Correspondence in SAP –

Configuration & Types

Ryan Bennett November 19, 2022

There are various standard correspondence types available like

invoice print, account statement etc. Custom correspondence types
can also be created.

Correspondences can be created at the time of particular business

transaction processing or at a later stage for already created
transaction postings.

Correspondence can be sent to customer/ vendor in various formats

like email, and fax. Correspondence is basically letters etc. which is
sent from SAP to vendor/ customer etc.

Correspondence can be created individually or collectively, ad-hoc

or via automated batch job.

In this SAP Correspondence tutorial, you will learn:

Types of correspondence
How to do Correspondence configuration
Correspondence Generation
Correspondence Printing
Correspondence Via Email

Types of correspondence
Following is example list of various standard correspondence types,
which can be copied to create a specific custom form, program, etc.

Correspondence Correspondence Print Required Sample standar

:
 Type Description Program Data SAP Script Form
Document
SAP01 Payment notices RFKORD00 F140_PAY_CONF_
number
Account
Account
SAP06 RFKORD10 number F140_ACC_STAT_0
statements
and date
Bill of exchange
Document
SAP07 charges RFKORD20 F140_BILL_CHA_0
number
statements
Internal Document
SAP09 RFKORD30 F140_INT_DOCU_
documents number
Account
SAP10 Individual letters RFKORD40 F140_IND_TEXT_0
number
Document Document
SAP11 RFKORD50 F140_DOCU_EXC_
extracts number
Customer
Customer
SAP13 RFKORD11 number F140_CUS_STAT_
statements
and date

How to do Correspondence configuration

Configuration of Correspondence in SAP can be carried out in the
following steps below

Step 1) Define Correspondence Type

Path: – SPRO > Financial Accounting (New) > Accounts Receivable

and Accounts Payable > Customer Accounts > Line Items >
Correspondence > Make and Check Settings for Correspondence >
Define Correspondence Types

Transaction Code:-OB77

Here various SAP standard correspondence types are available. You

can also create your custom correspondence types. You can specify
:
 that what data is required for generating a correspondence, e.g. for
account statement you can specify that customer/ vendor master is
necessary for the statement. Also, you can specify the date
parameters and the text to appear for date selection.

Step 2) Assign Program to Correspondence Type

Path:-SPRO > Financial Accounting (New) > Accounts Receivable

and Accounts Payable > Customer Accounts > Line Items >
Correspondence > Make and Check Settings for Correspondence >
Assign Programs for Correspondence Types

Transaction Code: –OB78

:
 Here you need to link the correspondence generator program to the
correspondence type. You can also specify different programs for
different company codes. (Also, you can specify the default variant
here for the program to execute. You can create such variant from
transaction SE38/ SA38 for the program.)

You can also create your own custom program as a copy of the
standard program and can make suitable changes to meet any of
your client specific need.

Step 3) Determine Call-Up Functions for Correspondence Type

Path:-SPRO > Financial Accounting (New) > Accounts Receivable

and Accounts Payable > Customer Accounts > Line Items >
Correspondence > Make and Check Settings for Correspondence >
Determine Call-Up Functions

Transaction Code:-OB79

Here you need to specify that at what point of time you can generate
the particular correspondence type. You can also specify a different
setting for different company codes. The various options available
are:-
:
 At the time of document entry (e.g. FB50, FB60, etc.)
At the time of posting payments (e.g. F-28, F-26, etc.)
At the time of document display or change (e.g. FB02, FB03,
etc.)
At the time of account display (e.g. FBL1N, FBL5N, etc.)

Step 4) Assign Correspondence Form to Correspondence Print

Program

Path:-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 Print

Transaction Code: –OB96

Here you need to specify that which forms definition will be used by
the correspondence print program. You can also specify a different
setting for different company codes. (The SAP Script form is defined
using the transaction SE71, where the various data is arranged in the
output format to get processed. This SAP Script form defines the
layout in the output.)

You can also use two digit form IDs, by which you can call different
forms for different form IDs in the same company code.

This form ID can be given in the selection screen of the print

program generating correspondence. You can select only one form
:
 ID at one time for a correspondence type. You can create multiple
correspondence types, triggering different form ids.

