output correspondence with the Print Workbench.

Process Flow
The Print Workbench enables you to print both letters with a logically straightforward structure,
and those forms that are based on a complex data hierarchy. You can also output forms in a
mass run with the Print Workbench. The flexibility of the Print Workbench is based on:
        Form classes
Form classes are predefined data structures specific to an application. They contain all the
data that can be used in the dependent application forms. Dunning notices and installment
plans are typical examples of form classes.
SAP delivers a form class for each correspondence type. You can, however, create your
own form classes if you have sufficient experience with ABAP/4 and relational database
technology.
        Application forms
You create application forms based on the form classes. You can define several
application forms for each form class, for example, different invoices for different business
partners. SAP delivers examples of application forms that you can use as a reference for
your own application forms. You can use user exits to adjust the application forms to your
business requirements.
For more information, see the documentation for the Print Workbench.
With the Print Workbench, you can output with SAPscript, Smart Forms, or PDF-based forms.
You have to distinguish between SAP internal scenarios and external scenarios. When you use
SAPscript, you can use the RDI interface for external scenarios; if you use Smart Forms, you can
use the XSF and XDF interfaces.
 
 
 Optical Archiving of Documents 
Use
This function enables you to archive documents that have been created.

Prerequisites
You can archive outgoing documents in an optical archive if the technical prerequisites for a
document archive have been fulfilled and print output has been performed using SAPscript,
SmartForms, or PDF-based forms.
You have made the settings in the SAP Customizing Implementation Guide, under Cross-
Application Components ® General Application Functions ® Correspondence ® Archiving.

Features
You can write outgoing documents to an optical archive and display them in their original form at
any time in the Correspondence History.
If you use an external format, such as RDI, XDF, or XSF, information on the optical archiving is
stored in the data stream depending on the layout system used. In this way, the output
management system gets the information that it requires for the optical archiving of the
document. For external formats, the external print system is responsible for archiving and sending
confirmation to the SAP archive system.

Activities
To write documents to an optical archive when executing a correspondence output run, you need
to choose Archive Only or Print and Archive as the archiving mode in the print parameters.
 
 

Correspondence History 
Use
You can use the correspondence history to display the correspondence containers and get an
overview of their processing status.

Integration
Each application component that uses the correspondence tool provides a correspondence
history adjusted to your requirements. See the documentation of the respective application
component.

Prerequisites
The correspondence requests selected have already been created and are stored in the
correspondence container.
You have maintained the correspondence status in the SAP Customizing Implementation Guide,
under Cross-Application Components ® General Application Functions ® Correspondence ®
Define Status for Correspondence.

Features
The system displays the correspondence requests selected. In the list, you can use all the
functions of the SAP List Viewer (ALV). To see the documentation on the functions of the ALV
grid control, choose with the quick info text User Documentation. For example, choose with
the quick info text Select Display Variant... to adjust the display variant to your requirements and
save these settings.
The processing step currently executed is reflected in the status of a correspondence request.
The status is used to document the processing steps in the change documents. The
correspondence history shows the processing step last executed. The change documents show
all processing steps executed. Possible processing steps are:
       Creation of correspondence request
       Creation of a correspondence request that cannot be output
       Output of the correspondence request (real, test, and repetition output)
       Logical deletion of the correspondence request
You can see from the output date whether the correspondence has already been output.
You can use authorization object P_CORR to protect the following activities in the
correspondence history:
       Change correspondence status
       Delete (logical) correspondence request

Activities
You can use the following functions in the application toolbar of the SAP List Viewer:
Pushbutton Function

with the quick info text Display Displays the business partner data of the
Correspondence Recipient correspondence recipient

with the quick info text Display Original Displays the business partner data of the
Recipient original recipient

with the quick info text Display Displays a document from the optical archive
Correspondence Archive

with the quick info text Display Change Displays a change history for the individual
Documents correspondence entries. It also displays
changes to the technical correspondence
status, correspondence status, deferral date,
and date of receipt.

with the quick info text Change Assigns a correspondence status to the
Correspondence Status individual correspondence requests

with the quick info text Output Outputs correspondence requests – provided
Correspondence the correspondence request has not been
output or logically deleted yet and the
correspondence requests can be output.
You can output multiple correspondences by
selecting multiple rows.

with the quick info text Output with
Changed Parameters
Outputs correspondence requests.
You can change the output parameters –
provided the correspondence request has not
been output or logically deleted yet and the
correspondence request can be output.
 with the quick info text Delete Used for the logical deletion of correspondence
Correspondence requests – provided they have not been logically
deleted yet and the correspondence requests
can be output.

You can only use this function if you have

the authorization for at least one
correspondence type (authorization object
P_CORR ).

You can also use the following functions for inbound correspondence:
Function Use

with the quick info text Set Date of Receipt Defines the date of receipt of correspondence

with the quick info text Set Deferral Date
See also: Display of the Correspondence History.
Postpones the date on which correspondence
is due.
The deferral date is taken into account when
you dun inbound correspondence.

Display of the Correspondence History 

Use
The correspondence history displays the correspondence requests in the correspondence
container.

Activities
...

      1.      In
the SAP menu, choose Cross-Application Components ® Correspondence ®
Display Correspondence History.
      2.      Enter the parameters that you want to use to select the correspondence.

