Editing Correspondence Recipients 

Use

On the Correspondence Recipients tab page, you select existing business partners as correspondence recipients, and other information that is relevant for correspondence that the system can use automatically during the correspondence creation run.

For information about the possible correspondence recipient categories, see Correspondence Recipient Management.

For information about correspondence recipient determinations during the correspondence creation run, see Correspondence Recipient Determination.

Prerequisites

Before you can edit correspondence recipients, the following conditions must be met::

·        You have created a contract on the basis of a product that has the Correspondence Recipient feature and the associated attributes Original Correspondence Recipient, Generally Alternative Correspondence Recipient, Correspondence Control, and Individual Correspondence Recipient.

·        You have created the original correspondence recipient that you want to enter or edit here as a business partner in the system in the necessary business partner roles Account Holder, Card Holder, Master Contract Holder, and Correspondence Recipient. The system then enters this automatically as the original correspondence recipient in correspondence recipient management. For more information, see Creating Business Partners.

·        You have created the generally alternative correspondence recipient and the individual correspondence recipient(s) that you want to enter or edit here as business partners in the system in the business partner role Correspondence Recipient.

·        You have assigned an address to the respective business partners.

·        In the Customizing for Account Management (FS-AM) you have defined dispatch control by choosing Tools ® Print Workbench ® Define Dispatch Control

·        You have made all required settings for the correspondence tool in the Customizing for Account Management (FS-AM) under Tools ® Correspondence Tool.

·        Before you can use recipient groups, in the Customizing for Account Management (FS-AM), you have made the required setting in IMG activity Create and Assign Recipient Groups under Tools ® Correspondence Recipient Management.

·        To use recipient determination of one correspondence type for a further correspondence type, you have executed IMG activity Create Reference to Other Correspondence Type under Tools ® Correspondence Recipient Management.

Note:

If you manage your business partner data in a system other than the SAP Business Partner, ensure that this system meets the prerequisites listed:

For more information, see Connection of External Systems.

Procedure

Create correspondence recipient

To create correspondence recipients, proceed as follows:

...

       1.      The system automatically displays the contract holder as the original correspondence recipient if you have previously created this in the business partner role Correspondence Recipient. You can also do this later and first enter a generally alternative correspondence recipient.

       2.      If you want to send the correspondence for all correspondence types business partner other than the contract holder, or you want to assign the role of Correspondence Recipient to the contract holder at a later time, enter a generally alternative correspondence recipient.

       3.      Make the settings for correspondence control by selecting the correspondence role and correspondence variant. These entries refer to the original and the generally alternative correspondence recipients.

       4.      If you want to send the correspondence for individual correspondence types exclusively or additionally one or more other business partners, enter the following in the Individual Correspondence Recipient area:

                            a.      Choose Create and specify the correspondence type you require.

                            b.      If the application underlying the correspondence type supports recipient groups and you want to use them, choose a recipient group.

If you do not specify a recipient group and the application supports recipient groups, the system uses the standard recipient group for this correspondence type when determining correspondence recipients.

                            c.      In the Correspondence Recipient ID field, enter the business partners that you want to receive the selected individual correspondence. The system then displays the corresponding name in the Correspondence Recipient Name field.

                            d.      Select the document category: Original or Duplicate.

If you do not enter an individual correspondence recipient or generally alternative correspondence recipient, the original correspondence recipient always receives the original version of any correspondence.

If you do not enter an individual correspondence recipient and enter a generally alternative correspondence recipient in addition to the original correspondence recipient, the generally alternative correspondence recipient always receives the original.

                            e.      Enter the correspondence role and correspondence variant for each individual correspondence recipient entered.

                              f.      Save your entries.

Choose Simulate Address if you want to see in a simulation run which correspondence recipient would receive which correspondence in an update run. You can do this as follows:

§         for each correspondence type, by selecting the corresponding row

§         for all correspondence types, if you do not select any rows

The system then displays the Recipient Simulation list showing which recipient receives the original or duplicate(s) for which correspondence type. The address of the recipient is also displayed. The list is based on the ALV Grid Control (BC-SRV-ALV).

 

Delete correspondence recipient

·        If you want to delete the original correspondence recipient, in the Customizing for Account Management (FS-AM) or for Master Contract Management you must have set the padlock status of the business partner role attribute as changeable. You delete the original correspondence recipient by deleting the role of correspondence recipient for the underlying business partner in the Edit Business Partner transaction.

·        If you want to delete the generally alternative correspondence recipient, navigate to the Correspondence Recipient ID field in the Generally Alternative Correspondence Recipient area, and delete the business partner entered there.

·        If you want to delete individual correspondence recipients, select the corresponding row in the Individual Correspondence Recipient area and choose Delete Row.

Edit details for correspondence control and recipient group

You can only edit correspondence roles, correspondence variants, and recipient groups in the Customizing for Account Management by choosing Tools ® Correspondence Tool or Tools ® Correspondence Recipient Management.

Result

The system saves, changes or deletes the data you entered for the correspondence recipients and can determine this during a correspondence creation run. It makes checks to ensure that at least one correspondence recipient receives the original for each correspondence type.