Cannot account Credit Memo cancellation - says already reversed

[jolea]

A user created a credit memo in error, for an intercompany invoice.

She cancelled the credit memo but the cancellation will not pass to accounting. When I try to release the cancellation to accounting I get a message that the document is already reversed, but I cannot see any reversal of the cancellation document.

The credit memo and the original invoice are accounted - all transactions are in this period. (although today is the last day of the month so this will not be the case for much longer)

[jolea]

Further information.

The Delivery is showing in VF04 as being not processed.

[VeselinaPeykova]

A few points from my side - I am afraid, you are going to make a big mistake, for which you will regret later.

I am not sure that you have analyzed thoroughly the document statuses of the delivery and the billing documents.

Use VBUK and VBUP to check what are the current statuses and try understanding why the delivery status is shown 'in process'.

Delivery header status is normally calculated from the determined item statuses, which means, that it is important to check for potential inconsistencies.

If there is really some inconsistency in the delivery statuses it is important to perform analysis and try reproducing the case in a test environment instead of using PRD to try correction reports (or any unsafe techniques, which might cost you the job).

Did you use ALO1 to display the document flow?

Also - did you check for inconsistencies in document flow on table level?

Another point worth mentioning, is that the error message from your screenshot is most probably F5 361 (you forgot to add the message ID and number, but I am almost sure that this is the right one).

When I did a search in SAP notes for this message I found the following text in 1713462 - FB08 : Reversal document can/can't be reversed: The standard system design has been changed for several times due to different customer's requirement.

Do you know for sure which of the possible reactions and approaches is active in your system? If I were in a similar situation, I would go through seemingly unrelated to my problem notes notes, like 2125805 - FB08 can be run several times for the same document, at least to understand what is the general concept.

You did not mention how the problematic billing document was created and what settings are present in your system for it. Are you sure that you will not end up in the same situation repeatedly with no plan of resolution?

[jolea]

Hi

I think that the delivery is showing in process, because the credit memo ( that was created in error) puts it back into a status where the delivery is not billed. The system is not 'seeing' the cancellation of the credit.

I have checked VBUK and the only obvious thing is that the cancellation is showing as not posted to accounting, which I know already. when I try VBUP with the number of the credit memo and cancellation, it says there is no information.

The problematic billing document was created to cancel a credit memo that had been created in error. We cancel billing documents using VF11.

We now have a further issue because since I created the question, we are past a month end. So now, I am guessing that even if someone can help me with why this cancellation did not account, we will still have a problem because of the closed period. However, I should hopefully be able to fix that by changing the date of the cancellation when I get a fix.

[VeselinaPeykova]

If I am right about the message class and number and if it is issued in non-modified code (you can easily check this), then it is most likely related to the functionality, described in the notes, which I mentioned. If this is not a result of a custom development gone wrong, then it is reasonable to speak with your FI colleague why it is issued and what is the correct/expected behavior (taking into consideration the current setup). Then, if it is not related to incorrect configuration or custom development, I suppose, that you need to contact SAP to assist you in resolving the problem.

However, it seems that you use some non-standard configuration, which is why, if I were you, I would recreate the case in a test environment and first try to understand why and how the last billing was created, why it was not posted to accounting, what would happen if it gets posted to FI, how postings would look like afterwards and then proceed with checking from where the "Document was already reversed" message determines the information, what could be the implications if the error was set to warning (if it is possible at all) and only after making tests and analysis I would contact SAP (if needed).

[jolea]

Hi

We have a recent copy of test, so I do have this transaction in the test system.

However, I am not sure what you are recommending, when you say I need to understand why and how the last billing was created and why it was not posted to accounting.

An invoice (interco) was originally created from the delivery. A new CSR mistakenly created a credit. The original invoice, and the credit, are accounted. She then created a cancellation using VF11, because she realised that she should not have created the credit. This cancellation is not accounted. Why it is not accounted, is the main thing that I am asking for help to find out.