      3.      Choose Execute.

If you set the Display from Archive Also indicator, you can view correspondence requests that are
already in a data archiving file.
 

Archiving of Correspondence Requests 

Use
To ease the load on your database, you can archive and delete correspondence requests.

Prerequisites
To archive or delete correspondence containers, in the SAP Customizing Implementation Guide,
choose Cross-Application Components ® General Application Functions ® Correspondence ®
Archiving ® Define Residence Time for Correspondence Types. In addition, the prerequisites
named in this activity must be fulfilled.
Features
You carry out archiving and deletion using the archiving object CORRSPND. The following
reports are available for the archiving object CORRSPND using the transaction
FKK_CORRSPND_SARA (transaction SARA with the archiving object CORRSPND):
       Write program
       Deletion program
       Reload program (name SARA: Reload)
 
You can display archived correspondence requests from the archive in the Correspondence
History.
During the archiving of correspondence requests, the system checks the residence time and
whether correspondence can be archived or deleted. For more information, see the
documentation for the IMG activity Define Residence Time for Correspondence Types.
For more information on the archiving object CORRESPND, see the documentation of the
archiving transaction FKK_CORRSPND_SARA under with the quick info text Documentation.

Some applications use their own procedure to archive correspondence

requests. See the documentation of the application for more information and only
use the procedure named there during archiving.

Activities
In the SAP menu, choose Cross-Application Components® Correspondence ® Archiving ®
Archive Correspondence.
You create package profiles for archiving or deleting correspondence requests with the program
Formation of Packages for Correspondence Archiving in the SAP menu under Cross-Application
Components ® Correspondence ® Archiving ® Formation of Packages.
You can delete correspondence requests without archiving them first using the deletion program.
In the SAP menu, choose Cross-Application Components ® Correspondence ® Archiving ®
Delete Correspondence Requests.
 

Determining Correspondence-Specific Data 

Use
Determination of Sender in Contract Accounts Receivable and Payable
The standard company code resulting from the contract account noted in the
correspondence entry is used as the sender. You can use event 0760 to create settings for
your own installation.

Determination of Recipient in Contract Accounts Receivable and Payable

Usually, the business partner in a business process receives correspondence. For most
correspondence types, you can define alternative and additional recipients.
        An alternative correspondence recipient replaces the original one so that correspondence
is only sent to the alternative recipient.
        An additional correspondence recipient is added to the business partner so that both the
original business partner and the additional recipient both receive correspondence.
You can define an alternative correspondence recipient at the contract account/business
partner level which is then used for all types of correspondence. This then becomes your
standard correspondence recipient.
You can define one alternative and an unlimited number of correspondence recipients for
each correspondence type.
If you enter a correspondence recipient meant only for one type of correspondence, the
standard correspondence recipient will not be used.
As an alternative to entering a partner ID directly, you can define a correspondence
activity. These correspondence activities determine alternative and/or additional
correspondence recipients algorithmically. This can be useful, for example, for
determining a broker or a vehicle registration center.
You can use event 0770 to create settings for your own installation.

Determination of Address in Contract Accounts Receivable and Payable

You can define one address type for each correspondence type. Correspondence of this
type is then sent to this address type.
In event 0773, you can influence the address type used for the address determination. The
event runs when you determine the address number for correspondence. You can
therefore determine a time-specific address if there are several addresses with different
address types in Customizing for a business partner.
Integration
If you have defined alternative or additional correspondence recipients, you can perform
a recipient simulation at contract account level (in industry component Insurance, this is
done at insurance object level) to check which correspondence recipients were defined.
For alternative or additional recipients, you can also define correspondence roles in the
master data. The correspondence role allows you to determine the recipient address type,
and also to define special application forms.
 

Event-Controlled Correspondence in Contract

Accounts Receivable and Payable 
Purpose
Correspondence is created on an event-controlled basis if the correspondence only occurs as
part of a specific business transaction (for example, dunning letter). In contrast to the periodic
correspondence creation, the respective application program (for example, dunning program)
determines the correspondence data here and saves it for each print output in a data record in
the correspondence container).

Process Flow
For a description of the processes that lead to each correspondence, see the following sections
or the documentation for the business transaction concerned (for example, under Business
Transactions ® Dunning ® Creation of Correspondence).
Result
The correspondence data determined is in the correspondence container.
To print the correspondence, you have to perform the correspondence print run (see Printing
Correspondence).
 

Periodic Correspondence in Contract Accounts

Receivable and Payable 
Purpose
Here, correspondence that occurs regularly (such as invoices) or correspondence requested
individually (such as account statements) is created.
In contrast to event-controlled correspondence creation, here it is not the application program (for
example, dunning program) that creates the correspondence data; instead, the correspondence
creation run determines the data and stores it in the correspondence container for printing.
To check the data, start the correspondence creation run in simulation mode. For the update run,
after the check, start the creation run without the simulation indicator.
Using the selection criteria, you can define, for a correspondence creation run, which
correspondence is to be considered. For example, in a program run you can include all invoices
for business partners A-M that are due in calendar week 31.

Prerequisites
The desired correspondence variant must be defined in the master record of the contract
account to be processed.

Process Flow
...

