Show TOC

Function documentationReversing Payment Documents


You can reverse payment documents in the cash desk.


To assign a role the authorization for reversing, set the Maintain Role-Specific Activities for Cash Journal indicator in Customizing for Contract Accounts Receivable and Payable under Start of the navigation path Business Transactions Next navigation step Payments Next navigation step Processing Incoming and Outgoing Payments Next navigation step Cash Desk/Cash Journal Next navigation step Maintain Role-Specific Activities for Cash Journal End of the navigation path . SAP delivers this setting for the roles of branch manager and cashier with special tasks.


You can select payment documents for reversal by using the date or the payment document number.

Before you reverse a document, you can double click on it to go to the detail display of the payment document.

You can reverse multiple payment documents together in one step.

You can reverse payment documents in payment lots that are already closed. For example, if you discover later on that a check is not covered, this allows you to reverse the check payments.

You can also reverse mixed payments, that is, payments that consist of more than one payment category.

Note Note

Example: A customer pays a receivable of 100 with 50 in cash and 50 as a check, but the check is not covered. You can then reverse the partial amount of 50 with the payment category check. Or you can reverse the entire payment of 100.

End of the note.

You can display reversed payments in the historical data of the cash journal. This enables you to get a better overview of the activities of the cash desks in a branch.

If you reverse payments in payment lots that are already closed, the system displays the reversal in the cash balance. The system does not display reversals that relate to payment lots that are still open.

The reversal function is also integrated in the cash journal.


  1. In the menu of the cash desk, choose Start of the navigation path Environment Next navigation step Reverse Payment End of the navigation path .

  2. Enter the number of the payment document you want to reverse, or limit your selection by entering any date, today's date, or an entry period.

  3. For posting the reversal, enter the reconciliation key to be used, the clearing reason, and the reversal date.

  4. Choose Continue.

  5. In the Clearing Documents area, the system displays the documents that meet your selection criteria.

    The symbols in the Clearing Status column indicate if you can reverse the payment document:

    • Can Be Reversed (Can Be Reversed) indicates that you can reverse the document.

    • Reversed (Reversed) indicates that you cannot reverse the document.

      In that case, you also cannot select the document. The exception is if the system also displays the symbol Linked documents (Linked documents) in the Payment Document Category column. This symbol indicates that there is a mixed payment that was already partially reversed, but that it still contains items that can be reversed.

      Example Example

      There is a mixed payment that was made partly in cash and partly by check. The check payment was already reversed.

      End of the example.
  6. Select the documents you want to reverse. You can select multiple documents.

    The system transfers the selected documents to the Selected Documents area. If you select a mixed payment, the system generates a row in the table for each payment category. By double clicking on the Delete Row (Delete Row) pushbutton in the Clearing Document Category column, you can remove partial payments of mixed payments that you do not want to reverse.

  7. Choose Post (Reverse Payment Documents).

The system reverses all documents displayed in the Selected Documents screen area.

To display reversals in the history of the cash journal, choose Start of the navigation path Environment Next navigation step Historical Data End of the navigation path in the menu of the cash journal. Navigate from the branch to the cash desk, and expand the Payments file.