1937047 - Journal Entry Voucher of type Manual Entry for Accounts Receivable does not Clear Invoice

SAP Knowledge Base Article - Public

1937047 - Journal Entry Voucher of type Manual Entry for Accounts Receivable does not Clear Invoice

Symptom

A journal entry voucher of type Manual Entry for Accounts Receivable is posted against a receivables general ledger account, referencing a customer and corresponding open customer invoice XYZ over the full amount. When checking the customer account monitor you notice that invoice XYZ is still listed as open.

Reproducing the Issue

  1. Go to the General Ledger work center.
  2. Navigate to the Journal Entries view and choose Journal Entry Vouchers, click New.
  3. As Journal Entry Type select Manual Entry for Accounts Receivable.
  4. Add a receivable g/l account (e.g. Trade Receivables - Domestic), state the amount, Customer and Source Document reference.
  5. Enter a balancing line referencing the same document and Post.

In order to check the invoice status in the customer account monitor proceed as follows.

  1. Access the Receivables work center and select the relevant customer in the Customer Accounts view.
  2. Press View and and access the tab Trade Receivables, Invoices/Payments.
  3. You notice that invoice XYZ is still listed under Open Items.

Cause

Journal entry vouchers of type Manual Entry for Accounts Receivable are not intended to act as clearing document against the referenced customer invoice. These transactions serve as manual adjustment merely affecting the General Ledger. The referencing of invoice document XYZ is declaratory, and does not affect the open receivable. Consequently neither in the Customer Account Monitor nor in the Document Flow of invoice XYZ or the resulting adjustment journal entry a corresponding Clearing ID is listed.

Resolution

In order to post adjustments against invoice XYZ, transactions affecting the sales ledger have to be employed. This can be effected by conventional receivable documents (e.g. credit memo) or by posting manual adjustments in the Customer Account Monitor.

  1. Navigate to the Receivables work center and highlight invoice XYZ in the Customer Account Monitor.
  2. Choose Clear Manually.
  3. Here you have the option to Apply Discount or Credit stating a Payment Difference Reason.

In case you already posted an inaccurate Manual Entry for Accounts Receivable, this transaction may have to be reversed by editing the voucher and choose Reverse.
The same logic applies accordingly for journal entry vouchers of type Manual Entry for Accounts Payable.

Keywords

KBA , clearing , invoice , open , manual entry for accounts payable , manual entry for accounts receivable , SRD-FIN-ACR , Receivables , How To

Product

SAP Business ByDesign all versions