How do you reverse a document in SAP FICO ?

 You reverse a document in SAP FICO through transaction code FB08 or by using the reversal function in the document display, and you can specify the reversal date and reason for the reversal.

We can also use transaction F.80 for mass reversal.

Rectification Entry. There are so many Types of Reversals allowed in SAP. They are

1. Individual Document Reversal

2. Mass Reversal of Documents

3. Cleared Items Reversals (Open Item)

4. Cross Company Posting Reversal

5. Negative Posting

Individual Document Reversal

1. Create Reversal Reason

2. Post Journal Entry for expenses

3. Check Line-Item Report

4. Individual Reversal- Testing No alternative Reversal date

5. Check Line-Item Report

6. Reverse Second Document – alternative posting date

7. Check Line-Item Report

1. Create Reversal Reason

Path IMG-->Financial Accounting-->General Ledger Accounting-->Business Transactions-->Adjustment Posting/Reversal-->Define Reasons for Reversal

Tcode S_ALR_87002472

Click on “New entries”

Click Save

2. Post Journal Entry for expenses

Path SAP Easy Access – Accounting – Financial Accounting – General ledger –

Document entry – Enter G/L Account Document

Tcode FB50

Document Date =

Posting Date =

Header Text =

GL Account 

Dr/Cr 

Amount 

Cost Center

Click on Save

Post Two Document

3. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select  Open Items checkbox

Click on Execute

4. Individual Reversal- Testing No alternative Reversal date

Path Accounting → Financial Accounting → General Ledger → Document →

Reverse → FB08 – Individual Reversal.

Tcode FB08

Document Number

Company Code

Fiscal Year

Specification for Revers posting

Reversal Reason

Posting Date

Click on the “display before reversal” button to display the document before reversal.

Click on “back arrow”

Click on Execute

5. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items checkbox

Click on Execute

6. Reverse Second Document – alternative posting date

Take a different posting from original document

Follow step no 4 and reverse

7. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items checkbox

Click on Execute

                                        Mass Reversal

1. Post Journal Entry for expenses

2. Check Line-Item Report

3. Mass Reversal

4. Check Line-Item Report

1. Post Journal Entry for expenses

Path SAP Easy Access – Accounting – Financial Accounting – General ledger –

Document entry – Enter G/L Account Document

Tcode FB50

Document Date =

Posting Date =

Header Text =

GL Account 

Dr/Cr 

Amount 

Cost Center

Click on Save

            Doc Date                                Document Number

l                                            l                                                            l

l                                           l                                                            l

l                                           l                                                            l

l                                          l                                                            l

2. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items Checkbox

Click on Execute

3. Mass Reversal

Path: Accounting->Financial Accounting->General Ledger->Document-

>Reverse->Mass Reversal

Tcode F.80

Company code =

Document no =

Fiscal year =

Reason for reversal =

Select Test Run checkbox and Click on execute

List of documents that can be reversed is displayed –

Click on “reverse documents” Button to reverse all the documents at once.

4. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items checkbox

Click on Execute

                                        Cleared Item Reversal

1. Post Journal Entry for expenses

Path SAP Easy Access – Accounting – Financial Accounting – General ledger – Document entry – Enter G/L Account Document

Tcode FB50

Document Date =

Posting Date =

Header Text =

GL Account 

Dr/Cr .

Amount 

Cost Center

Click on Save

2. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items checkbox

Click on Execute

3. Make Payment against Open Item

Path Accounting – Financial Accounting – General Ledger – Document entry –

Post with Clearing

Tcode F-04

Document date =                                                                 Company Code=

Posting date =

Clearing Text =

Select Outgoing Payment checkbox

Posting Key =

Account =                                                                                 Press Enter

Amount =

                                                Click on Process Open Items

Account =                                                                             (enter open item GL)

Ensure ‘Not Assigned’ = 0

Document – Simulate

Post and save

4. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items Checkbox

Click on Execute

5. Cleared Item Reversal

Path Accounting ----> Financial Accounting---->General Ledger----

>Document---->Reset Cleared Items

Tcode FBRA

Clearing Doc =

Company Code =

Fiscal Year =

Click on Item and Observe

Click on Account and Observe

Click on Save

Click on “ Resetting only “                                         Press Enter

6. Reverse payment document

Path Accounting → Financial Accounting → General Ledger → Document → Reverse → FB08 – Individual Reversal.

