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Cannot account Credit Memo cancellation - says already reversed

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)

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6 Answers

  • Jul 31, 2017 at 01:07 PM

    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.

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  • Jul 31, 2017 at 02:59 PM

    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

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  • Aug 01, 2017 at 02:37 PM

    What is the posting status of that cancelled document ?

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  • Aug 08, 2017 at 05:26 PM

    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

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    • 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?

  • Aug 09, 2017 at 04:04 PM

    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?

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    • 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+SD+billing . 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.

  • Aug 09, 2017 at 12:28 PM

    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)

    8) 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.

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    • 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.