       1.      Enter

the parameters for the correspondence creation run (see Functions for
Scheduling Program Runs).
       2.      Schedule a correspondence creation run or start it immediately (see Functions for
Scheduling Program Runs).
       3.      Using the correspondence variants defined in the contract account master record, the
correspondence run determines the relevant correspondence data and stores it in the
correspondence container (one data record per print output).

Result
The correspondence data determined is in the correspondence container.
To print the correspondence you can now perform the correspondence print run (see Printing
Correspondence).
 
 
 Correspondence Intervals 
Definition
Correspondence intervals determine the regularity with which periodic correspondence is
created.

Use
When defining Periodic Creation of Correspondence you can specify for which periods of the
current year you wish to create correspondence. The system compares the periods that you
specified when creating correspondence with the correspondence intervals defined in the
Correspondence Variants for the Correspondence Types.
The system creates correspondence for a correspondence type if (a) the interval (defined in
Customizing) for this correspondence type has passed since the last date on which
correspondence was created, and (b) the period for the next due interval is selected in the
program parameters.
 

Control via Attributes in the Contract Account

Master Record 
Use
If you want correspondence to be created for a business partner as part of the periodic
correspondence creation, you must define a correspondence variant in the business partner’s
contract account master record. During correspondence creation, the system determines and
uses the correspondence variants of the contract accounts and business partners selected.

Prerequisites
The required correspondence variants are configured in Customizing (see Correspondence ®
Configure Correspondence Variants).

Activities
To define correspondence variants, choose one of the following paths:
        Roles
Edit Contract Account Master Data (SAP_FI_CA_CONTRACT_ACCOUNT) ® Change
Contract Account
        SAP Menu
Master Data ® Contract Account ® Change
 
 
 Account Statements 
Use
The account statement is used to evidence posted items. It always refers to a specific
contract account.
 
Integration
You define application forms for account statements in the Print Workbench. You can
print using either SAPScript, Smart Forms, or your own formatting programs. If you
use your own programs, the print data is provided using a standard raw data interface (see
also SAPscript Raw Data Interface).
Prerequisites
There is no separate Customizing for creating account statements. However, if necessary,
you can define an account statement correspondence type in your customer-specific
correspondence variant.
Features
When creating account statements, the system determines the relevant correspondence
data using the correspondence variants defined in the contract account master record and
stores this data in the correspondence container (one data record for each print output).
The date and time of issue are considered. This means that items posted immediately
before the creation of the account statement are printed.
The account statement in Contract Accounts Receivable and Payable is a balanced
account statement, meaning that a balance is determined from all items posted. You do
not have to print the balance, but it is calculated in each case.
Activities
To create account statements, proceed as follows:
...

       1.      Choose one of the following paths:

         Roles
Correspondence (SAP_FI_CA_CORRESPONDENCE) ® Create Account
Statements
         SAP Menu

Periodic Processing ® For Contract Accounts ® Correspondence ® Create

Account Statements
       2.      Enter
data as required.
In the additional parameters, you can enter an amount limit as selection criterion if
required.

Account statement number 4711-1 has a balance of EUR 126 and account
statement number 4711-2 has a balance of EUR 380. The difference between the
two balances must correspond exactly to the total of the posted items shown on
account statement number 4711-2.
       3.      Schedule the program run.
For information on which functions are available for the individual steps and which
entries are required, see Functions for Scheduling Program Runs.
You can define how often an account statement is created using the period selection.
The system numbers the account statements sequentially and updates them in a history.
 

Correspondence Types 
Use
A correspondence type groups correspondence of the same category. Correspondence types
define which data can be stored in the correspondence container for creating correspondence.
For detailed information about correspondence types, see the Correspondence Types section
of the documentation of the correspondence tool. For information about the correspondence
types you can use in Contract Accounts Receivable and Payable, see the sections Creating
Individual Correspondence and Periodic Correspondence.
For instructions on how to define your own installation-specific correspondence types, see SAP
Note 194899.

Integration
If you implement your own correspondence types, you can set the following indicators when you
save the correspondence using the function module FKK_WRITE_CORR:
        Suppress company code determination
        Suppress recipient determination
        Suppress sender determination
 

Creating Individual Correspondence 

Use
You create single correspondence as required from a business transaction for individual business
partners.

Features
You can create the correspondence types listed in the table below singly in Contract Accounts
Receivable and Payable.

For each individual correspondence creation, such as creating account

information from the account balance, you can define the application form to be
used on the tab page Print Parameters (creation via dialog box). As standard,
the application form defined for the correspondence type in Customizing is
proposed.
Correspondence Type Use Procedure
...

