Maintaining Letters and Text Modules

Prerequisites

The settings are made directly in Customizing for Real Estate, therefore you need a maintenance authorization. Contact your system administrator.

It is assumed that the letter form (layout) and the styles (paragraph / character formatting) are already available.

Procedure

Particular attention is given here to the activities carried out in Customizing for Real Estate with regard to editing text modules of letters . There are two types of text modules:

Those containing the main text

Those containing the header and footer

Text modules with main text

See under Customizing for Real Estate under Real Estate -> Correspondence → Letters and Text Modules → Maintain Letters or → Text Module Bulk Maintenance

Or under the application menu: Starting from the initial screen, choose Accounting → Real estate management → Tools → Current settings → Correspondence

Assignment to a business activity

You assign the letter to a business activity (for instance rent adjustment, service charge settlement). You assign a business activity to the correspondence by means of correspondence applications that are predefined in the system.

Correspondence application

Correspondence activity

Sales settlement

Sales settlement in two currencies

Prints the settlement for the master tenant in two currencies (for instance DM and euros)

You have to indicate the letter form required for every letter and the print program for printing it. You can also specify whether the administrator receives a selection of text modules for the letter before print, which can be printed as required.

Text modules for the header and footer

There are two ways of determining the contents of the header and footer.

Determine one header/footer for all letters of a company code

Determine different headers/footers for letters in the same company code

You make the necessary settings Customizing for Real Estate under:

Real Estate -> Tools -> Central Correspondence Maintenance -> Determine Standard Texts for Headers and Footers

You determine the text for headers and footers once only; the settings are made for each letter (form) at the point of print

You specify your requirements by editing the form (transaction SE71):

You have to determine the text for the headers/footers for each form and for each company code

Editing text modules

The next step is to determine the text modules for the letter.

You can change existing modules or create new ones. The sequence number of a text module determines its positioning in the letter. Note that any changes to a text module will affect all the letters to which this text module is assigned.

You control the paragraph and character formatting by assigning styles.

You control which data is included from the application by assigning forms. Data from the application can be used in each text module during print by specifying the fields of the program you require in the text module ( Example Including Data from the Application ).