The further issue is that because of the credit, the delivery is now showing as not billed, in the doc flow and in VF04 (although in the delivery itself it shows as fully billed). I was hoping that if I can find out why the cancellation of the credit is not accounted, and fix it, this will also mean that the cancellation will prevent the delivery from showing in VF04, as the credit would be 'reinstated'

I looked at the message in cross application components/bank directory/change message control, and that only determines whether it should be error or warning, it does not help me to work out why that error is being given when I try to account the cancellation.

Can you tell me how to work that out?

Thanks

Jo

[VeselinaPeykova]

In a standard system for inter-company stock transfers you have IV for billing and IG maintained as cancellation of IV.

When goods issue is posted for NLCC, you are able to bill it via VF04 with IV. After you bill with IV the inter-company billing status becomes C and the delivery is not in billing due list.

It is possible to cancel the IV via VF11 and in standard you get IG (this is probably what you have as Internal cred. memo).

This is why I was asking what is this billing type Cancellat.of Cred.M and how it is created - this does not look like something standard.

Troubleshooting of accounting document creation from billing: there is a wiki page on the topic- https://wiki.scn.sap.com/wiki/display/SD/How+to+analyze+the+creation+of+the+accounting+document+from... . I suggest that you seek the assistance of a developer and debug together with your FI colleague.

Figuring out where and why F5361 is raised (if this is the right message) - you just need to place a break-point for this message and check where it occurs together with your FI colleague. As to the 'why', if it is raised in non-modified system, my understanding is that you check first the information in 1713462 against your setup to determine the expected behavior, then read 2125805 and use BKPF data to understand the reason behind the message. I know, the second note is about FB08, but it may still provide some useful clues.

[former_member250103]

It is not recommended to remove a document from system. When you run a transaction, several tables are updated and there are dependencies between tables and when you delete a document from system, various inconsistencies are resultant from this activity which are not foreseeable by the user.


However if you still want to delete there is a method which I am still saying not right to use.

1) You run se11 and enter table VBRK.
2)Display it.

3) Click on contents button which is next to technical settings.

4) In VBLEN enter billing document number.

5)Select and display it.

6) Pass /h in the command bar and double enter on this to open debugging mode.

7) There you double click on *code* variable and pass(enter) DELE instead of SHOW to that variable on the right hand side of the screen after editing trough clicking the change icon ( like a pen)

😎 Execute and you will get a screen where you can delete the document from system.

Still its not recommended so you don't have to do it.

[jolea]

Hi

I am not trying to delete anything.

The issue is that the user mistakenly cancelled the interco document but the cancellation is not accounted, and the transaction is still showing in VD04. Because the cancellation is not complete, it will not allow the user to recreate the original transaction.

If the cancellation was accounted, I think this would remove it from VD04, but if I try to account, it says that the transaction is already reversed. This is true for the original transaction, but is not true for the cancellation.

[former_member250103]

As I can see from your Document flow here, the FI document is already cleared. You need to open/reset the clearing document in FI first then you can cancel or reverse in SD. Thats how it is done as far my knowledge goes. You can try and reset is before creating the cancellation document in SD.

regards,

AB

[jolea]

Hi

We don't normally need to reset the original document, before we do a cancellation. This is the first time that I have seen this error.

I don't think that we would be allowed to open a transaction in a prior period anyway.

I have asked finance, now, to make a manual adjustment to correct the accounting for the July Month end. Is there any way to remove this document from VF04?

[Lakshmipathi]

What is the posting status of that cancelled document ?

[jolea]

The posting status is error in accounting interface.

But the only error given when I try to account, is that it is already reversed

[jolea]

Sorry, I hadn't realized I could upload screenshots.

I have attached a document with screenprints of

the doc flow, VF04 and messages from VF01, VF03 and VF02.

I hope this gives you the information that you need

[jolea]

The posting status is error in accounting interface.

But the only error given when I try to account, is that it is already reversed

[Lakshmipathi]

Your post is not clear. When you say credit memo is cancelled, how come the delivery status showing not processed in VF04 ? Probably, you need to share the screen shot from delivery for Billing status, document flow from the corresponding sale order and posting status of both original billing document and credit memo for better understanding.