Example Correspondence Control (+ Print) 

In this section, the principle of the correspondence function is explained using the rental agreement as an example.

Starting point

You wish to print residential rental agreements

  1. With an accompanying letter for the master tenant
  2. With a different accompanying letter for an alternative payer

This example uses existing structures of the standard delivery. It is also assumed that

Execution

Settings in Real Estate Customizing

You carry out all activities in Customizing under R/3 Real Estate -> Tools -> Central Correspondence Maintenance.

Structures required

Description (example)

Letters: Define the text modules

Letter: Residential rental agreement

MV-01 Residential rental agreement

Letter: Accompanying letter for the master tenant

ANSCHR-01 Letter to master tenant

Letter: Letter for the alternative payer

ANSCHR-02 Letter to payer

Control: Specify which addressees (business partners) should receive which letters

Correspondence activity

6010 Residential rental agreement

Assign the letters to this correspondence activity and the respective addresses for each letter

Activities in the application

Call up the program in the application (Environment -> Correspondence), then

a. Select the required rental agreements

b. Assign the correspondence activity to them

The correspondence is now printed.

How does the R/3 system print?

The process is as follows:

By choosing the menu path Environment -> Correspondence and specifying the correspondence program you require, you call a data retrieval program that transfers the data determined by the system for each letter to a special print program.

What do the correspondence programs do?

Data retrieval program

Print program

Determines

  • The objects entered in the selection screen (for instance all residential rental agreements of a business entity)
  • The application data (name of tenant, address...) to be entered in the text modules of each rental agreement

This data is stored in the working memory and transferred to the print program

The print program controls printing on the printing devices

As an alternative, you may optically archive the letter