Example Correspondence Control (+ Print) 

Here the principle of the correspondence function is explained using the lease-out and lease-out notice as examples.

Starting Point

In you organization, you want to print lease-outs individually or using mass selection as follows:

Residential lease-outs:

    1. With a standard letter to the master tenant
    2. With a different accompanying letter to an alternative payer, if required
    3. In the case of notice, a choice of letters depending on which party gives notice

Commercial lease-out

    1. With a standard letter to the master tenant
    2. With different contractual texts for each contract type
    3. In the case of notice, a choice of letters depending on which party gives notice

Execution

Settings in Customizing of Real Estate

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

Structures required (example)

Residential lease-out

Commercial lease-out

Create letter with text modules

MV-01:Residential lease-out

GV-01: Commercial lease-out for contract types 1 and 4

ANSCHR-01: Letter to master tenant

GV-02: Commercial lease-out for contract types 2 and 3

ANSCHR-02: Letter to payer

ANSCHR-03: Letter to master tenant

For both:

KUEND-M-01: Notice by tenant / KUEND-VM-01: Notice by landlord

Use the correspondence activity (CA) to specify which addressees (business partners) should receive which letters

CA: 6010 Residential lease-out

CA: 6011 Vertragsart_1_4 / 6012 Vertragsart_2_3 (contract type):

For both: CA 6530 Notice by landlord / 6531 Notice by tenant

Assign the letters to this correspondence activity and the respective addresses for each letter (master tenant / payer)

Control of lease-out print + letter:

Use correspondence groups (CG) and correspondence applications (CA) to determine which correspondence activities are used during print

CG: Apartment

Assign this correspondence group to the object type Lease-out with correspondence application 6010 Residential lease-out ;

There are two ways of controlling the print with the correspondence group:

    1. Assign CG to each residential lease-out in the application
    2. Assign CG to all residential lease-out types in another Customizing table

CG: Gewerbe_V_1_4 / Gewerbe_V_2_3 (commercial)

Assign to object type Lease-out:

    1. Correspondence group Gewerbe_V_1_4 (commercial) with correspondence application 6011 Vertragsart_1_4 (contract type)
    2. Correspondence group Gewerbe_V_1_4 (commercial) with correspondence application 6012 Vertragsart_1_4 (contract type)

Assign the correspondence groups to the required contract types in another Customizing table

Control of notice letter print

You use differentiating characteristics for correspondence applications to determine which correspondence activities are printed

Create a function module to determine the differentiating characteristics to be printed (if notice was given by the tenant or the landlord).

Assign the function module to object type Lease-out with correspondence application 110 Notice; then assign this correspondence application to the required correspondence activities 6530 and 6531 with correspondence group Apartment .

Object types Rental offer, Lease-out adjustments requiring reminders and Rental collateral are controlled by the differentiating characteristics. However a combination of correspondence application, correspondence activity and differentiating characteristic CANNOT be assigned to a correspondence group.

Activities in the application

There are three ways of printing letters:

  1. Using forms: choose the menu path Environment ® Correspondence
  2. From the master records (lease-out, notice)
  3. All lease-out letters from the master record of a lease-out by choosing Lease-out ® Save and more correspondence... (in the change mode) or Lease-out ® More correspondence... (in the display mode).

The third method is a convenient way of creating contract-specific correspondence. Depending on the Customizing settings (see above), the lease-out letters with their correspondence activities are displayed in list form for selection and print.

For the standard correspondence, all correspondence activities are available for print that are assigned to the respective correspondence application.

In all cases, print is based on the principle illustrated below.

How does the R/3 System print?

The process is as follows:

When you access the correspondence function, a data retrieval program is called 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 lease-outs of a business entity)
  • The application data (name of tenant, address...) to be entered in the text modules of each lease-out

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

The print program controls printing on the output devices.

As an alternative, you may optically archive the letter.