SAP Knowledge Base Article - Public

1889180 - How to Cancel Down Payment Request

Symptom

You have received a Down Payment Request from one of your customers, everything is completed and finished on the whole process:

  • Your sales order is completed
  • Your logistics processes are completed
  • Your customer invoice is cleared from the trade receivables and linked to an incoming check
  • Your payment is already posted on a bank statement

However, you need to cancel this Down Payment Request.

 

Reproducing the Issue

The underneath documents are part of the Down Payment Request process:

  1. Go to Receivables Work Center.
  2. Go to Customers view.
  3. Go to Customer Accounts subview.
  4. Open the Account ID which you need cancel the Down Payment Request.
  5. Click on View.
  6. Go to Trade Receivables tab.
  7. Click on Advanced made a search with the Clearing ID.
  8. You must have these Document Type with status Cleared:
    a) Down Payment Request / Clearing ID A
    b) Payment / Clearing ID A
    c) Invoice / Clearing ID B
    d) Down Payment / Clearing ID B
  • You must have a request payment document + the payment (financial document).
  • Once you clear the above documents, system creates the down payment + invoice document you must create due to the tax proposes and formalize the process.

 

Cause

All postings were successfully created, now you must reverse some documents.

Resolution

A) Take a note from the underneath documents ID’s in order to execute the Reverse action.

  1. Go to Liquidity Management Work Center.
  2. Go to Bank Statements view.
  3. Search the Bank Statement that you have processed in the Down Payment Request.
  4. Click  on but
  5. + add ton View.
  6. Go to Transactions tab.
  7. Go to Document Flow subtab.
  8. Note the ID’s for the below documents:
    • Bank Statement (Document ID )
    • Payment Allocation (Bank statement reference)
    • Check Deposit
    • Incoming Check
    • Payment Allocation
    • Payment
    • Clearing  (Down Payment)
    • Customer Invoice (Down Payment Invoice)


B) Reverse the Bank Statement Payment Allocation:

  1. Go to Payment Management work center.
  2. Go to Payment Allocation view.
  3. Search for the Bank Statement Allocation ID you noted above.
  4. The status is Posted, select this row and click on button Reverse.
  5. System always requires a Posting Date for the reverse action; we suggest reverse on the original date.
  6. Status of the Bank Statement allocation changes from Posted to Canceled.
  7. The status of the incoming check is again In Transfer.

After this reverse process, system creates a new Payment Allocation of the cancelation and the status will be In Process, take a note of this Allocation ID.

C) Reverse the Check Deposit:

  1. Go to Payment Management work center.
  2. Go to Deposits view.
  3. Go to Check Deposits subview.
  4. Search for the  Check Deposit ID you noted above.
  5. The current status is Released.
  6. Click on button Actions Reverse.
  7. System always requires a Posting Date for the reverse action; we suggest reverse on the original date.
  8. Status change from Released to Canceled.
  9. Your incoming check returns the status as Ready For Deposit.


D) Reverse the Clearing ID in Receivables of this combination: (invoice + down payment).

  1. Go to Receivables Work Center.
  2. Go to Customers view.
  3. Go to Customer Accounts subview.
  4. Open the Account ID which you need cancel the Down Payment Request.
  5. Click on View.
  6. Go to tab Trade Receivables.
  7. Search for the Clearing ID combination = invoice + down payment.
  8. Click on this Clearing ID.
  9. Click on View All button.
  10. Click on Reset Clearing.
  11. Click Save and Close.
  12. Now both (invoice + down payment) are open again.

E) Reverse the Incoming Check.

  1. Go to Payment Management Work Center.
  2. Go to Payment Monitor view.
  3. Select your Incoming Check which needs to be canceled.
  4. The status now is Ready For Deposit.
  5. Click on Reverse button.
  6. System always requires a Posting Date for the reverse action; we suggest reverse on the original date.
  7. Status is now Canceled.
  8. At this moment you have these documents with Open status:
    Down Payment Request + Payment
  9. On this moment you have these documents with Canceled status
    Down Payment + Invoice

F) In this scenario your down payment request was wrongly requested to your customer, but the Sales Order is correct, so you need to cancel the Down Payment Request.

Steps to cancel:

  1. Go to Receivables Work Center.
  2. Go to Customers view.
  3. Go to Customer Accounts subview.
  4. Open the Account ID which you need cancel the Down Payment Request.
  5. Click on View.
  6. Go to tab Trade Receivables.
  7. Open the Down Payment Request.
  8. Click on View All.
  9. Click on Cancel.
  10. Close
  11. Refresh the account.
  12. Status change to Canceled.

In this moment the only open document is the invoice.

G) Now you must include this open invoice on the Bank Statement which has the status Postprocessing - Required. Once you include this invoice on the Bank Statement the Payment Allocation (the one from step C) will be posted.

Steps:

  1. Go to Liquidity Management Work Center.
  2. Search for the Bank Statement ID, with status Posted but the Postprocessing is Required.
  3. Click on Required.
  4. There is an error Payment amount not allocated completely; check the open amount (the amount appears).
  5. Go to Customer/Supplier subtab.
  6. Click on Search Open Items.
  7. Find the open invoice, press Go.
  8. Select the number.
  9. Press Ok.
  10. Choose Post.
  11. Select Close.
  12. Refresh the Bank Statements.
  13. The Postprocessing changes from Required to Not Required.
  14. Back to Trade Receivables and refresh screen.
  15. Invoice is Cleared with new Clearing ID.

Keywords

KBA , AP-PRP , Purchase Request Processing , How To

Product

SAP BUSINESS BYDESIGN 1708