There are different standard correspondence types accessible like receipt print, account articulation and so on. Custom correspondence types can likewise be made.Correspondences can be made at the hour of specific deal handling or at a later stage for currently made exchange postings.Correspondence can be shipped off client/seller in different configurations like email, and fax. Correspondence is fundamentally letters and so on which is sent from SAP to seller/client and so on.Correspondence can be made separately or on the whole, specially appointed or through robotized bunch work.

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In this instructional exercise, you will learn-

SAP Correspondence is a feature that enables organizations to create, manage, and distribute various forms of business communication, such as invoices, purchase orders, statements, and letters, efficiently. It helps maintain consistency and accuracy in external and internal communications.

2. Configuration of Correspondence

a. Define Correspondence Types:

Start by defining the types of correspondence your organization uses, such as invoices, reminders, or sales orders.

b. Maintain Correspondence Templates:

Create templates for each correspondence type, specifying the layout, content, and placeholders for dynamic data.

c. Configure Output Determination:

Set up output determination rules to determine when and how correspondence is generated. Define criteria like document type, partner function, and output medium (e.g., print, email).

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3. Generation of Correspondence

a. Create Correspondence Data:

Populate the data needed for generating correspondence, such as customer information, transaction details, and relevant text.

b. Generate Correspondence:

Use SAP's correspondence generation programs to produce documents based on the configured templates and data. Ensure proper selection and filtering to generate the desired documents.

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4. Printing Correspondence

a. Output Devices:

Configure output devices such as printers or spool servers where printed correspondence will be sent.

b. Define Print Programs and Forms:

Create print programs and forms for each correspondence type, specifying the layout and formatting.

c. Print Documents:

Trigger the printing process within SAP by selecting the appropriate output medium (print) during correspondence generation.

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5. Emailing Correspondence

a. Configure SMTP Settings:

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Set up SAP to send emails by configuring SMTP (Simple Mail Transfer Protocol) settings.

b. Define Email Templates:

Create email templates with placeholders for dynamic data. These templates can be used for various correspondence types.

c. Send Emails:

During correspondence generation, select the email output medium, and SAP will automatically send the documents as email attachments to the specified recipients.

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6. Best Practices for SAP Correspondence

• Regularly review and update correspondence templates to ensure they align with business requirements.
• Maintain a consistent naming convention for correspondence types, templates, and output determination.
• Implement security measures to protect sensitive correspondence data, especially when sending via email.
• Monitor and log correspondence processes for auditing and troubleshooting purposes.

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 Define Correspondence Type

Way: - SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Define Correspondence TypesExchange Code:- OB77Here different SAP standard correspondence types are accessible. You can likewise make your custom correspondence types. You can determine that what information is expected for creating a correspondence, for example for account proclamation you can determine that client/seller ace is fundamental for the assertion. Additionally, you can determine the date boundaries and the text to show up for date choice.

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Assign Program to Correspondence Type

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Assign Programs for Correspondence TypesExchange Code: - OB78Here you really want to interface the correspondence generator program to the correspondence type. You can likewise indicate various projects for various organization codes. (Likewise, you can determine the default variation here for the program to execute. You can make such variation from exchange SE38/SA38 for the program.)You can likewise make your own custom program as a duplicate of the standard program and can roll out reasonable improvements to meet any of your client explicit need.

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Determine Call-Up Functions for Correspondence Type

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Determine Call-Up FunctionsHere you really want to determine that when of time you can create the specific correspondence type. You can likewise indicate an alternate setting for various organization codes. The different choices accessible are:-

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At the hour of report section (for example FB50, FB60, and so forth.)

At the hour of posting installments (for example F-28, F-26, and so on.)

At the hour of report show or change (for example FB02, FB03, and so forth.)

At the hour of record show (for example FBL1N, FBL5N, and so on.)

Assign Correspondence Form to Correspondence Print Program

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items Correspondence > Make and Check Settings for Correspondence > Define Form Names for Correspondence PrintHere you really want to determine what structures definition will be utilized by the correspondence print program. You can likewise indicate an alternate setting for various organization codes. (The SAP Script structure is characterized utilizing the exchange SE71, where the different information is organized in the result organization to get handled. This SAP Script structure characterizes the design in the result.)You can likewise utilize two digit structure IDs, by which you can call various structures for various structure IDs in a similar organization code.This structure ID can be given in the determination screen of the print program producing correspondence. You can choose just a single structure ID at one time for a correspondence type. You can make numerous correspondence types, setting off various structure ids.

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Define Sender Details for Correspondence

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Define Sender Details for Correspondence FormYou can here interface the subtleties for header, footer, mark and source. This text is characterized involving the exchange SO10 with text ID as connected above (for example ADRS). You can likewise indicate an alternate setting for various organization codes.(Also two digit shipper variation can be characterized, which you can provide for the determination boundaries of the print program. This will empower different source subtleties inside same organization code.)

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Define Sort Variants for Correspondence

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Define Sort Variants for CorrespondenceYou can here determine that wherein request the correspondence letters will get created. For example in the event that you are producing account articulation for numerous merchants, sellers will get arranged in a specific order and afterward the letter will get created. This Sort Variant can be given in the choice screen of the print program producing correspondence.

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Define Sort Variants for Line Items in Correspondence

Way:- SPRO > Financial Accounting (New) > Accounts Receivable and Accounts Payable > Customer Accounts > Line Items > Correspondence > Make and Check Settings for Correspondence > Define Sort Variants for Line ItemsYou can here determine that where request the different details will show up in a correspondence letters. For example on the off chance that a seller account explanation has various solicitations, solicitations will get arranged in a specific order and afterward the letter will get created.This Sort Variant can be given in the choice screen of the print program creating correspondence.

Correspondence Generation

As displayed before likewise while arranging the hit up point, the correspondence can be created at underneath point of times:-

At the hour of report section (for example FB50, FB60, and so forth.)

At the hour of posting installments (for example F-28, F-26, and so on.)

At the hour of report show or change (for example FB02, FB03, and so forth.)

At the hour of record show (for example FBL1N, FBL5N, and so forth.)

Correspondence can be produced for a specific record or for vendor(s)/customer(s) account. Ensuing slides will make sense of the age of correspondence through various ways and its printing.

Correspondence Generation (Method A):-

The correspondence can be produced while you make, change or show the archive.

For this go to Environment > Correspondence and select applicable correspondence type, for example see the beneath screen in FB70 client receipt creation:-

Essentially, you can make the correspondence from archive show/change from the exchange, as in FB02/FB03/FBl1N/FLB5N, and so forth.

Correspondence Generation (Method B)

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For existing bookkeeping archives you can utilize exchange code FB12.

From this point forward entering the organization code, it will ask the correspondence type. Select Correspondence Type and it will request that you enter record number/account no. and so on in view of the correspondence type setting. After this, the correspondence is mentioned.

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