Functional Area: Accounts Receivable / Reset Cleared Items
Purpose
Use this procedure to reverse a clearing accounting document.
Trigger
Perform this procedure when an accounting document was cleared incorrectly.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- Select AccountingFinancial AccountingAccounts ReceivableDocumentReset cleared items to go to the Reset Cleared Items screen.
FBRA
Helpful Hints
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
- Click to view any previously printed correspondence documents linked to the clearing document.
Work Instruction
Functional Area: Accounts Receivable / Reset Cleared Items
Procedure
1. / Start the transaction using the menu path or transaction code.
Reset Cleared Items (1)
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Clearing Document / Required / Document that cleared an open item
Example:
1400000018
The Clearing Document is the number that is assigned to the accounting document when a payment transaction is posted.
Company Code / Required / Organizational unit within Financial Accounting
Example:
UC
Fiscal Year / Required / State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year
Example:
2005
3. / Perform one of the following:
If You Want To / Then / Go To
View the account number (customer account, vendor account, etc) on the clearing document / Click . / Step 4
View the clearing document and the corresponding account documents (that were cleared) / Click . / Step 7
Reverse the cleared document / Click . / Step 10
Accounts Included in Clearing
4. / Review the displayed information.
5. / Click .
6. / Return to Step 3.
Reset cleared items (2)
7. / Review the displayed information.
8. / Click .
9. / Return to Step 3.
10. / Perform one of the following:
If The / Go To
Reversal of clearing document window appears / Step 11
Reversal of Clearing Document in Special Purpose Ledgers window appears / Step 13
Reversal of clearing document
11. / Perform one of the following:
If You Want To / Then / Go To
Reset the clearing document without creating an audit trail (i.e. a document that reverses the clearing document) / Click .
It is important to note that this option does not give any accounting audit trail that can be viewed in any report. It will be as if the original clearing transaction never took place. / Step 12
Reset the clearing document with an audit trail / Click .
This function is typically used in most business scenarios. This allows the system to keep an audit trail for reporting. It also allows the user to define a reset reason. / Step 13
Exit the transaction without resetting / Click . / Step 19
Reset Cleared Items (3)
12. / Go to Step 19.
/ The system displays the message, “Clearing XXXX reset.”
Reversal Data
13. / As required, complete/review the following fields:
Field / R/O/C / Description
Reversal reason / Required / The reason that an entry is reversed
Example:
01
Additional reversal reasons can be defined in configuration.
Posting Date / Optional / The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.
Example:
If this field is left blank, the system will default the current system date.
This date should be the same posting date of the clearing document. This is done to ensure that the clearing document was posted and reversed in the same accounting period.
Posting Period / Optional / The fiscal period in which a transaction in SAP will be posted to the appropriate accounts; the period is determined from the posting date.
Example:
This value is automatically derived based on the posting date.
14. / Click .
Information
15. / Click .
Information (2)
16. / Click .
/ The system displays the message, "Document XXXX was posted in company code UC."
17. / Go to Step 19.
Reversal of Clearing Documents in Special Purpose Ledgers
18. / Perform one of the following:
If You Want To / Then
Post the clearing document on today’s date / Click
The system displays the message, “Clearing XXXX reset.”
Post the clearing document on the original document date / Click
The system displays the message, “Clearing XXXX reset.”
Exit the transaction without clearing / Click
Reset Cleared Items (3)
19. / Click until you return to the SAP Easy Access screen.
20. / You have completed this transaction.
8/27/2017
Ver: / 14_AR_FBRA_Reset Cleared Items_R1_CustomerBilling_03.udc
© University of Cincinnati / 1/10
Work Instruction
Functional Area: Accounts Receivable / Reset Cleared Items
Result
You have reset a clearing document. The corresponding cleared document is now back to an open status in the system.
Comments
None
8/27/2017
Ver: / 14_AR_FBRA_Reset Cleared Items_R1_CustomerBilling_03.udc
© University of Cincinnati / 1/10