Cancellation Processing

Purpose

This process describes the way in which cancellations are processed in the system.

Prerequisites

Cancellations are to be edited. This may be the result of an ad insert order being withdrawn, an ad being published after the order deadline in a different booking unit or a complaint being made about an invoice.

You have defined cancellation reasons and copying variants for the Create with template function, credit memo items and document flows in Customizing.

The publication date of the document item to be cancelled has not changed. The system does not check the performance date for a service item.

The item, schedule line or billing dataset status allows this to be cancelled.

Process Flow

  1. Identify the order to be cancelled.

  2. Central access and standard access can be used to do so. Central access is generally used to determine the order.

    See also: Central Access

    See also: Standard Access

  3. Create a cancellation for the order determined.

  4. A cancellation can be created at item, schedule line or billing dataset level in the order. The document level that you choose is dependent on the type of cancellation involved. If a complaint refers to missing discount for a section of the invoice, you create the cancellation at billing dataset level.

    See also: Creation of Cancellations

    Billing datasets can still be cancelled even if a billing dataset or the billing datasets for an item or schedule line have already been billed.

    If the billing dataset to be cancelled has not been billed, the system deletes the billing index. If the billing dataset to be cancelled has already been billed, the system creates a billing index with a cancellation indicator and cancels the billing dataset in the next billing run.

    If your organization does not issue a new order to replace the cancelled order or no complaints are made for invoices, cancellation is completed with this step.

  5. If your organization does issue a new order to replace the cancelled order or a complaint is made for an invoice, a new order or credit memo item is created in the next step.

  6. The new document item is usually created in an existing sales document so that the business transaction can be documented in this document.

    1. If data in the cancelled item is largely identical to data in the new item, you can create the new item using the Create document items with template function.

    2. See also: Copying of Document Items

      If an ad is to be published in a different booking unit after the order deadline or publication is to be moved to a different date, you can create the new item by copying the cancelled item.

    3. If data in the cancelled item is not similar to data in the new item, you must enter data for the new item manually.

See also: Creation of Document Items

If the wrong item category has been used to create an item, such as a cash or barter deal, you can copy the template item into an item with the correct item category and cancel the template item during this process. This is only possible if you have defined the appropriate copying variants in Customizing.

See also: Copying of Document Items

If a complaint has been made for an invoice and the associated billing datasets are to be cancelled, cancellation is part of complaint processing.

See also: Complaint Processing

Several functions for creating a credit memo item are available in complaint processing. The function that you use is dependent on whether items, schedule lines or billing datasets have been cancelled.

Result

The order has been cancelled and a new order created as required.

The cancelled item or schedule line cannot be produced or settled subsequently. The cancellation is transferred to the technical system.

If a new order has been created, production and settlement are performed for this order instead of the cancelled order.

If a complaint has been made for an invoice, a complaint, cancellation and credit memo item have been created.

If a billing dataset that has already been billed is cancelled, the system generates a cancellation document and cancels the original billing item.

See also: Partial Billing Cancellation