Reversing Documents 

Use

You can reverse (cancel) the following agency documents:

For further information, see Closing Settlement Request Lists.

When you reverse single settlement requests and vendor billing documents, the system creates a reversal document with its own document number. In contrast, when you reverse settlement request lists, the system does not create a reversal document.

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

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

When you save the document to be reversed, a reversal document is created. This is automatically posted in Financial Accounting. Neither the reversal document nor the original document are taken into consideration when remuneration lists are created.

When you save the document to be reversed, a reversal document and a remuneration list for the reversal document are created.

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

The following procedure describes how you reverse a single settlement request or individual vendor billing document, and how you perform a mass reversal.

Reversing an Individual Document

  1. Choose Settlement Request or Vendor Billing Document ® Reverse ® Individual Document.
  2. Enter the number of the document to be reversed.
  3. Confirm your entry.

    4. The document is displayed in the document view.

    When an individual document is reversed, 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 reversed document as a reference.

The system enters the indicator Reversed in the header data of the reversed document, and the document is assigned posting status E (document is reversed and therefore closed).

Mass Reversal

  1. Choose Settlement Request or Vendor Billing Document ® Reverse ® Mass Processing.
  2. On the selection screen, enter the criteria for the documents to be reversed (document numbers, for example).
  3. Enter a name for the program 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 reversed.
  1. Choose Execute.

After the program run is completed, a list is displayed of the reversal documents created.

To display the reversal documents, choose Settlement Request or Vendor Billing Document -> 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 carried out. Once the program run has ended, you obtain a log of documents to be reversed.