Create Standing Instructions for Correspondence 

Use

External correspondence types (for example 001 confirmation) will only be output for a financial transaction if you have maintained the Standing Instructions for Correspondence in the master data for the business partner.

In addition to the Customizing settings, which are based on the type of transaction, this allows you to output correspondence dependent on a business partner - for example, you can generate correspondence for business partner ‘A’ and not for ‘B’.

Procedure

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       1.      Choose Corporate Finance Management -> Business Partner -> Special Functions -> Standing Instructions -> Correspondence.

       2.      Enter the Company Code and the Correspondence Type for your business partner and choose Enter.

       3.      On the Correspondence tab page, enter your correspondence settings for contract type, product category, product type and transaction type.

Entries at the lowest level (transaction type entries) have the highest priority. If standing instructions have not been maintained at transaction type level, then the standing instructions at product type level have priority over those at product category level and contract type level. The same applies for the product category, which has higher priority than the contract type.

Example:

Consider the following example: You have made settings for the product category ‘Fixed-Term Deposit’ so that the correspondence can only be printed and not faxed. However, for the transaction type ‘Create Time Deposits (fixed-term deposit)’ you can print and fax correspondence. In this case, the standing instructions are used at transaction type level - this means that the correspondence is printed and faxed.

       4.      You can also choose different output media for external correspondence. In the Principal Correspondence Medium field, you can define which correspondence medium will be used to set the status for the outgoing confirmation.

You can use the “No Status Allocation” option to stop the status allocation for an external correspondence type. You must ensure that you have defined only one status-relevant correspondence planned record for each transaction activity.

       5.      In the Address ID field, you specify which of the addresses defined for the business partner is the one to which correspondence is to be sent.

If you do not make an entry here, the default address for the business partner is used.

       6.      To assign the status, Counterconfirmation Required, you need to select the Counterconfirmation field.

You must select the Counterconfirmation Required field for the particular correspondence type in the Customizing settings for the different applications too.

Input help:

You can either make the settings directly in the list, or use the following functions in the input help. If you make entries directly in the list and select a higher-level node, the setting will then apply to all the lower levels too. However, you can deselect the lower level again.

The following functions are available:

·         Use the  key to make correspondence settings for a selected area. After you have clicked on the key, choose the area for which you want to make the settings using the selection criteria contract type, product category and transaction type. Determine the details for the Standing Instructions: Correspondence in the next screen.

·         Use the  (Import from other Partner) key to copy the standing instructions from another business partner.

·         Use the  (Select All) key to make the business partner correspondence settings for all contract types, and the  (Deselect All) key to reverse all the selections.

       7.      Save the data.