SAP Knowledge Base Article - Public

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

Symptom

You have processed an 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 ByDesign

Reproducing the Issue

  1. Go to the General Ledger work center.
  2. Go to the Closing-Relevant Tasks subview.
  3. You notice a task asking to review the manual payment clearing.
  4. 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 a period error is triggered when trying to process an approval task for the concerned clearing.

Resolution

If 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:

  1. Go to the Receivables work center.
  2. Go to the Payment Clearing view.
  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 now see the canceled allocation and the voided clearing.
  3. Click the Anchor icon in the payment order (for example 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 not be raised, depending on the user's access rights and if, for example, a cash discount is given.

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

If you need to cancel the payment allocation on a different date, follow the below steps:

  1. Go to the Receivables work center.
  2. Go to the Payment Clearing view.
  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 (for example 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

Payment Clearing; Manual Payment Clearing; Show Clearing; Withdraw Approval Task; Send to Payment Allocation; , KBA , payment clearing , manual payment clearing , show clearing , withdraw approval task , send to payment allocation , AP-DUE-DC , Due Clearing , How To

Product

SAP Business ByDesign all versions