Tcode FB08

Document Number

Company Code

Fiscal Year

Specification for Revers posting

Reversal Reason

Posting Date

Click on the “display before reversal” button to display the document before reversal.

Click on “back arrow”

Click on Save

7. Check Line-Item Report

Path Easy Access -> Accounting -> Financial Accounting ->. General Ledger ->

Account: • Display/Change G/L Line Items

Tcode FAGLL03

GL Account =

Company code =

Select Open Items Checkbox

Click on Execute

---post one more document to understand “Reset and Reverse “functionality---

                Cross Company Code Postings -Reversals

Example:

One Company Code pays expenses of other company Code

1. Create New Company Code EC02

2. Change Company Code Text

3. Assign Company Code to Company OX16

4. Create G/L Account in Two Company Codes FS00

5. Prepare Cross-Company Code Transactions OBYA

6. Create Reversal Reason S_ALR_87004660

7. Create Cost Center KS01

8. Business Process Testing

                    a. Posting Document FB01/ FB50

                    b. Posting Document From FIORI

                    c. Reversing Document FBU8

1. Create New Company Code:

Path IMG-->Enterprise Structure-->Definition-->Financial

Accounting-->Edit, Copy, Delete, Check Company Code

Transaction Code EC01

Double Click on” Copy, delete, check company code”

Click on  “Copy Org Object”

From Company Code =

To Company Code = 

Click yes for relevant object while copying

Click on “ back button”

Double Click on “ Edit Company Code Data”

Click on Position

Company Code =                                                            Press Enter

Double click on “Company Code”

Change the Description =                                                                     Press Enter

Click on Save

2. Assign company code to company

Path IMG-->Enterprise Structure-->Assignment-->Financial

Accounting-->Assign company code to company

Transaction Code OX16

Click on Position

Company Code =                                                                     Press Enter

Company =                                                                     Press Enter

Click on Save

Notes: neither company code assigned to company or assign the both to same company code else system won’t allow us to post cross company documents.

3. Create G/L Account in Two Company Codes

Path Path: Accounting – Financial Accounting – General Ledger – Master Records - Individual processing - centrally

Transaction Code FS00

Company Code                       GL                                         Description

                                                800000                             Inter Company Receivable

                                                800001                             Inter Company Payable

                                                800000                             Inter Company Receivable

                                                800001                             Inter Company Payable

Note: Please check GL Account Group from OBD4 for Number ranges and relevant account group

4. Prepare Cross-Company Code Transactions – TC - OBYA

Path IMG-->Financial Accounting-->General Ledger Accounting-->Business Transactions-->Prepare Cross- Company Code Transactions

Transaction Code OBYA

Company Code 1 =

Company Code 2 =                                                                         Press Enter

Receivable: Company Code 1

Debit Posting Key =                                             Credit Posting Key =

Account Debit =                                                     Account Credit =

Receivable: Company Code 2

Debit Posting Key =                                             Credit Posting Key =

Account Debit =                                                     Account Credit =

Click on Save

5. Create Reversal Reason

Path IMG-->Financial Accounting-->General Ledger

Accounting-->Business Transactions-->Adjustment

Posting/Reversal-->Define Reasons for Reversal

Transaction Code S_ALR_87004660

Click on “New Entries”

Reason 

Text 

Select Neg.Posting Check box 

Select Alt posting date Check box

Click on Save

Define Reasons for Reversal

It is mandatory to state the reason for reversing a document in SAP ERP during document reversal. Hence it is important to define reasons for reversing documents. When you’re posting document reversal, the reason for the reversal will be copied to the document that is reversed.

Note Y you can use standard reversal reasons supplied by or you can define your own reversal reasons

To define reasons for reversal that will be applied to negative postings, follow this menu path: IMG: Financial Accounting ➤ Accounts Receivable and Accounts Payable ➤ Business Transactions ➤ Adjustment Postings/Reversal ➤ Define Reasons for Reversal.

The Change View “Reason for Reversal Posting” Overview screen is displayed. This screen contains reasons for reversal. For example:

01 – Reversal in current period.

02 – Reversal in closed period.

