2558469 - How to Change the Posting Date of a Clearing Document

SAP Knowledge Base Article - Public

2558469 - How to Change the Posting Date of a Clearing Document

Symptom

You have processed and invoice and manually cleared it against an existing payment, which has already been processed. The clearing went for approval but the approval task does not get successfully completed due to an error concerning the validity of the posting date.

Environment

SAP Business ByDesing

Account Payables and Receivables Clearing

Reproducing the Issue

  1.  Go to General Ledger work center.
  2. Go to Closing-Relevant Tasks subview.

You'll see a task asking to review the manual payment clearing. When you open the clearing, an error concerning an invalid posting date is raised, however the posting date, in this scenario, is not editable.

There might be also the case that you have the period error being raised when trying to approve an approval task for the concerned clearing.

Resolution

In cases where the posting date is not editable in the clearing, you need to cancel the payment allocation that precedes the check, in order to set a new posting date, as follows:

  1. Go to Receivables work center.
  2. Go to Payment Clearing.
  3. Find the relevant entry.
  4. Click Show Clearing.
  5. Click View All.
  6. Take a screenshot of the assigned invoices/open items.
  7. Go back to Payment Clearing view.
  8. Click Actions.
  •     If clearing is in approval, click Withdraw From Approval.
  •     If clearing not in approval, click Send to Payment Allocation. This action cancels the payment allocation that precedes the check and voids the clearing.
  1. Open the voided clearing again.
  2. Click View All and jump to the document flow. You'll see the canceled allocation and voided clearing.
  3. Click the Anchor icon in the payment order (e.g. Incoming check) blue box. That shows the document flow from the Incoming check perspective.
  4. You see that there is a new Payment Allocation with status as In Preparation.
  5. Open this payment allocation.
  6. Change the posting date accordingly.
  7. Assign the Customer ID and match the open items. In this step the screenshot taken on step 6 is helpful.
  8. Once the amount is allocated properly, post the allocation. 

An approval task may or may no be raised, depending the user's access rights and if e.g. a cash discount is given.

Note that in order to execute above steps the relevant accounting period needs to be open for operational postings with a process control set. The action Send to Payment allocation in step 8 cancels the payment allocation taking the original posting date as cancellation.

In case you want the cancellation of the payment allocation to happen in a different date, you may follow below steps:

  1. Go to Receivables work center.
  2. Go to Payment Clearing.
  3. Find the relevant entry.
  4. Click Show Clearing.
  5. Click View All.
  6. Take a screenshot of the assigned invoices/open items.
  7. Go to the Document Flow tab.
  8. Open the Payment Allocation that precedes the payment to which the open item (e.g. invoice) is being cleared against.
  9. Reverse this payment allocation. As a result, a new In Preparation payment allocation is created.
  10. To this new allocation, allocate all the relevant items again and change the Posting Date to an open period.
  11. Post the payment allocation.

Keywords

KBA , AP-DUE-DC , Due Clearing , How To

Product

SAP Business ByDesign all versions