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Function documentationCancellation of Billing

 

When a business transaction item is canceled, the corresponding item is automatically canceled in the billing document. However, you can manually trigger cancellation of billing documents, for example, if a customer invoice is incorrect or if errors occurred during billing.

Prerequisites

You have made the following settings in Customizing for Customer Relationship Management, under Start of the navigation path Billing Next navigation step Define Billing Types End of the navigation path:

  • You have assigned a number range interval so that the system can assign a document number when creating cancellation documents.

    In the standard system configuration, the cancellation number range is identical to the number range for regular billing documents.

  • You have made settings to control the copying of items from the billing document to the cancellation document.

Features

You can cancel billing documents as follows:

  • Billing documents created during individual billing or a collective billing run

    You can trigger cancellation on the Billing Documents page and on the search page for billing documents.

  • Collective billing runs

    You can cancel one or more collective runs, for example, if a collective run was set up with incorrect parameters, as follows:

    • On the Collective Run Logs page in the WebClient UI

      On this page, you can also search for cancellation runs by selecting the search parameter Collective Run Type and the value Cancellation.

    • On the SAP Easy Access screen under Start of the navigation path Sales/Service Next navigation step Billing Next navigation step Cancel Collective Run End of the navigation path or under Start of the navigation path Industries Next navigation step Leasing Next navigation step Billing Next navigation step Cancel Collective Run End of the navigation path

      Cancellation of a collective run from the WebClient UI can end in a timeout if large numbers of documents or items are canceled. In this case, you can use this transaction for cancellation.

      You can cancel entire collective runs or individual billing documents resulting from one or more collective run. You can run cancellation in test mode before you trigger the actual cancellation, and you have the option to schedule cancellation to run as a job in the background.

Note Note

You cannot cancel collective runs that are currently in process.

End of the note.

Activities

During cancellation, the system tries to reverse entire billing documents, including all of their items, as follows:

  1. Creates a cancellation billing document containing the same values as the original billing document

  2. Changes the status of the canceled billing document to Document Canceled and Closed.

  3. Creates new entries in the billing due list so that billing can take place again.

  4. Transfers the cancellation document data to accounting, to reverse posted amounts. Whether or not cancellation information is transferred depends on the transfer status of the canceled billing document on header level, as shown in the following table:

    Transfer to Accounting Status

    System Action

    Not Transferred

    Blocked for Transfer

    Not Relevant for Transfer

    The system sets the transfer status of the canceled billing document and the cancellation document to Document Canceled and Closed.

    No data is transferred to accounting.

    Being Transferred

    The system issues an error message as the billing document cannot be canceled during transfer.

    Transferred

    The transfer status of the canceled billing document remains unchanged.