Click the New Entries at the top of the screen to go to the New Entries: Overview of Added Entries screen (Figure 14-40).

Update the following fields:

Reason: Enter up to two characters of your choice in this field. This is a freely definable code. For example, we used ER (Error) as our reason code for this activity. This code serves as the identifier code of your defined reason for reversal.

Text: Enter a short text that best describes the reason for reversal in this field, such as Posting Error.

Neg. Posting: When you click the Negative Posting checkbox, you can create negative posting for this reason code.

Alt.Pos.Dt: This checkbox allows alternative posting dates for this reason code.

6. Create Cost Center in Second Company Code – KS01

Path Accounting- Controlling- Cost Center Accounting- Master Data- Cost Center-Create

Transaction Code KS01

Controlling Area =                                                                 Press Enter

Cost Center =

Valid From =

Valid To =                                                                             Press Enter

Name =

Description =

Person Responsible =

CC Category =

Hierarchy area =

Company Code =                                                                         Press Enter

Click on Save

7. End-User Testing:

1. Posting CC Transaction – FB01 / FB50

2. Display CC Document - FBU3

3. Posting CC Transaction from FIORI APP

4. Reverse posted document – FBU3

                                            Negative Posting

Problem: The accounting team in the C900 Pie Company heard that transactions posted to the system can be systematically reversed without having to increase total transaction figures. The team is interested in knowing how this can benefit them. Consequently, your colleagues have asked you to customize the system to allow negative postings for Spoxio Inc

In this exercise, you will specify a negative posting for your company code. This specification will allow you to carry out negative postings. To activate Negative Postings, follow this menu path: IMG: Financial Accounting ➤ Accounts Receivable and Accounts Payable ➤ Business Transactions ➤ Adjustment Postings/Reversal ➤ Permit Negative Postings.

The Change View “Maintain Negative Postings in Company Code”: Overview screen is displayed (Figure 14-39). This is where you specify that you want your company code to be permitted for negative postings.

Figure 14-39. Maintaining negative postings by company code

Search for your company code from the list of company codes displayed on the screen using the Position button at the bottom of the screen. Then click tick the check box for Negative Postings and save your settings

1. Global Indicator On Company Code Level

2. Negative Posting Flag In The Document Type

3. Post Journal Entry for expenses

4. Check G/L Account Balance Report

5. Individual Reversals

6. Check G/L Account Balance Report

1. Global Indicator On Company Code Level

Path IMG > Financial Accounting > Financial Accounting Global Settings > Company Code > Enter Global Parameters

Tcode OBY6

Click on Position Button

Company Code =                                                                         Press Enter

Double Click On Company Code Line                                                                                                          

Select Negative Posting Permitted Checkbox

Click on Save

2. Negative Posting Flag In The Document Type

Path IMG > Financial Accounting > Financial Accounting Global Settings > Document > Document Header > Define Document Types

Tcode OBA7

Click on Position Button

Document Type =                                                                             Press Enter

Double Click on Document Type line

Select Negative Posting Permitted Checkbox

Click on Save

3. Post Journal Entry for expenses

Path SAP Easy Access – Accounting – Financial Accounting – General ledger – Document entry – Enter G/L Account Document

Tcode FB50

Document Date =

Posting Date =

Header Text =

GL Account 

Dr/Cr 

Amount 

Cost Center

Click on Save

4. Check G/L Account Balance Report

Path SAP Menu-> Accounting-> Financial Accounting-> General Ledger-> Account-> FAGLB03 - Display Balances (New)

Tcode FAGLB03

G/L account =

Company code =

Fiscal year =                                                                         Click on Execute

5. Individual Reversals

Path Accounting->Financial Accounting->General Ledger->Document- >Reverse->Individual Reversal

Tcode FB08

Document number =                                                                     (to be reversed)

Company code =

Fiscal year =

Reversal reason =

Click on the “display before reversal” button to display the document before reversal.

Click on “back arrow”

Click on save and observe the document number.

6. Check G/L Account Balance Report

Path SAP Menu-> Accounting-> Financial Accounting-> General Ledger-> Account-> FAGLB03 - Display Balances (New)

Tcode FAGLB03

G/L account =

Company code =

Fiscal year = Click on Execute