Realizing that there may be multiple steps needed in SAP to remedy a bad entry
The occasional data input error is relatively uncommon while dealing with daily accounting activities. Although SAP has various measures in place to aid in the prevention of data input errors, occasionally something can post improperly, necessitating a mechanism to repair the posting.

Even after a document has been cleared in SAP, there are procedures one can take to go back and correct the initial mistake. You must realise, however, that additional steps may be necessary to reverse ordinary SAP transactions due to module integration.

A payment and an invoice are involved in the procedure outlined below. In this instance, a payment was made on a defective vendor invoice, therefore I’ll show you how to first reverse the clearing document (the payment), and then reverse the necessary FI documents to restore the accounting balances to their previous state before the defective invoice was posted.

Reverse an approved document (FBRA)
There are situations when you must reverse the posting of a clearing document. This work instruction will teach how you utilise t-code FBRA to clear the document.

 

Check the vendor balance (FK10N)

  1. Customer number
  2. Corporate Code
  3. Analyzing fiscal year.

Click here

to keep going.

This straightforward example demonstrates how bills have been entered and paid within the same time frame. To view the document specifics, double-click on the Balance field, which is highlighted in green.

This displays the payment status of each invoice (Doc Type KR in the column “Type”) (Doc Type ZP). The original invoice or payment document is listed in the document NO column. The Clearing Document number, which in this instance corresponds to the payment document number, is listed in the Clring Doc column. To cancel the 6,000 EUR payment for this demonstration, we must reverse clearing document 2000000008.

There are two separate t-codes, as you’ll see. FBRA is used to reverse “clearing” papers like a payment document, whereas FB08 is used to reverse regular FI documents that aren’t thought of as clearing documents.

  • Put the document number in.
  • Input the company code
  • Fiscal Year Key
  • Click now on

  • When this pop-up window displays, you almost always choose “Resetting and reversing” rather than “Only resetting.”

Despite the fact that the original document was posted during a closed time, you choose Reversal Reason 04 since you can only post within the current period. Press ‘Enter’ to go ahead.

After seeing a pop-up stating that the value 2000000008 has been reset, you then see the following new document:

Visit FB03 right away to view the reversal document.

The clearance reversal document appears as follows. The original payment document that has been reversed is highlighted in the pop-up with the document header details if you click the header button.

Return to FK10N now to see the vendor balance.

To access the line item detail, double click on the dollar amount that is highlighted in green.

Now there is an open invoice needing to be paid. Reversing the invoice document is the next step if the invoice was the first issue. Since it is another FI document and not a clearing document, we can utilise the t-code FB08 to reverse.

Backwards FI Document (FB08)

At this point, we want to retract or cancel the initial invoice document.

  1. Enter the original document’s inverted number.
  2. Enter the fiscal year and the company code.
  3. Enter the current month’s posting date and Reversal reason 04 once more.
  4. To post the document, next click the Save Button.

Let’s now use FK10N to see the Vendor Balance once more.

We have two fresh documents, but the vendor balance has returned to zero. The original invoice is reversed in the “KA” document, and the payment document is reversed in the “ZP” document.

Because you are reviewing papers in both the MM Module and the FI Module, this two-step approach is required.

The outcome
What this procedure illustrates is how integrated SAP is. It highlights that there is a logical path for the reversal papers and that SAP does have facilities to reverse improper posts.