Step 5) Define Sender Details for Correspondence

Path:-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 Form

Transaction Code:-OBB1

You can here link the details for header, footer, signature and sender.
This text is defined using the transaction SO10 with text ID as linked
above (e.g. ADRS). You can also specify a different setting for
different company codes.(Also two digit sender variant can be
defined, which you can give to the selection parameters of the print
program. This will enable different sender details within same
company code.)

Step 6) Define Sort Variants for Correspondence

Path:-SPRO > Financial Accounting (New) > Accounts Receivable

and Accounts Payable > Customer Accounts > Line Items >
Correspondence > Make and Check Settings for Correspondence >
:
 Define Sort Variants for Correspondence

Transaction Code: –O7S4

You can here specify that in which order the correspondence letters
will get generated. E.g. if you are generating account statement for
multiple vendors, then vendors will get sorted in this order and then
the letter will get generated. This Sort Variant can be given in the
selection screen of the print program generating correspondence.

Step 7) Define Sort Variants for Line Items in Correspondence

Path:-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 Items

Transaction Code: –O7S6

:
 You can here specify that in which order the various line items will
appear in a correspondence letters. E.g. if a vendor account
statement has multiple invoices, then invoices will get sorted in this
order and then the letter will get generated.

This Sort Variant can be given in the selection screen of the print
program generating correspondence.

Correspondence Generation
As shown earlier also while configuring the call-up point, the
correspondence can be generated at below point of times:-

1. At the time of document entry (e.g. FB50, FB60, etc.)

2. At the time of posting payments (e.g. F-28, F-26, etc.)
3. At the time of document display or change (e.g. FB02, FB03,
etc.)
4. At the time of account display (e.g. FBL1N, FBL5N, etc.)

Correspondence can be generated for a particular document or for

vendor(s)/ customer(s) account. Subsequent slides will explain the
generation of correspondence via different ways and its printing.

Correspondence Generation (Method A):-

:
 The correspondence can be generated while you create, change or
display the document.

For this go to Environment > Correspondence and select relevant

correspondence type, e.g. see the below screen in FB70 customer
invoice creation:-

Similarly, you can create the correspondence from document display/

change from the transaction, like in FB02/ FB03/ FBl1N/ FLB5N, etc.

Correspondence Generation (Method B)

:
 For existing accounting documents you can use transaction code
FB12.

Hereafter entering the company code, it will ask the correspondence

type. Select Correspondence Type and it will ask you to enter
document number/ account no. etc. based on the correspondence
type setting. After this, the correspondence is requested.

Correspondence Generation (Method C)

From transaction F.27, you can generate the correspondence

(Account Statement) for vendor(s) / customer(s).
:
 Here “Indicator in Master Record”, the value given should match with
the value given in customer/ vendor master data > Company Code >
Correspondence.

If you select “Individual Request” check box, then if the same

vendor/ customer has line items in multiple company codes, then for
each company code a separate statement will get generated.
:
 Correspondence Printing
Correspondence Printing (Method A):-

Use transaction code F.61 to print the relevant correspondence type

already generated. On execution, it will simply print the
correspondence (If Email/ Fax, etc. is configured, then output will be
generated in that format)

Correspondence Printing (Method B):-

From transaction F.64, you can see the correspondence letter

(Spool) generated and can print it. (The difference from F.61 is that,
in F.64 you can also do other operations (like delete, print preview,
:
 etc.) for correspondence request already generated.)

The spool generated can be seen and printed from transaction SP02
or System > Own Spool request.

Correspondence Via Email

Maintain the email address in the setting in customer/ vendor master
> General Data > Address Tab > Communication and select the
communication method as email.
:
 Also maintain the email id in customer/ vendor master > Company
Code Data > Correspondence Tab.

Then the correspondence for this customer/ vendor will get

generated in email format instead of print output (Taking into
account the user exit setting made to determine method of
communication in the user exit given in next slide.)

(Note: Similarly you can make setting for Fax output via
:
 selecting the standard communication as FAX and maintaining
Fax no.)
: