Processing Correspondence

Objective

After completing this lesson, you will be able to explain FI-CA correspondence configuration

Correspondence Processing

A flowchart showing the process of handling business transactions such as dunning, returns, interest, and installment plans, feeding into a correspondence container and contract account, which then move to correspondence print and print workbench stages. The image also includes reference and dunning data, periodically run invoice creation, and generates customer bank statements, invoices, and reminders.

The general steps of correspondence processing are:

  1. Correspondence requests are created via business transactions or correspondence runs.

  2. Correspondence data is stored in the correspondence container.

  3. Correspondence data is selected and the print via a correspondence run is prepared.

  4. Correspondence data is printed using the print workbench.

Image showing seven labeled sections on the right: Correspondence Variant, Correspondence History, Shipping Control (Paper, Fax), Archiving, Parallel Printing, and Address Determination.

The correspondence history stores information about all correspondence, including inbound correspondence.

The correspondence history features are, for example, the archiving of correspondence and the pixel viewer for letters. The pixel viewer is a viewing tool similar to Adobe Acrobat Reader, used to read optically archived documents.

The shipping control enables you to define the underlying options for shipping (printer, e-mail, fax, number of copies). Shipping control is primarily used by the correspondence variants.

The correspondence variant summarizes correspondence types to control the periodic correspondence.

The correspondence variant can be assigned to contract accounts.

SAP Easy Access Menu: Transaction CAA3.

Enter Contract Account T-CA071000.

Choose Enter.

Choose tab Dunning/Correspondence.

Screenshot of a software interface for contract account management displaying dunning and correspondence settings, with sections for general data, payments/taxes, and convergent invoicing. Various fields and dropdowns for dunning control and correspondence control are shown, along with a table for recipient information.

If an entry exists in the Correspondence Recipient field, this business partner will replace the original recipient in all cases, except if any specific correspondence types are defined to go elsewhere (for example, recipients for individual correspondence types).

The Alternate or Additional Correspondence Recipient indicator specifies whether a recipient is a substitute for the original recipient.

If this flag is not selected, any partners listed will receive a copy of the correspondence.

If the flag is selected, only the alternative correspondence recipient receives a copy. The correspondence is not sent to the actual business partner.

Screenshot of the SAP interface displaying Correspondence Variants setup. Key elements shown include Correspondence Type, Frequency, and Charges Schedule.

All periodic correspondence must be defined in the correspondence variant.

The correspondence charge schedules are charges that can be set per correspondence type. For example, if you wanted to charge your customer a small fee for reinvoicing, you would configure a charge schedule and enter it in the correspondence variant.

The dispatch Control is used to send a document (invoice, dunning notice) in different forms and in multiple copies (e-mail, fax). You can define the shipping control in customizing of the print workbench.

The control parameters defined in a correspondence variant are evaluated when the correspondence is created.

How to Display Account Information

DemoStart Demo

Steps

  1. Create account information.

    1. On the SAP Easy Access screen, choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Account → Account Balance.

    2. Enter the following data:

      FieldValue
      Business Partn.AC240–##C
      Contract AcctAC240–##C
      List TypeOP ECHT — Open Items (Only Non-Statistical)

    3. Choose Enter.

    4. Create a correspondence for business partner and contract account AC240-##C by choosing Environment → Generate Account Info.

    5. Enter the following data on the Print Parameters tab page:

      FieldValue
      Application FormFI_CA_ACCTINFO_SAMPLE_SF
      Output DeviceLP01

    6. Choose the Set in Print Dataset of Mass Printing icon.

      Result

      The information 1 Correspondent(s) generated is displayed in the status bar.

    7. Navigate back to the SAP Easy Access menu.

  2. Print correspondence.

    1. On the SAP Easy Access screen, choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Periodic Processing → For Contract Accounts → Correspondence → Print (FPCOPARA).

    2. Enter the following data:

      FieldValue
      Run IDPR##
      Date IDCurrent date
      IdentificationGR##

    3. Select Enter, and add the following data:

      FieldValue
      General Selections
      Business PartnerAC240–##C
      Contract AccountAC240–##C
      Company Code1010
      Correspondence Sel.
      Correspondence Type0013
      Application FormFI_CA_ACCTINFO_SAMPLE_SF
      Print Parameters
      Output DeviceLP01

    4. Choose Save.

    5. Choose Schedule Program Run.

    6. In the Schedule Job window, choose Background → Start Immediate.

    7. Confirm the Schedule Job window with OK.

    8. Choose System → Own Spool Requests.

    9. Select the latest Spool no., and choose theDisplay Contents icon.

      Result

      The Account information is displayed.

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