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Define
Correspondence Types
In this activity, you create your own
correspondence types or change the specifications for the standard
correspondence types. A correspondence type represents the type of letters in
the system. You must create a correspondence type for the possible
correspondences for each type of letter which you need.
Example
In the standard
system there are the correspondence types "Payment notice with line items",
"Payment notice without line items", "Document extract" or "Account
statement".
You can define
further correspondence types for payment notices, such as payment notices
especially for payments which are made for invoices already cleared, or for
credit memos cleared twice.
The correspondence types are
- Offered to the user by the system for
selection when processing business transactions or
- Created automatically according to rules
defined by the user or
- Always created automatically by the
system
Example
You can select the
correspondence type "Payment notice" when entering incoming payments. Bill of
exchange charges statements are created automatically for your customers'
payments by bill of exchange if charges to be passed on were
posted.
You determine which data is necessary for
creating the letters for the correspondence types. The following data is
necessary for the correspondences:
| Correspondence |
Necessary data |
|
| Payment notices |
Document number |
| Account statements |
Account number and date specifications |
| Bill/exch.charges statements |
Document number |
| Internal documents |
Document number |
| Individual letters |
Account number |
| Document extracts |
Document number |
This data is either entered manually by the
user or is determined automatically by the system after he/she has selected
the relevant correspondence type.
Example
If you select the
correspondence type "Payment notice without line items" in the account
display, then you must specify a document number since the correspondence type
requires this. If you have specified in the customer master record that the
payment notices are to be created automatically, then the system determines
the necessary data when posting an incoming payment.
Standard
settings
Correspondence types are delivered with the
standard system. Their keys begin with SAP.
Note
You can use the standard correspondence types.
If you want to make changes to them, copy the required correspondence type and
change the new correspondence type accordingly. This is necessary since the
standard correspondence types could be overwritten during the next change of
release.
Activities
1. Find out
which letters were sent to your customers/vendors previously.
2. Find out
whether a correspondence type is already defined for these in the standard
system.
3. Define your
own correspondence types if necessary.