Correspondence Type

Use

Procedure

Returns (0001)

If a bank return arises from a debit or collection procedure, a check deposit, or a payment, you can send the customer a returns notification and/or a payment form.

If a returns lot has been successfully posted, the system can create returns notifications and payment forms automatically. You can use event 0295 to do this. For more information, see Printing Returns Notifications .

Account statement (0002)

Account statements show a customer's receivables and payables and are created periodically.

For more information see Account Statements

Dunning notice (0003)

You use dunning notices to remind business partners that their payables are overdue and to request payment.

In Contract Accounts Receivable and Payable , the dunning proposal run determines which dunning level is assigned to an overdue item. You can assign specific dunning activities, such as creating dunning notices, to individual dunning levels in Customizing for Contract Accounts Receivable and Payable under Business Transactions → Dunning Notices → Configure Dunning Procedures . The dunning activity run then triggers the dunning activity, for example, printing a dunning notice. For more information, see Dunning .

Payment advice note (0006)

In Contract Accounts Receivable and Payable , payment advice notes represent covering letters for outgoing payments. They are entered when the note to payee text exceeds the length of the Note to Payee field. They are therefore a supplement to the note to payee.

Payment advice notes are created automatically by the payment media run.

Payment form for installment plan (0008)

If you have agreed on installment payments with a customer, you can send him payment forms for the individual installments.

In Customizing for Contract Accounts Receivable and Payable , under Business Transactions → Deferrals and Installment Plans → Define Default Values for Installment Plans , you can determine whether and at what stage payment forms are created. You can:

Send the payment forms with the notification

Send only the first payment form with the notification and send all other payment forms separately

Send the payment forms separately from the notification

If you do not create the payment forms with the notification, you can use the transaction Print Installment Plan to trigger the creation of payment forms for your business partners periodically. (See also: Functions for Scheduling Program Runs ).

Check (0015)

You use the check correspondence type for the mass creation of checks if, for example, you want to make payments to your customers as part of a final settlement.

Mass check printing is triggered automatically by the payment run for outgoing payments that have payment method and payment format Check .

Payment notification (0019)

You can use payment notifications to confirm incoming payments and to request information about the payment from the customer.

The system creates payment notifications automatically

For underpayments, that is, when posting a payment results in partial clearing

For overpayments, that is, if the payment is posted on account to a contract account

You can also trigger a payment notification online in incoming payment clarification when you post a payment. In the transaction Post Documents , choose Extras → Payment Notification . This places the correspondence in the print dataset of the mass printing activity.

Correspondence dunning notice (0020)

You can use correspondence dunning to request specific correspondence such as tax certificates or broker reports. You can also use correspondence type 0020 for dunning inbound correspondence so that you can send your customer a reminder before the correspondence is actually due. These reminders are realized as an optional dunning level.

You can dun inbound correspondence that is entered in the correspondence history and that does not have a date of receipt. The Correspondence Dunning Run first selects all inbound correspondence with an initial date of receipt that fulfils the selection criteria for the General Selections . The following events are then run:

742 - Master data check for potential dunning locks and determination of the dunning procedure 743 - Correspondence check for due date for dunning 744 - Determination of dunning level 745 - Determination and posting of dunning charges 746 - Execution of dunning activities

If you want to create reminders, select Correspondence Dunning Run Type Reminder or Dunning Notice and Reminder on the Mode tab page in the correspondence dunning run. If you do not make any specifications, only dunning notices are created. If the parameter Correspondence Dunning Run Type is not visible in your installation, you have to add the group area 3007 (selection of correspondence dunning run type) to layout 0020 (correspondence dunning) of tab page 02 ( Mode ) in Customizing (see Implementation Guide for Contract Accounts Receivable and Payable : Technical Settings → Define Layouts for Mass Activities ).

Reminder before expiry of tax exemption (0023)

With the transaction Monitor Tax Exemption , you can monitor the validity of tax exemptions. If the key date for the expiry of an exemption has been reached, the program creates a correspondence for each contract account checked; in this correspondence you ask the exempt business partner about the status of the exemption and you can request a new certificate. The program run creates an entry in the correspondence container.

...

On the SAP Easy Access screen, choose Periodic Processing → For Contract Accounts → Correspondence → Monitor Tax Exemptions.

Enter a run date and an ID that you can use to identify the run later.

On the tab page General Selections , restrict the contract accounts to be checked. On the Additional Parameters tab page, you can also restrict the selection by tax code, condition type, and the key date on which the exemption expires. If you set the Repetition for indicator, and specify the ID and run date of a run that has already taken place, you can repeat the check for the tax exemptions processed in this run. On the Periods tab page, you define which correspondence is created. The system only creates the correspondence defined for the period specified.

Schedule the program run. (See also: Functions for Scheduling Program Runs

).

Contract account balance notification (0026)

A balance notification contains the account balance of a business partner. The balance is created on the basis of open items. Balance notifications are useful, for example, if:

Auditors want to inform a sample number of customers about the current status of their customer accounts

You want to inform customers about their current balance once in each period (legal requirement in some countries)

You want to inform customers about the amount of outstanding receivables before and after the currency conversion to Euro

In event 9552, you can decide whether a balance notification is to be created (see the documentation for the sample function module FKK_SAMPLE_9552).

