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Function documentation Correspondence  Locate the document in its SAP Library structure

Use

Once you have entered an accounting document in the system, you can print out the appropriate business document in the approved format using the generic Structure linkcorrespondence functions. For example, when you enter a customer invoice, you can print a combined invoice/tax invoice from it (see Tax Invoices).

Integration

You mostly require correspondence in dealings with your customers, so this function is of most use in Accounts Receivable (FI-AR) and Cash Journal. Although typically you do not need to print out correspondence for vendors, the settings provided with Country Version Thailand also work in transactions involving them, so you can also use it Accounts Payable (FI-AP), if you need to.

If you use the Sales and Distribution (SD) component, you can print out the business documents from the billing documents as well. For more information, see Output.

Features

Country Version Thailand comes with a single correspondence type that is specifically for correspondence in Thailand, SAPP1.

You can request this correspondence type from various types of accounting document (for a complete list, see below). The system then prints out the correct type of correspondence automatically. For example, if you request the correspondence for a customer invoice, the system prints an invoice/tax invoice. If you request the correspondence for a receipt, the system prints out a receipt.

Each item of correspondence meets Thai business and legal requirements. For example, the name of the correspondence type (for example, "Invoice/Tax Invoice" or "Receipt") is printed at the top of the correspondence. And tax invoices also show the appropriate tax invoice numbers.

Activities

Customizing

Country Version Thailand contains a number of objects specifically designed for printing the business documents used in Thailand. As well as the correspondence type (SAPP1), there is a print program (J_1HKORD) and a SAPscript form (J_1H_DOC_TH_04).

When you create a company code for Thailand using the country template, the system makes all the Customizing settings automatically. Alternatively, you can make the settings manually as follows:

In Customizing for Financial Accounting (FI), you can check correspondence type SAPP1 by choosing Financial Accounting Global Settings ® Correspondence ® Define Correspondence Types.

Then make the print settings for the correspondence types, in Customizing for FI, by choosing Financial Accounting Global Settings ® Correspondence ® Assign Programs for Correspondence Types.

Instructs the system to print line items relating to VAT.

This is the number that controls how the system will number the receipts (see above). It is not required for combined receipts/tax invoices. If you have not yet defined a receipt lot, you can do so in Customizing for Accounts Receivable and Accounts Payable, by choosing Business Transactions ® Incoming Payments ® Manual Incoming Payments ® Outgoing Payment Notices ® Create Receipt Lot and … ® Assign Receipt Lots to Number Ranges.

Indicates that in the case of down payments, the system only reads the down payment documents, and not the invoices as well.

Finally, specify which SAPscript form you want to print the tax invoices with. In Customizing for FI, by choosing Financial Accounting Global Settings ® Correspondence ® Define Form Names for Correspondence Print:

Day-to-Day Activities

You Structure linkrequest and Structure linkprint correspondence from the accounting document using the generic functions. The system automatically determines which type of business document to print.

The basic business process, where you invoice a customer and the customer makes a payment, involves the following correspondence:

You print these documents, which serve as commercial invoices and tax invoices, when you enter customer invoices in Accounts Receivable (FI-AR) with value-added tax (VAT) items (other than deferred VAT, see below). You can also print them when you enter any other documents with output tax items in General Ledger (FI-GL).

You can print a receipt whenever you enter customer payments. You print the receipt from the payment document. The system numbers the receipt printouts consecutively using the numbers that you have defined in Customizing (see below).

If deferred tax is involved, you require different types of correspondence:

You print invoices at the beginning of the deferred tax procedure (see Deferred Tax in Accounts Receivable). Since the tax is deferred, you cannot create a tax invoice, only a commercial invoice.

You print tax invoices at the end of the deferred tax procedure (again, see Deferred Tax in Accounts Receivable). When the customer has paid the commercial invoice, you create a tax invoice from the accounting document that you used to transfer the tax from the deferred tax account to the regular output tax account.

In addition, the system also allows you to print combined receipts/tax invoices. These documents are required in Cash Journal, when you enter customer payments, and in FI-AR, when you enter customer down payments. In both cases, you are required to issue a single document that serves both as a receipt and a tax invoice.

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