Here the principle of the correspondence function is explained using the lease-out and lease-out notice as examples.
In you organization, you want to print lease-outs individually or using mass selection as follows:
With a standard letter to the master tenant
With a different accompanying letter to an alternative payer, if required
In the case of notice, a choice of letters depending on which party gives notice
With a standard letter to the master tenant
With different contractual texts for each contract type
In the case of notice, a choice of letters depending on which party gives notice
You carry out all activities in Customizing under Real Estate -> Correspondence
Structures required (example) |
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Residential lease-out |
Commercial lease-out |
Create letter with text modules |
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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 |
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Use the correspondence activity (CA) to specify which addressees (business partners) should receive which letters |
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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 |
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Assign the letters to this correspondence activity and the respective addresses for each letter (master tenant / payer) |
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Control of lease-out print + letter: Use correspondence groups (CG) and correspondence applications (CA) to determine which correspondence activities are used during print |
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CG: Apartment Assign this correspondence group to the object type
There are two ways of controlling the print with the correspondence group:
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CG: Gewerbe_V_1_4/ Gewerbe_V_2_3 (commercial) Assign to object 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 |
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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
Object types
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There are three ways of printing letters:
Using forms: choose the menu path
From the master records (lease-out, notice)
All lease-out letters from the master record of a lease-out by choosing
(in the change mode) or (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.
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? |
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Data retrieval program |
Print program |
Determines
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. |