Note for the industry component Insurance

For insurance objects, you can also use the correspondence type Balance Notification for Insurance Relationship .

...

...

On the SAP Easy Access screen, choose Periodic Processing → For Contract Accounts → Correspondence → Create Balance Notification.

On the General Selections tab page, restrict the contract accounts. There you can use the preselections of business partners (see Defining Preselections for Master Data ). If you specify a preselection according to the random principle, you can send balance notifications to a random selection of your customers. When you create a balance notification according to this preselection, you can deactivate the correspondence variant test. This means that you do not have to enter a variant with correspondence type 0026 for the accounts. You can restrict the selection further under Further Restrictions of Accounts . Under Run Parameters , you can also select one of the following confirmation procedures:

Balance notification (negative request)

Balance request (open method, request procedure)

Balance confirmation (positive request)

See the documentation for the fields.

On the Date and Periods tab page, enter a key date for the selection. If you want items that you have already informed your customers about to be listed separately from newly posted items in the balance notifications, enter the corresponding Key Date for New Items .

Schedule the program run (see also: Functions for Scheduling Program Runs )

You can use the following events for balance notifications; 1907 - Creation of balance notification 1908 - Print balance notification 1909 - Interval module for creating balance notifications 1910 - Changing parameters for balance notifications See the documentation for the sample function modules.

SAP provides the application form FI_CA_BALANOTE_SAMPLE. Normally, you should use the application form FI_CA_BALANOTE_SAMPLE_SF.

You can postprocess the data saved in the system for the balance notifications created (see SAP menu Periodic Processing → For Contract Accounts → Correspondence → Postprocess Balance Notification ). Here, for example, you can indicate whether a reply has been received, or determine the balance confirmations that have led to no response.

Business partner statement (0029)

A business partner statement contains all the open items for a business partner. The balance is created on the basis of open items. Business partner statements are useful, for example, if:

There are several contract accounts for one business partner and you want to inform the customer of the status of the customer relationship using only one correspondence.

There are several contracts for one business partner and you want to inform the customer of the status of the customer relationship using only one correspondence.

On the SAP Easy Access screen, choose Periodic Processing → For Contract Accounts → Correspondence → Create Business Partner Statements (see also Functions for Scheduling Program Runs ). You can use the following events for business partner statements:

702 - Create statement 703 - Print statement 1911 - Interval module for creating business partner statements 1701 - Change parameters 1913 - Determine relevant parameters for correspondence control See the documentation for the sample function modules.

Notification of bills, credit memos (0031)

In SAP Biller Direct , you can inform your customers about new bills or credit memos by SMS or e-mail.

You can only use this correspondence type if you use SAP Biller Direct .

Write-off notification (0034)

In a write-off notification, you can inform customers that you are waiving certain receivables or parts of receivables. Once you have written off items in the transaction Write Off Items or in the Write-Off Run , you can create a write-off notification.

...

On the SAP Easy Access screen, choose Periodic Processing → For Contract Accounts → Create Write-Off Notifications.

Assign a date ID and an identification that you can use to identify the run later, and on the tab pages General Selections and Additional Selections , restrict the write-offs to be selected.

Schedule the program run. (See also Functions for Scheduling Program Runs ).

The program first creates entries for the write-offs in the correspondence container. They are printed separately in correspondence printing. The correspondence is created in event 1917 and printed in event 1918. The form class is FI_CA_WRITEOFF; the application form example is FI_CA_WRITEOFF_SAMPLE.

Invoicing in FI-CA (0042)

The invoicing documents created in Invoicing in FI-CA are to be sent to the customers as invoices.

Once an invoicing document has been successfully posted, the system can create an invoice. Therefore, the events 2685 and 2686 are defined as standard. For more information, see the section Invoice Printing in the documentation for invoicing.

Dunning telephone list (3003)

Using correspondence type 3003, you can use the correspondence recipient control to enter an alternative business partner in the telephone list created in the dunning activity run.

Define events 9010, 9012, and 9013. SAP provides function module FKK_CALLLIST_CRM_9010 as an example.

SEPA mandate (0047)

When displaying a SEPA mandate, you can choose Delayed Print (Delayed Print of Mandate) to create a correspondence request.

In addition, after a change of bank, or after creation of a new bank, you can have the system automatically create a correspondence request for the automatically changed or SEPA mandates.

You make the specifications for the automatic print request in Customizing for Contract Accounts Receivable and Payable under Business Transactions → Payments → Incoming/Outgoing Payment Creation → Management of SEPA Mandates → Enter General Specifications .

SAP provides the application form examples FI_CA_MANDATE_SAMPLE_SF and FI_CA_MANDATE_SAMPLE_PDF.

In both cases, the correspondence is placed in the print set of mass printing.

SEPA direct debit pre-notification (0048)

When using the SEPA direct debit process, if you do not notify about receivables using invoice creation, but use the pre-notification run instead, the system creates a correspondence entry with correspondence type 0048 for each direct debit pre-notification.

SAP provides the application form examples FI_CA_PRENOT_SAMPLE_SF and FI_CA_PRENOT_SAMPLE_PDF.