Changes to contract account If a customer notifies        1.      In

the transactions Display
(0004) you of changes to his Contract Account, or Change
  bank details, once Contract Account, enter the contract
 you have changed the account for the business partner
bank data for the concerned.
contract account, you        2.      Inthe menu, choose Extras ®
can send the Additional Functions and choose
customer a Print Changes from the list.
confirmation.
       3.      Specify an output device and
choose Continue or Set in Print
Dataset of Mass Printing, depending
on whether you want to create the
correspondence immediately on the
output device specified, or whether
you want to create the
correspondence in the next
correspondence print run.
Installment plan (0005) If you have agreed To create an installment plan notification,
  installment payments choose Save + Letter in the transaction
with a customer, you Create Installment Plan.
can send him an A dialog box appears, where you can
installment plan choose either Print Immediately or Create
notification. Print Request: The installment plan
notification is either printed immediately on
the printer specified by you or set in the
print dataset of the mass printing activity.
At the same time, you can also print a
payment form for the first installment or
send payment forms for all installments
agreed (see below) automatically.
Interest letter (0007) If you calculate To create an interest notification, choose
  interest on a Save + Create Letter in the transaction
customer's items, you Post Interest and Display Interest
can notify him of this. Calculation. A dialog box appears where
you can specify whether the notification is
to be printed immediately or whether the
print request is to be set in the print
dataset of the mass printing activity.
If you set the indicator Create
Correspondence on the tab page Interest
Parameters in the Interest Run, the
interest run automatically creates an
interest letter for the business partners
concerned.
Cash desk receipt (0009) Document for To create a cash receipt:
customer
...

       1.      Choosethe transaction Cash

Desk or Cash in the Cash Journal.
       2.      Post an incoming payment.

       3.      Choose the button Print

Receipt.
The receipt contains the amounts paid into
the cash desk as well as the open items
cleared with these amounts. The
correspondence Cash Desk Receipt uses
the form class

Cash desk closing (0010)
Security deposit request
(0012)
 
Account information (0013)
 
Document (0014)
 
Cash security deposit interest
notification (0018)
 
Online check (0021)
 
Payment form from account
balance (0022)
 
Master data change (0030)
IS_U_CASHPAYMENT_RECEIPT. SAP
provides the example form
IS_U_CA_CASHPAYMENT_RECEIPT.
Printout of cash desk See Posting in the Cash Journal
closing
You use this To create security notifications, in the
correspondence type transactions Display Security
if you want to request Deposit/Change Security Deposit, choose
a security deposit for Environment ® Print Form. A dialog box
a payment from a appears where you can specify whether
customer. the notification is to be printed immediately
or whether the print request is to be set in
the print dataset of the mass printing
activity.
Account information is For more information see Creating
printed separately on Account Information
customer request.
When you are To print a document, choose Print in the
displaying or transactions Display Document/Change
changing documents, Document. A dialog box appears where
you can also print you can specify whether the notification is
them. to be printed immediately or whether the
print request is to be set in the print
dataset of the mass printing activity.
You can use this In the transaction Interest on Cash
correspondence type Security Deposits, choose Save + Create
to inform your Letter. A dialog box appears where you
customers of interest can specify whether the notification is to
on cash security be printed immediately or whether the print
deposits. request is to be set in the print dataset of
the mass printing activity.
You use this For more information, see Printing
correspondence type Checks for Outgoing Payments.
to create individual
outgoing checks
online for customers.
If for example, a For more information, see Creating
customer informs you Payment Forms from the Account Balance
by telephone that he
wishes to pay arrears,
you can display the
account balance to
determine the items
concerned and then
send a payment form
from the account
balance.
You can use this For more information, see
correspondence type Correspondence for Master Data
to inform your Changes.
business partners

