Correspondence (SAP Library

Correspondence

Use

Using the Correspondence function, you can generate specific letters for the financial transactions managed in the system.

You can send this correspondence directly from the system by Fax or e-mail or by SWIFT files or IDocs (in the Money Market and Foreign Exchange area) or print it out.

This correspondence can be used as a form of internal documentation for financial transactions (dealing slips) as well as for comparing the financial transactions concluded with business partners using external correspondence that can also be counterconfirmed.

Prerequisites

By choosing ‘Define Correspondence Types’ in Customizing, you first have to create the various correspondence types. For each correspondence type you specify:

whether it is an internal or external correspondence type
whether you want the correspondence to be archived (‘Optical archiving’ indicator)

Business Object BUS2042; document type TRO_CONF

whether you want to suppress initial reversal correspondence from being generated for external correspondence types.
in which language you want the correspondence to be

To create IDocs, you can define the ‘Partner type’ and the ‘Partner number’ here. These settings are used to determine a recipient port in the SAP Basis communication interface. The following scenarios are possible:

Enter a ‘Partner type’ and a ‘Partner number’. This means that all outgoing IDocs for this correspondence type are sent via this port.

Only enter one ‘Partner type’. This means that for each IDoc of this correspondence type, the 'Partner number' is the name of the business partner. As a result, each IDoc is sent via a specific port.
You can also assign the 'Partner type' and the 'Partner number' individually in the Customer Exit (RFTBCOEX).

By choosing 'Define Correspondence Activities’, you can define at company code level when you want correspondence to be generated and the correspondence type and form (SAPscript) with which this is done. You also have to make this setting for the SWIFT file and IDoc media, that is, even when no SAPscript form is required.

Here, you define the correspondence activities using the Product type, the Transaction type and the Activity categories, to which you want to assign the required correspondence types with the required forms.

Example Example of a correspondence activity:

In company code 0001 you want external correspondence (001) to be generated for purchases of fixed-interest bonds (product type 04I) for activity contract (20). The entry for this looks as follows:

CoCd	ProdTyp	TransTyp	ActCat.	CorrTyp	Form
0001	04I	100	20	001	F_TR_CONFIRM_ALL

Note In a form, you specify a standard text with a user-defined layout. When the correspondence is created, the text is displayed with the current transaction data. You can define different standard texts for different product types, transaction types, activities, etc.

The SAPscript forms delivered with the system (Sample Customizing) F_TR_CONFIRM_ALL (sample letters of confirmation for external correspondence) and F_TR_DEALER_ALL (sample letters of confirmation for internal correspondence) are described in the form documentation.

For technical information on creating SAPscript forms in TR confirmations, see Structure of SAPscript Forms in TR Confirmations

You can also specify whether you want correspondence to be generated ‘automatically’ for each correspondence activity. In this case, 'automatically’ means that the planned record for the correspondence is executed as soon as you save the activity that is relevant to correspondence.

If you do not set this indicator, the planned record for the correspondence is saved when you save the activity that is relevant to correspondence. Correspondence is then generated using the ‘Outgoing correspondence’ report program.

Procedure: Generate correspondence planned records

This graphic is explained in the accompanying text

The external correspondence that is status-relevant can be counterconfirmed. To do this, set the ‘Counterconfirmation required’ indicator to make it generally possible for counterconfirmation to be required for this correspondence activity.

In the ‘Define Printer Options’ and ‘Define Fax Options (Spool)’ Customizing activities, (the settings in ‘Define Fax Options (Spool)’ only apply if you use the Basis communication interface SAPcomm), you specify which printer or fax machine you want to use for the correspondence activities for each company code. You can also define several other specific entries for print or fax output (output immediately yes/no, entries for naming the spool requests, and so on).

Note

When you have finished the settings for correspondence in Customizing for the application areas, you can have these settings checked by the IMG activity ‘Check’.

With external correspondence it is also necessary to maintain the ‘Standing instructions for correspondence’ for each business partner in the master data for the business partner. This means that external correspondence types can be managed independently of partners.

For each business partner you specify at contract type, product category, product type and transaction type level for each external correspondence type, whether you want correspondence to be created, and if so, using which medium (print, fax, e-mail, SWIFT or IDoc).

Caution If no assignment has been made in the standing instructions for the business partner, then no external correspondence can be generated with this business partner for the financial transactions.

Note To send correspondence by e-mail, the communication interface SAPconnect must be set up. (See also: Note no.: 152474)

Here, you also specify for each business partner, whether a counterconfirmation is required.

In field F (Leading transfer medium for correspondence status), you define which medium of those selected is the leading one for the status. (For more information, see the F1 Help for this field).

In the IMG activity Change Message Control in the general settings for the Transaction Manager, you can use the message type (I, W, E, -) to determine the processing sequence in a financial transaction for the status-relevant correspondence type for the transaction activity. You can make these settings for all users (user name filled) or for individual users.

When are the messages output?

Status at activity level Outgoing correspondence	Status at activity level Incoming confirmations	Activity/Message
not required	not required	-
required	not required	Activity transition, e.g.: Settlement ® T0 828 Rollover ® T0 828
required	required	Activity transition, e.g.: Settlement ® T0 827 Rollover ® T0 827
executed	required	Activity transition, e.g.: Settlement ® T0 829 Rollover ® T0 829
executed	matched	Change ® T0 843

The short texts of the messages are as follows:

T0 827	Confirmation and counterconfirmation are not yet carried out
T0 828	Confirmation (Correspondence type X; medium Y) not yet carried out
T0 829	The counterconfirmation has not yet been matched
T0 843	The current activity has already been counterconfirmed

Message types:

W = Warning

E = Errors

I = Note in window

- = Switch off message

Example Example:

If you define message T0 843 as an ‘E’ message for the user ‘EXAMPLE’, this user can no longer change a transaction that has already been counterconfirmed.

Features

Correspondence can be either

external correspondence (e.g. confirmation letters) or
internal correspondence (e.g. dealing slips)

The planned records that are generated for correspondence can either be executed automatically when the activity relevant for correspondence is saved, or the planned records are saved first and then executed using the ‘Outgoing correspondence’ report.

The data for the financial transactions is prepared and incorporated in the confirmation letters (forms).

The correspondence can either be output by a printer or a fax machine. Or it can be sent directly from the system as an e-mail.

For fixed-term deposits and forex transactions you can also generate SWIFT files (MT300, MT320) or IDocs.

You can also manage a counterconfirmation status in the system for the transaction.

After you have set the ‘Counterconfirmation required’ indicator in the ‘Standing instructions for correspondence’ or in Customizing by choosing ‘Define Correspondence Activities’, you can use the following functions for counterconfirming transactions:

In the Money Market and Foreign Exchange areas, transactions are counterconfirmed using the ‘Incoming Confirmations’ function.
In the other areas you can use the ‘Correspondence Monitor’ to match the correspondence activities that are require counterconfirmation.

Correspondence letters can be archived (optical archive). You access the archived correspondence from the transaction display. If you are in the display/change mode for a transaction, you can display the correspondence activities by choosing Goto from the menu. By double-clicking a line from the ‘Correspondence overview’, you activate the archive link and you can display the document. The content of the file is displayed for SWIFT correspondence.

The confirmation status (that is, the information about the time, the activity, the processor, the form used, and the output type for confirmations) is recorded in the transaction.

Using the 'Message control’, the system checks for each activity transition whether the outgoing confirmation of the previous activity has already taken place and, if so, whether this has already been matched in the case of required counterconfirmation. When the activity changes, the system checks to see if the transaction to be changed has already been counterconfirmed.

Correspondence Monitor

The correspondence monitor provides the following processing and monitoring functions.

Overview of the current processing status
A function for setting the counterconfirmation status to ‘matched’

A function that allows you to execute planned correspondence directly from the monitor
A function for repeating correspondence that has already been generated
An option of branching to the IDoc management
A function for branching to the transaction history
A function for branching to display the optical archive

A function for deleting correspondence planned records
A function for resetting a counterconfirmation that was set manually

Using the Printer Override function, you control how correspondence is assigned to a printer in Customizing. This may be necessary, if the printer you want to use is out of order.

See also:

Standing Instructions for Correspondence in the master data for the business partner

Generating Standing Instructions for Correspondence

Outgoing Correspondence:

Incoming Confirmations (only for money market and foreign exchange)

Generating SWIFT Files (only for money market and foreign exchange)

Correspondence Monitor

Printer Override Function

See also the documentation for the above-mentioned IMG activities in the prerequisites.