ByDesign : Statement of account letter.

[former_member402814]

Hello Experts,

Can system automatically send email to mail contact details maintained in account master?

This report will contain Customer Receivable with invoice number, Date & External reference (maintained in Sales documents)

Thanks, Vishal Kambare

[edayang]

Hi Vishal,

You mean dunning letter?

Thanks,

Eda

[former_member402814]

I thing yes, ( i am unable to comment on your inputs)

[caroline_lost · Accepted solution]

Dear Vishal,

If you would like to send out an account statement to your Customers in order to inform them of their balances and to request comfirmation on the same you could set up an automated Balance Confirmation scenario for specific or all customers.

The balance confirmation letter displays all open items on an account with their respective document ID, document dates, document type, open amounts etc.
Please check the SAP ByDesign help document 'Quick Guide for Balance Confirmation Runs (Receivables)'.

If you would like to go ahead with this set up an Output selection rule for balance confirmations:

1. In the Application and User Management workcenter go to 'Input and Output Management' and here to the Output Channel Selection sub-view.
2. In the Show Rules for field select 'Balance Confirmation' and press Enter
3. Now, to create a new rule press 'New'.
4. Select the Output Channel 'E-Mail'.
5. Then enter parameters such as Business Partner, Company, Business Document.
6. The e-mail address for the output is derived from the main address in the Account's master data general tab.

Please note, the output channel selection works in a sequence.
In order to have the right rule picked it needs to be above all other rules which might also apply to the business partner.
Example:
If you have a generic output channel selection rule in place, not defining any business partner, but a specific output channel, e.g. printing, and if this rule is placed above a specific e-mail output selection rule then the printing rule will be picked first. Therefore ensure that all output selection rules are in the correct order.
You can amend the sequence by pressing 'Change Sequence'.

Once the Output channel selection is set up you can set up the Balance confirmation run:

1. In the Receivables workcenter go to Periodic Tasks and here to Balance Confirmation runs.
2. Press New- Balance Confirmation run to create a new run.Neter all paramenters.
3. Then, in order to automatically send the balance confirmation select the 'Release Immediately' option under output
4. Press next and select specific business partners if required and maintain further conditions as it suits.
5. Press next and review and then finish.
6. After this, under What to do next? click on the link 'Schedule Balance Confirmation Run'.You can start the run immediately or schedule the run to recurr daily, weekly or monthly.
7. Finally, press Save and close.

After this balance confirmations in the form of pdfs will be e-mailed to the customers defined in Output Management.

I hope this helps.

Kind regards,

Caroline

[former_member402814 · Accepted solution]

Hi caroline,

Thank you for detailed guide.

Before marking it as answered, Moderator Eda Yang suggested to use Dunning Letter.

What is the difference between Dunning Letters & Balance Confirmation Run?

[caroline_lost]

Hi Vishal,

You use the Automatic Dunning function to remind customers of open over-due or soon to be due outstanding receivables.

Please have a look at the ByDesign help document 'Automatic Dunning'.

The balance confirmation functionality, available for Receivables (as well as Payables), is a way of checking that all open receivables from customers are correct.
The balance confirmation informs your customers of the individual amounts on their account and request confirmation of them.

The balance confirmation entails a list of
- all business transactions for the company
- the opening balance of these receivables
- the total amounts in a specific period.

Please check the ByDesign help document 'Balance Confirmation for Receivables'.

Both, Balance Confirmation as well as Dunning letters can be output via printer or e-mail.

To get familiar with both functions I suggest test them in your test environment and see if they suit your business needs.

Thanks and kind regards,

Caroline

[former_member402814]

Perfect, Thanks for clarity.