Clarification notification (0032)
Bank data change (0036)
Dispute cases (Dispute
Management) (0038)
Request (0039)
Bank data change (0040)
about changes to
their master data
(business partner,
contract account,
contract).
...
If you cannot assign a        1.      From the SAP menu, choose
credit, in credit Payments Credits 
clarification, you can Clarification.
create and print a        2.      Select the credit to be clarified
clarification
notification for the and choose Clarify.
business partner        3.      If
you choose Clarification
concerned. Notification on the following
processing screen, the system
creates a notification for the
business partner concerned; you
can use this to request clarification
from the customer.
Confirmation on See Changes to Payment Data
changes to bank data
in the transaction
Change Bank Data
(SAP menu: Master
Data ® Business
Partner ® Maintain
Bank Data).
Definition of If you use SAP Dispute Management, the
correspondence addresses defined under this
addresses for use in correspondence type are offered as
Dispute Case contact persons in the input help in the
Processing in SAP dispute system during processing of
Dispute Management. dispute cases.
Printing of requests The correspondence type 0039 uses the
and standing requests form class FI_CA_REQUEST. SAP
delivers the example form
FI_CA_REQUEST_SAMPLE_SF.
Confirmation of See Changes to Payment Data
changes to payment
card data in the
transaction Change
Bank Data (SAP
menu: Master Data ®
Business Partner ®
Maintain Bank Data).
 Creating Correspondence in Mass Runs 
Use
You create periodic correspondence for periodically recurring business transactions for a
number of business partners.
Features
You can use the following periodic correspondence types in Contract Accounts
Receivable and Payable:
Correspondence type Use
Returns (0001) If a bank return arises from a
debit or collection procedure, a
check deposit, or a payment,
you can send the customer a
returns notification and/or a
payment form.
Account statement Account statements show a
(0002) customer's receivables and
  payables
and are created periodically.
Dunning notice (0003) You use dunning notices to
  remind business partners that
their payables are overdue and
to request payment.
Payment advice note In Contract Accounts
(0006) Receivable and Payable,
  payment advice notes
represent covering letters for
outgoing payments. They are
entered when the note to payee
text exceeds the length of the
Note to Payee field. They are
therefore a supplement to the
note to payee.
Payment form for If you have agreed installment
installment plan (0008) payments with a customer, you
can send him payment forms
Procedure
If a returns lot has been successfully
posted, the system can create
returns notifications and payment
forms automatically. You can use
event 0295 to do this. For more
information, see Printing Returns
Notifications.
For more information see Account
Statements.
In Contract Accounts Receivable and
Payable, the dunning proposal run
determines which dunning level is
assigned to an overdue item. You
can assign specific dunning
activities, such as creating dunning
notices, to individual dunning levels
in the Implementation Guide for
Contract Accounts Receivable and
Payable under Business
Transactions ® Dunning Notices ®
Configure Dunning Procedures. The
dunning activity run then triggers the
dunning activity, for example, printing
a dunning notice. For more
information, see Dunning.
Payment advice notes are created
automatically by the payment media
run.
In the Implementation Guide for
Contract Accounts Receivable and
Payable, under Business
  for the individual installments.
Check (0015) You use the check
  correspondence type for the
mass creation of checks if, for
example, you want to make
payments to your customers as
part of a final settlement.
Payment notification You can use payment
(0019) notifications to confirm
  incoming payments and to
request information about the
payment from the customer.
Correspondence You can use correspondence
dunning notice (0020) dunning to request specific
  correspondence such as tax
certificates or broker reports.
You can also use
correspondence type 0020 for
dunning inbound
Transactions ® Deferrals and
Installment Plans ® Define Default
Values for Installment Plans, you can
determine whether and at what stage
payment forms are to be created.
You can:
        Send the payment forms with
the notification
        Send only the first payment
form with the notification and
send all other payment forms
separately
        Send the payment forms
separately to the notification
If you do not create the payment
forms with the notification, you can
use the transaction Print Installment
Plan to trigger the creation of
payment forms for your business
partners periodically. (See also:
Functions for Scheduling Program
Runs).
You use mass check printing for
outgoing payments with the payment
method and payment format Check,
and which are triggered
automatically by the payment run.
The system creates payment
notifications automatically
        For underpayments, that is,
when posting a payment
results in partial clearing
        For overpayments, that is, if
the payment is posted on
account to a contract account
You can also trigger a payment
notification online in incoming
payment clarification when you post
a payment. In the transaction Post
Documents, choose Extras ®
Payment Notification. This places the
correspondence in the print dataset
of the mass printing activity.
You can dun inbound
correspondence that is entered in the
correspondence history and that
does not have a date of receipt.
The Correspondence Dunning Run
first selects all inbound
correspondence with an initial date of
 correspondence so that you
can send your customer a
reminder before the
correspondence is actually due.
These reminders are realized
as an optional dunning level.
receipt that fulfils the selection
criteria for the General Selections.
The following events are then run:
742 - Master data check for potential
dunning locks and determination of
the dunning procedure
743 - Correspondence check for due
date for dunning
744 - Determination of dunning level
745 - Determination and posting of
dunning charges
746 - Execution of dunning activities
If you want to create reminders,
select Correspondence Dunning Run
Type Reminder or Dunning Notice
and Reminder on the tab page Mode
in the correspondence dunning run.
If you do not make any
specifications, only dunning notices
are created.
If the parameter Correspondence
Dunning Run Type is not visible in
your installation, you have to add the
group area 3007 (selection of
correspondence dunning run type) to
layout 0020 (correspondence
dunning) of tab page 02 (Mode) in
Customizing (see Implementation
Guide for Contract Accounts
Receivable and Payable: Technical
Settings ® Define Layouts for Mass
Activities).
...

Reminder before expiry With the transaction Monitor       
of tax exemption (0023) Tax Exemption, you can
monitor the validity of tax
exemptions. If the key date for
the expiry of an exemption has
been reached, the program
      
creates a correspondence for
each contract account checked;
in this correspondence you ask
the exempt business partner       
about the status of the
exemption and you can request
a new certificate. The program
run creates an entry in the
correspondence container.
1.      Inthe SAP menu, choose
Periodic Processing ® For
Contract Accounts ®
Correspondence ® Monitor
Tax Exemptions.
2.      Enter a run date and an
ID that you can use to identify
the run later.
3.      On the tab page General
Selections, restrict the contract
accounts to be checked. On
the tab page Additional
Parameters, you can also
restrict the selection by tax
code, condition type, and the
key date on which the
exemption expires. If you set
the indicator Repetition for,
and specify the ID and run
date of a run that has already
taken place, you can repeat
the check for the tax
 exemptions processed in this
run. On the tab page Periods,
you define which
correspondence is created.
The system only creates the
correspondence defined for
the period specified.
     4.      Schedule
the program
run. (See also: Functions
for Scheduling Program Runs).
...
...

Contract account A balance notification contains        1.      Inthe SAP menu, choose
balance notification the account balance of a Periodic Processing ® For
(0026) business partner. The balance Contract Accounts ®
  is created on the basis of open Correspondence ® Create
items. Balance Notification.
Balance notifications are useful,
       2.      On the tab page General
for example, if:
Selections, restrict the contract
        Auditors want to inform a accounts required. There you
sample number of can use the preselections of
customers about the
business partners (see
current status of their
Defining Preselections for
customer accounts
Master Data). If you specify a
        You want to inform preselection according to the
customers about their random principle, you can
current balance once in send balance notifications to a
each period (legal random selection of your
requirement in some customers. When you create a
countries) balance notification according
        You want to inform to this preselection, you can
customers about the deactivate the correspondence
amount of outstanding variant test. This means that
receivables before and you do not have to enter a
after the currency variant with correspondence
conversion to Euro type 0026 for the accounts.
In event 9552, you can decide You can restrict the selection
whether a balance notification further under Further
is to be created (see the Restrictions of Accounts.
documentation for the sample Under Run Parameters, you
function module can also select one of the
FKK_SAMPLE_9552). following confirmation
procedures:
Note for the industry
component Insurance          Balance notification
For insurance objects, you can (negative request)
also use the correspondence          Balance request (open
type Balance Notification for method, request procedure)
Insurance Relationship.
         Balance confirmation
(positive request)
See the documentation for the
fields.
       3.      On the tab page Date and
Periods, enter a key date for

Business partner A business partner statement
statement (0029) contains all the open items for a
business partner. The balance
is created on the basis of open
items. Business partner
statements are useful, for
example, if:
        There are several
contract accounts for one 702 - Create statement
business partner and you 703 - Print statement
want to inform the
customer of the status of business partner statements
the customer relationship 1701 - Change parameters
using only one
correspondence.
the selection. If you want to list
items that you have already
informed your customers
about separately to the new
posted items in the balance
notifications, enter the
corresponding Key Date for
New Items.
       4.      Schedule the program run
(see also: Functions for
Scheduling Program Runs)
You can use the following events for
balance notifications;
1907 - Creation of balance
notification
1908 - Print balance notification
1909 - Interval module for creating
balance notifications
1910 - Changing parameters for
balance notifications
See the documentation for the
sample function modules.
SAP provides the application form
FI_CA_BALANOTE_SAMPLE. As
standard, you should use the
application form
FI_CA_BALANOTE_SAMPLE_SF.
You can postprocess the data saved
in the system for the balance
notifications created (see SAP menu
Periodic Processing ® For Contract
Accounts ® Correspondence ®
Postprocess Balance Notification).
Here, for example, you can indicate
whether a reply has been received,
or determine the balance
confirmations that have led to no
response.
In the SAP Menu, choose Periodic
Processing ® For Contract Accounts
® Correspondence ® Create
Business Partner Statements
(see also Functions for Scheduling
Program Runs).
You can use the following events for
business partner statements:
1911 - Interval module for creating
1913 - Determine relevant
parameters for correspondence
         There are several
contracts for one
business partner and you sample function modules.
want to inform the
customer of the status of
the customer relationship
using only one
correspondence.
Notification of bills, credit In SAP Biller Direct, you can
memos (0031) inform your customers about
new bills or credit memos by
SMS or e-mail.
Write-off notification In a write-off notification, you
(0034) can inform customers that you
are waiving certain receivables
or parts of receivables. Once
you have carried out a write-off
in the transaction Write Off
Items or in the Write-Off Run,
you can create a write-off
notification.
Invoicing in FI-CA (0042) The invoicing documents
created in Invoicing in FI-CA
are to be sent to the customers
as invoices.
Dunning telephone list Using correspondence type
(3003) 3003, you can use the
correspondence recipient
control to enter an alternative
business partner in the
telephone list created in the
dunning activity run.
control
See the documentation for the
You can only use this
correspondence type if you use SAP
Biller Direct.
...
       1.      In
the SAP menu, choose
Periodic Processing ® For
Contract Accounts ® Create
Write-Off Notifications.
       2.      Assign a date ID and an
identification that you can use
to identify the run later and on
the tab pages General
Selections and Additional
Selections, restrict the write-
offs to be selected.
       3.      Schedule the program
run. (See also: Functions
for Scheduling Program Runs).
The program first creates entries for
the write-offs in the correspondence
container. They are printed
separately in correspondence
printing. The correspondence is
created in event 1917 and printed in
event 1918. The form class is
FI_CA_WRITEOFF; the application
form example is
FI_CA_WRITEOFF_SAMPLE.
Once an invoicing document has
been successfully posted, the
system can create an invoice.
Therefore, the events 2685 and 2686
are defined as standard. For more
information, see the section
Invoice Printing in the documentation
for invoicing.
Define events 9010, 9012, and 9013.
SAP provides function module
FKK_CALLLIST_CRM_9010 as an
example.
 
 

Payment Forms 
Use
If you send correspondence to a business partner requesting that he make a payment, you can
enclose a payment form.

Prerequisites
You have made the settings required for payment forms in Customizing for dunning and
correspondence.
SAP delivers the number ranges for creating payment forms. You can check the number ranges
in the Implementation Guide for Contract Accounts Receivable and Payable under Basic
Functions ® Correspondence ® Check Number Ranges for Payment Forms.

Features
You create payment forms during dunning in the application component Correspondence and in
the Account Balance. For detailed information about how to create payment forms in the account
balance see Creating Payment Forms from the Account Balance. For information about creating
payment forms during dunning, see Creating Correspondence.
The system assigns the payment form number automatically. In the system, all open items that
make up the payment amount stated on the payment form are recorded under this payment form
number. Open items can be considered for several payment forms, for example, on a payment
form for dunning or on a payment form for an invoice. When you print the form the system
determines the payment form number and provides the payment form data. The related line items
are noted in a payment form file under the payment form number.
When you are processing incoming payments, you can select the open items using the payment
form number.
To display all open and cleared items in a payment form, choose one of the following menu
paths:
        Roles
Incoming payment processing(SAP_FI_CA_INCOMMING_PAYMENTS) ® Payment form
items overview
        SAP Menu
Payments ® Clarification Activities ® Payment Form Items
You can select several payment forms with the same reference number.
During clearing (with a payment lot, for example), you can select the open items in a payment
form using the payment form number, provided that the business partner used the payment form
to make the payment.
You can delete payment forms. To do this, choose one of the following paths:
        Roles
Archiving (SAP_FI_CA_ARCHIVING) ® Delete Payment Forms
        SAP Menu
Periodic Processing ® Delete Data ® Payment Forms
 
  Creating Payment Forms from the Account
Balance 
Use
The business partner has open items for settlement. You therefore want to send your business
partner a payment form .

Procedure
1. On the initial screen of the account balance, enter the business partner or the contract
account and choose Continue.
2. From the menu, choose Environment  Create Payment Form.
A dialog box appears for you to enter the data required for creating the payment form.
3. On the Payment Form Content tab page, specify the number of payment forms required
and the amount category. You can:

 Display the amount according to the items attached

You define the selection of attached items by only selecting the items that are to appear
in the payment form on the Item Selection tab page.
 Enter any other amount
 Enter no amount

4. If required, enter a contract on the Master Data tab page and, if you want to charge the
customer, enter a charges schedule on the Charge Posting tab page. On the tab page
Print Parameters, define the required form and select an output device.

5. If you choose Continue, the payment form is printed on the printer requested
immediately. If you choose Set in Print Dataset of Mass Printing, the correspondence is
created in the next correspondence print run.

Result
The payment form was created.

Printing Correspondence 
Purpose
The correspondence printing run determines the correspondence data that has been stored in the
Correspondence Container as part of correspondence creation, and transfers it to the Print
Workbench (see also Printing Correspondence with the Print Workbench), possibly with
additional data (controlled by the correspondence type and industry-specific events). You can
select the correspondence to be included in a correspondence print run according to business
partner, contract account, contract, company code, application form, or parameters that you are
free to define. For example, in a program run you can consider all invoices for business partners
1000 to 3000 that are due in calendar week 31, or all dunning notices of dunning level 1.
The data for the print output is prepared in the Print Workbench. The following types of output are
possible:
        Output in SAPscript format (see also BC – SAPscript Form Printing).
        Output in raw data format for further processing in an external text processing system (see
also SAPscript Raw Data Interface).
To control the sending of correspondence via application forms, you can define an installation-
specific function module for event 0778. See the documentation for the sample function module
FKK_SAMPLE_0788.
You can provide the correspondence requests with individual sort criteria. For example, you can
print correspondence sorted by postal code and therefore reduce postage expenses.

Prerequisites
The correspondence data to be printed has been stored in the correspondence container during
correspondence creation.

Process Flow
...

       1.      Enter the parameters for the correspondence print run (see Entering Parameters for
Correspondence Print Run).
       2.      Schedule a correspondence printing run and start it immediately (see Scheduling
Correspondence Printing Runs).
       3.      In a correspondence printing run, the system determines the correspondence data
from the correspondence container and displays the data in the printer spooler.

Result
The correspondence data is available in the printer spooler either as raw data or in SAPscript
format. You can now view the job log for the correspondence printing run (see Displaying Job
Logs for Correspondence Printing Run).
Information on the history of all correspondence is stored in the correspondence history (see
Displaying Correspondence History).
 
 
 

Entering Parameters for the Correspondence Print

Run 
Prerequisites
The required correspondence data has already been created and is stored in the
Correspondence Container.
Procedure
...

       1.      Choose one of the following paths:

          Roles
Correspondence (SAP_FI_CA_CORRESPONDENCE) ® Print
Correspondence
         SAP Menu

Periodic Processing ® For Contract Accounts ® Correspondence ® Print

       2.      Enter the run date and the identification.
       3.      Enter additional parameters (see Functions for Scheduling Program Runs).
       4.      Inthe correspondence selection, specify which entries are to be printed.
       5.      You can start the output request immediately after you have created the spool request
by setting the indicator Output Request after Last Document in the print parameters.
If you do not set this indicator, the output request will remain in the spool until you print it or
delete it.

Result
You have entered the parameters for the correspondence print run. You can now schedule
the program run (see Scheduling Correspondence Print Run).
 
 

Scheduling Correspondence Print Runs 

Prerequisites

You have entered the parameters for the correspondence run (see Editing Parameters for
Correspondence Print Runs).

Procedure
...

       1.      Choose one of the following paths:

        Roles
Correspondence (SAP_FI_CA_CORRESPONDENCE) ® Print Correspondence
        SAP Menu
Periodic Processing ® For Contract Accounts ® Correspondence ® Print
The initial screen appears.
       2.      Choose the correspondence print run that you require. You do this by entering the run
date and the identification.
       3.      Select Schedule Program Run. A dialog box for scheduling the program run appears.

       4.      Enter the required start time, or set the Start Immediately indicator.
For more information, see Functions for Scheduling Program Runs.

Result

The correspondence print run is now scheduled. You can no longer change the
parameters.

 
 Displaying Logs for the Correspondence Print Run 
Prerequisites

The correspondence print run has already been executed (see Scheduling Correspondence
Print Runs).

