Correspondence Monitor

Use

The correspondence monitor provides you with the following processing and monitoring tools based on the Correspondence Overview :

An overview of the current processing status with symbols

A function for setting the counterconfirmation status to matched directly from the monitor

A function that allows you to execute planned correspondence directly from the monitor

The option of repeating correspondence that has already been generated. This function allows you to restart a correspondence run that failed, for example, for a particular selection of correspondence (the toner ran out in the printer).

You cannot use the correspondence monitor to display correspondence as SWIFT files.

A function for navigating to the IDoc processing functions, to the transaction (history) or to the display for the optical archive.

A function for deleting correspondence planned records

A function for resetting a counterconfirmation that was set manually

The system logs the change documents

Integration

The correspondence monitor has been developed with the SAP List Viewer for SAP GUI (Classic) . It comprises a wide range of options for structuring your own list layout. You can save display variants which you can enter when you start the report. You also have the option of defining an Overdue List .

You require the following authorizations to execute this function

Authorization Object

Activities

T_DEAL_PD (Product/transaction type authorization)

Activity 04 (correspondence)

General

Activity 06 (delete)

Additional check when deleting planned records

Activity 85 (reverse)

Additional check when reversing a counterconfirmation

The correspondence monitor provides an enhancement option, user exit RFTBCCOMO, which enables you to define status icons according to your criteria. (This enhancement requires programming knowledge in ABAP.)

Example:

You can specify that for transactions with business partner A, an open counterconfirmation is marked red after half an hour whereas an open counterconfirmation for internal business partner B is first highlighted after 24 hours.

Features

Selection

General Selections (Transaction)

Company code

Transaction

Product category

Product type

Transaction type

ID number

Securities account

Partner

Entered/changed on

Indicator Only current activities

Indicator Check Release

Selection of correspondence records using the transaction data

 

Outgoing Confirmation

Execution date

Execution time

User

Correspondence type

Form category

Print

Fax

E-mail

SWIFT

IDoc

Selection using the correspondence data of the outgoing confirmation

You can select all correspondence created on a particular day between time 1 and time 2 without having to enter a transaction number.

Incoming Confirmation

Status counterconfirmation

User

Selection using the correspondence data of the incoming confirmation

Output Control

Layout

You can choose you own variables in addition to those delivered with the standard system.

For example, you could define an overdue list .

You can use the multiple selection options to choose particular field characteristics.

 Examples

You can select all correspondence for a particular day that was created between time T1 and T2 and that has not yet been counterconfirmed.

If you want to select either planned or actual records, you can use the Execution Date selection field since only the actual correspondence records have an execution date. Use “equal to“ or "not equal to" to select the initial execution date.

Use the Form Category parameter if you only want to see planned records for correspondence based on SAPscript or PDF forms.

Output

An overview of the selected correspondence for the transactions appears with entries for the current Processing status using an optical symbol . An assignment is made depending on the Status relevant and Counterconfirmation status criteria. The program assigns red, green or yellow symbols to records that are affect the status. The F1 help for this field explains what these symbols mean.

You can adjust this overview to suit your criteria using the user exit RFTBCOMO. (See Integration above.)

Editing Functions in the List

Various processing functions are available from this list. To edit a correspondence, select the line of the transaction to be edited and select the desired function:

To set the counterconfirmation to matched, choose the function [ counterconfirm (set status to ‘matched’)] on the upper applications toolbar. You can also assign a counterconfirmation status to transactions that have been matched manually and that do not have they own counterconfirmation function.

By choosing the Output correspondence function, you can execute planned correspondence directly from the monitor. This if not possible for SWIFT files, however.

Note that the correspondence is usually executed using the correspondence report Outgoing Correspondence (transaction TBZ1) either in background processing or as automatic correspondence. This occurs when you save the transaction.

By choosing the ( Repeat correspondence) function, you can repeat correspondence that has already been generated. This function is not available for SWIFT files, however.

By choosing the ( Display transaction ) function, you can display the history of the underlying transaction.

By choosing the (Display correspondence) function, you can display the print preview for the correspondence that has already been executed. If the correspondence has not yet been executed, the system displays the information on the correspondence planned record.

By choosing the ( IDoc processing) function, you can display the IDoc list.

By choosing the (Delete planned record) function, you can delete a planned record for correspondence. This is useful depending on the organizational unit, for example, if the trader is not authorized to delete planned records and has made changes to the transaction that do not need to be confirmed in correspondence. You can use the monitor to delete the planned records in the back office. The deleted records are then logged in the change documents for the transaction.

By choosing the ( Reset ‘matched’ counterconfirmation) function, you can reset a counterconfirmation that was set manually. When you execute this function, the system writes change documents.

In the case of incoming confirmations that are received and assigned via IDoc, this function generates the error event INPUT ERROR OCCURRED that can be processed again via the workflow. The underlying IDoc contains a new status record with the value 51 (= application document is not posted .)

In the Evaluation of Counterconfirmations that were Reset transaction [TBZ12], you can see and review the counterconfirmations that have been reset.

(This transaction is not linked into the application menu).

You can use the Update function to update the current overview status.

See also:

Correspondence