Correspondence Recipient Management (SAP Library - Correspondence in Account Management)

Correspondence Recipient Management

Definition

A contract element that enables management of correspondence recipients and their attributes from the contract specializations account, card and card pool, for creation of correspondence.

Use

The recipients and recipient groups entered on the Correspondence Recipients tab page form the basis for determining correspondence recipients during the correspondence creation run. For more information, see Correspondence Recipient Determination.

For more information about editing correspondence recipients, see the Structure link Editing Correspondence Recipients section.

To find the technical documentation for this contract element, choose the Technical Documentation button in the dialog of the contract in question from one of the above-named contract specializations.

Structure

Recipient management consists of the following parts:

Customizing of recipient management for recipient groups:

You can create recipient groups in the Customizing for Account Management.

Note

The recipient group functions are currently only available for the correspondence type Bank Statement. For more information, see the documentation in the Customizing for Account Management (FS-AM) by choosing Tools ® Recipient Management ® Create and Assign Recipient Groups, and Create Reference to Other Correspondence Type.

· Reports for determination of correspondence recipients

During the correspondence creation run, the system uses your entries to determine the recipient(s) for the correspondence to be generated. There are two reports available to the system.

· Correspondence Recipients tab page (correspondence recipient management)

Here you manage all correspondence recipients and recipient groups that are to receive correspondence. The system enters the holder of the contract specialization automatically.

The Correspondence Recipient tab page consists of the following group boxes:

· Original Correspondence Recipient

The original correspondence recipient is the one that the system automatically selects when determining the correspondence recipient if you have not entered a generally alternative correspondence recipient or an individual correspondence recipient. This recipient then receives the originals of all correspondence generated. You can specify only one business partner as the original correspondence recipient for each contract of a contract specialization.

Prerequisite: You must have created the contract holder in the role of correspondence recipient in transaction Editing Business Partners.

· Generally Alternative Correspondence recipient

In addition to the individual correspondence recipient, you can enter the generally alternative correspondence recipient as an alternative to the original correspondence recipient. You can create exactly one generally alternative correspondence recipient for each contract. This recipient replaces the original correspondence recipient and receives the original version of all correspondence created, if you have not entered a different individual correspondence recipient.

Prerequisite: You must have created the contract holder in the role of correspondence recipient in transaction Editing Business Partners.

· Correspondence control

The system differentiates the following control attributes that are assigned to the original or generally alternative correspondence recipient. The system provides these during determination of correspondence recipients for the creation of correspondence.

¡ Correspondence Variants

A correspondence variant enables you to specify the dispatch method for correspondence. The control parameters stored by means of correspondence variants are analyzed when the correspondence creation run is executed.

¡ Correspondence Roles

A correspondence role enables you to design the correspondence to be sent as application forms, and to determine the address type of the correspondence recipient. The system analyzes the control parameters stored by means of the correspondence role when the correspondence creation run is executed.

· Individual Correspondence Recipient

You can specify as many individual correspondence recipients as you like. There are the following different types:

¡ Alternative Individual Correspondence Recipient

The alternative individual correspondence recipient receives the original version of the correspondence of a certain correspondence type. This does not go to the original or generally alternative correspondence recipient. An individual correspondence recipient becomes an alternative individual correspondence recipient if you assign the document category Original to them.

Note

Only one alternative individual correspondence recipient can exist for each correspondence type and recipient group. The correspondence type Bank Statement is an exception. For more information about this, see the Recipient Group section in this document.

¡ Additional Individual Correspondence Recipient

The additional individual correspondence recipient is a further correspondence recipient that you can enter in addition to all other correspondence recipients. This recipient always receives a duplicate of correspondence created for a correspondence type. An individual correspondence recipient becomes an alternative individual correspondence recipient if you assign the document category Duplicate to them.

Note

You can enter as many additional individual correspondence recipients as required for each contract, or none.

Recipient group

If, for business-related reasons, originals and duplicates need to be sent to different correspondence recipients for correspondence of one correspondence type, you can group these different correspondence recipients together in recipient groups. For example, correspondence for different agreements for the correspondence type Bank Statement.

A recipient group always consists of an original recipient and 0-n duplicate recipients.

· Standard Recipient Group

SAP supplies a standard recipient group that automatically consists of the original correspondence recipient and any generally alternative correspondence recipient. The system uses this to ensure that a recipient always receives the original of all correspondence created.

Individual correspondence recipients belong to the standard recipient group if you enter individual correspondence recipients in correspondence management and leave the recipient group area blank. No Customizing settings are required for the standard recipient group.

Example

For example, the standard recipient group for the correspondence type Bank Statement is the correspondence recipient group for Binding Bank Statement Agreement For more information, see Structure link Bank Statements.

· Other Recipient Group

If you want other recipient groups available in addition to the standard recipient group, create these in the Customizing for Account Management (FS-AM) by choosing Tools ® Recipient Management ® Create and Assign Recipient Groups, and assign these to the correspondence type you require. The system then offers you these recipient groups for selection in the current application (such as bank statement), and in correspondence recipient management when you edit the individual correspondence recipient.

· Documentation Type

This indicator determines whether the respective correspondence recipient receives an original or a duplicate. The original is the first version of a document and is created only once. It is sent to one correspondence recipient only. The duplicate is a copy or nth version of an original. It can be sent to as many correspondence recipients as you wish.

Note

The original correspondence recipient or the generally alternative correspondence recipient receives the original version. Exception: There is an alternative individual correspondence recipient for a correspondence type.

Additional individual correspondence recipients always receive a duplicate.

Integration

· Determination of correspondence recipients is part of the correspondence creation run.

Before you can use correspondence recipient determination, you must have entered the required data on the Correspondence Recipient tab page for the contract specialization.

You also need the Correspondence Tool and Print Workbench if you wish to generate and output correspondence.

Example

The following example cases from banking practice clarify the different options of correspondence recipient management for the contract specialization Account:

Correspondence Recipient / Contract	Original Correspondence Recipient	Generally Alternative Correspondence Recipient	Alternative Individual Correspondence Recipient	Additional Individual Correspondence Recipient
Account in favor of third party; account holder: grandchild	-	Account-opening authorized drawer (grandmother)	-	Other business partners such as parents
Checking account; account holder: Mr. Adams	Mr. Adams	-	-	Tax consultant for bank statement
Checking account; account holder: company XY	-	Accounting department of contract-holding company	-	-

Example Example 1

The account holder (grandchild) is not entered as the original correspondence recipient since, due to his or her age, he or she is not yet legally competent and therefore not authorized to issue orders to the bank for his or her account. For this reason, he or she was created in the business partner role Account Holder but not in the role of Correspondence Recipient. For all business transactions on the account, the grandmother receives all (original) correspondence as the generally alternative correspondence recipient. In addition, duplicates of all correspondence are sent to the parents of the account holder.

Example Example 2

The account holder is entered as the original correspondence recipient. Since no generally alternative correspondence recipient is specified, he or she receives the original version of all correspondence. The tax consultant receives a duplicate of each bank statement but no duplicate of general correspondence.

Example 3

The account holder is company XY. The accounting department is entered as the generally alternative correspondence recipient. This department receives all correspondence for the checking account, since no different individual correspondence recipients are specified.