Procedure
...

       1.      Choose one of the following paths:

        Roles
Correspondence (SAP_FI_CA_CORRESPONDENCE) ® Print Correspondence
        SAP Menu
Periodic Processing ® For Contract Accounts ® Correspondence ® Print
       2.      Choose the correspondence run you require. You do this by entering the run date and
the identification.
       3.      Choose
Logs, and display the required log. For more information, see Functions for
Scheduling Program Runs.

Result

The desired logs are displayed.

Dunning Inbound Correspondence 

Use
You can dun inbound correspondence due from your business partners.

Prerequisites
The inbound correspondence requests have already been created and are in the correspondence
container.

Features
The correspondence dunning run selects all outstanding correspondence in accordance with your
selection criteria.
The following events are then run:
        742 - Checks the master data for any dunning locks, and determines the dunning
procedure
        743 - Checks the correspondence to see if it needs to be dunned. The number of days in
arrears for the first dunning level is considered.
        744 - Determines the dunning level
        745 - Determines and posts dunning charges
        746 - Executes the dunning activities
 You can use authorization object F_KKCODU to protect the reversal of
correspondence dunning.
 

Dunning History for Inbound Correspondence 

Use

In the Correspondence Dunning History, you can display and reverse all dunned inbound
correspondence.

Activities
...

       1.      Inthe SAP menu, choose Account® Other Information ® Correspondence Dunning
History.
       2.      Restrict the correspondence dunning according to one of the following parameters:

         Date ID and identification of the correspondence dunning run

         Correspondence type
         Business partners

         Contract account

         Contract

If you set the indicator Display Reversed Dunning Notices, dunning notices that have
already been reversed are also displayed.

The dunning notices are displayed. In the list you can:

1.         Reverse a dunning notice

Select the required entry and in the menu, choose Edit ® Reversal, and confirm the
reversal.
2.         Assign the next dunning level to a dunning notice
Select the required entry and in the menu, choose Edit ® Next Dunning Level. In the dialog
box, enter the required dunning level and confirm the entry. As soon as you start the next
correspondence dunning run, it assigns the new dunning level to the inbound
correspondence concerned. This enables you, for example, to dun an entry that has
already reached the highest dunning level with the highest dunning level again.

You can use the following example dunning activities for correspondence dunning:

3.         Enter the business partner in a telephone list

SAP delivers the function module FKK_SAMPLE_0746_TEL_ITEM for this. This is the
same telephone list that is used for dunning overdue receivables.
4.         Write a creditworthiness entry for the dunned business partner
SAP delivers the function module FKK_SAMPLE_0746_CREDIT_RATING for this.
5.         Change the amount saved in the correspondence history for the dunned
correspondence
SAP delivers the function module FKK_SAMPLE_0746_DOUBLE_AMOUNT for this.
When you call up the correspondence dunning history, the system checks your display
authorization (authorization object F_KKCODU). The system also checks whether the
user has display authorization for documents in the company code for each item in the
correspondence dunning history.

Correspondence History 
Use
The correspondence history displays the correspondence that is in the correspondence container.
You can tell by the print date whether the correspondence has already been printed.

Prerequisites
The selected data has already been created and is in the correspondence container. You have
maintained the required correspondence status in the Implementation Guide for Contract
Accounts Receivable and Payable under Basic Functions ® Correspondence ® Define Status for
Correspondence.

Features
You have two options for using the correspondence history – as part of the correspondence tool
(see Correspondence History) or as an application-specific form of Contract Accounts
Receivable and Payable.
In Contract Accounts Receivable and Payable, in the correspondence history you can use the
following functions in addition to the functions of SAP List Viewer (ALV):
Pushbutton Function
with the quick info text Change Documents Display change history for individual
correspondence entries
Changes to status, deferral date, and date of
entry are displayed
with quick info text Change Status of Assignment of correspondence status to
Correspondence individual correspondence entries

with the quick info text Display Displays a document from the optical archive
Correspondence Archive
 
You can also use the following functions for inbound correspondence:
Pushbutton Function
with the quick info text Set Date of Receipt Define date of receipt of correspondence
of Inbound Correspondence
with the quick info text Deferral Date of Postpone the date on which correspondence is
Inbound Correspondence due.
The deferral date is taken into account when
you dun inbound correspondence.
 with the quick info text Dunning Lock for Set a dunning lock for inbound correspondence
Inbound Correspondence This dunning lock is considered in the
correspondence dunning run and can prevent
correspondence dunning.

Alternatively, you can call up the functions listed above under Goto in the menu. Under Settings
® Display Variantin the menu, you can use the function Current.... to modify the display variant to
meet your requirements. Via Choose...., you can use previously defined display variants.
You can use authorization object P_CORR to protect the following activities in the
correspondence history:
        Change status
        Set date of receipt (only for inbound correspondence)
        Set date of deferral (only for inbound correspondence)
        Manually change the amount

Activities
To call up the correspondence history of the correspondence tool, in the SAP menu choose
Cross-Application Components ® Correspondence ® Display Correspondence History.
To call up the correspondence history from the application, in the SAP menu choose Account ®
More Information ® Correspondence History.
The data to be displayed is selected in the same way in both transactions. See the Displaying
Correspondence History section of the correspondence tool.