Canceling Documents 

Use

You can cancel the following agency documents:

·        Settlement request lists

For more information, see Complete Settlement Request List and Cancel Settlement Request Lists.

·        Single settlement requests

·        Vendor billing documents

·        Customer settlements

·        Expense settlement documents

·        Posting lists

·        Remuneration lists

When you cancel these agency documents, it is important to note what happens in the following cases:

·        Single settlement request, settlement request list, vendor billing document, customer settlement document, expense settlement document, posting list

¡        Case 1: The document to be canceled has not yet been transferred to Financial Accounting (posted).

If you cancel the document, a reversal document is created. The original document and the reversal document have status E (document completed upon cancellation) meaning that no follow-on documents can be generated for either document type (remuneration lists and accounting documents).

¡        Case 2: The document to be canceled has already been transferred to Financial Accounting. No remuneration list has yet been created for the document.

When you cancel the document, a reversal document is created. This is automatically posted to Financial Accounting. The system takes neither the reversal document nor the original document into consideration when creating remuneration lists.

¡        Case 3: The document to be canceled has already been transferred to Financial Accounting. A remuneration list has already been created from the document.

When you cancel the document, a reversal document and a remuneration list for the reversal document are created.

When canceling document lists (posting lists, remuneration lists), the system generates a reversal document list, by copying the document list, changing the billing document type in the document header (for example, invoice in credit memo) and flagging the items with reversed credit/debit indicators.

Furthermore, the system resets the status of the preceding documents when customer settlements or posting lists are canceled, so that the documents are available again for creation of corresponding follow-on documents.

For single settlement requests and settlement request lists you can cancel both sides (vendor and customer) or just one side (vendor or customer). When you post a reversal document for a single settlement request, only the lines for the active partner are created. During the statistics update, only the values for the active partner are updated in the reversal document. For a one-sided cancellation, it is also possible to cancel the second partner in a second step.

·        Remuneration list

¡        Case 1: The remuneration list has not yet been transferred to Financial Accounting (posted).

When you save the document to be canceled, a reversal document is not created. The document to be canceled is not posted.

¡        Case 2: The document to be canceled has already been transferred to Financial Accounting.

When you save the document to be canceled, a reversal document list document is created. This is automatically posted to Financial Accounting.
Furthermore, the system initializes the remuneration list numbers in the preceding documents, so that they are available again for the creation of a remuneration list.

·        Single payment documents in settlement request lists

A single settlement request contained in a settlement request list can only be canceled if the settlement request list has already been transferred to Financial Accounting. When the single document is canceled, a reversal document and a remuneration list are created for the reversal document. This corrects the balance of the accounts.

 

The following procedure describes how you cancel a single settlement request or a vendor billing document and how you perform a mass cancellation.

Canceling a single document

...

       1.      Choose Settlement Request, Settlement Request List, Vendor Billing Document, Customer Settlement Document, Expense Settlement Document, Remuneration List or Posting List ® Cancel ® Single Document.

       2.      Enter the number of the document to be canceled.

       3.      Confirm your entry.

The document is displayed in the document view.

When a single document is canceled, you can change the entries in the fields of the reversal document that are ready for input, such as Activity Reason and Posting Date.

       4.      Save the document.

The system creates a reversal document with its own document number. The header data of the reversal document contains the number of the canceled document as a reference.

The system sets the indicator Canceled in the header data of the reversed document, and assigns the document posting status E (document completed upon cancellation).

Performing mass cancellation

...

       1.      Choose Settlement Request, Settlement Request List, Vendor Billing Document, Customer Settlement Document, Expense Settlement Document, Remuneration List or Posting List ® Cancel ® Mass Processing.

       2.      On the selection screen, enter the criteria for the documents to be canceled (for example, document numbers).

       3.      Enter a name for the run.

The run is saved under this run name. If the program run is terminated, you can use this run name to restart the selection of documents to be canceled.

       4.      Choose Execute.

After the program run is completed, the system displays a list containing the generated reversal documents.

To display the reversal documents, choose Settlement Request, Settlement Request List, Vendor Billing Document, Customer Settlement Document, Expense Settlement Document, Remuneration List and/or Posting List ® Display and enter the number of the reversal document.

If you select the Check run only indicator on the selection screen, once you press Enter, a dialog box is displayed containing a message that only a check run is being carried out. Once the program run has ended, you receive a log containing the documents to be canceled.