Correspondence 

Purpose

Correspondence is essential for the business processes of companies. Correspondence, which is created daily in great numbers and sent to customers in the form of letters, faxes, and e-mails, fulfills various communication purposes:

·       Transfer of information
(for example, notification about changes to conditions)

·       Documentation of business processes
(for example, notification about the creation of a standing order, confirmation of termination, installment plan agreement)

The Correspondence application component supports you when creating periodic and event-controlled correspondence. The main focus is on the creation of standardized mass correspondence by the application.

Creation Types of Correspondence

Correspondence is created:

·       Event-controlled if correspondence is required for a specific business transaction (for example, confirmation of a change of address).
The system creates correspondence as a single run when it executes the respective application program.

·       Periodically if correspondence is required for business transactions that occur regularly (for example, bank statement).
The system creates correspondence as a mass run when it periodically executes the respective application program. Using the selection criteria of the program, you can define which business objects are to be considered when you create correspondence (for example, confirmations of execution for standing orders, invoices).

Integration

The system controls the creation and output of correspondence using the following application components:

·       Correspondence tool
The correspondence tool manages the process of correspondence creation using correspondence requests.

·       Print Workbench
The Print Workbench creates print programs and obtains and configures data. The Print Workbench enables you to configure the layout of correspondence to meet your requirements. You can send correspondence in different ways: as a letter, e-mail, fax, or SMS. If you output correspondence as a flat file, you can process the data externally with an output management system (OMS).

·       SAPscript, Smart Forms, PDF-Based Forms
You can design the layout of correspondence and transfer data with SAPscript, Smart Forms, and PDF-based forms.

The following sections explain the processes and functions of the correspondence tool in more detail. For more information on the Print Workbench and SAPscript, Smart Forms, and PDF-based forms, see the documentation on these components. To do this, see the documentation at help.sap.com and then enter one of the following paths SAP NetWeaver ® Release xx ® SAP NetWeaver ® Application Platform (SAP Web Application Server):

·       Cross-Application Services ® Print Workbench

·       Business Services ® Smart Forms/PDF-Based Forms/SAPscript (BC-SRV-SCR)

Creation of Standardized Correspondence

Constraints

The following functions are not part of correspondence creation and need to be performed in an output management system:

·       Automatic assignment of marketing material for a correspondence

·       Grouping multiple correspondence to enable them to be sent together (for example, sending a bank statement, a confirmation of a standing order, and a change to conditions together)