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Jun 05, 2020 at 09:46 AM

Billing Document Cancellation/Posting in Past Period #COE #MODPIZZA

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Hello,

We have hundreds of debit memo billing documents for our franchisees which we need to cancel/reverse due to covid 19 business operation event disruptions. These franchisees are setup as customers in SAP. These debit memo billing documents are all from past periods which are closed from a posting and reporting standpoint. When we go into Manage Billing Documents, select the appropriate docs we want to cancel/reverse and click cancel we are seeing two different behaviors which we find confusing.

  1. Some of the invoice cancellation documents are automatically posting on the billing date of the original debit memo. Those periods are closed/locked, why is this allowed? I don't know of any company that would want the financials changing in past periods that have been closed/reported on: this is an audit issue. What is the best way to correct the existing cancellations this has happened for (in the past period) and prevent it from happening moving forward?
  2. Those invoice cancellations that aren't auto posting are are erroring saying the posting period isn't open. This is more along the lines of what we would expect since we can go into the invoice cancellation document and edit the billing date to be in the current period and post it. This aligns with what other customers have seen based on a quick search of past questions. Why isn't this the default behavior for all invoice corrections?

Additionally, there are questions surrounding what is the best way to ultimately clear out all of these debit memo requests so they don't keep appearing as items that should be billed. We've tried rejecting all line items (which puts the value at zero) and putting a billing block on (which prevents a billing doc from being created) but they still appear in the Create Billing Documents app as due, how do we get them so they don't?

Thanks in advance for the help,

Ryan