What is the purpose of document reversal in SAP FICO ?
Document reversal in SAP FICO is a functionality used to reverse posted documents and correct errors in financial transactions
It is inevitable that during document posting, some incorrect document might be mistakenly entered in the system. An incorrect document entered in the SAP system cannot be deleted; instead it must be reversed. Documents can be reversed in the system using either the normal posting reversal or the negative reversal method or by using the below method
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”
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
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