Accidentally Closing Invoice In Reconciliation

[Former Member]

Hi All --

Is there anything that we can do to avoid accidentally closing an invoice during reconciliation. It seems like this an easy mistake to make.

Any suggestions on this?

Thanks,

Mike

[K_Pauquet · Accepted solution]

Hi Mike,

yes, it is a very easy mistake to make. In all version prior to 2007 this has been cause of concern to many users since even when you canceled the reconciliation, the document status didn't change back to 'Open'. The only way to find out whether this document had been erroneously reconcilied & then the action cancelled was to check whether it appeared for internal reconciliation again.

System behaviour in 2007 is fundamentally different in that a cancellation of the reconciliation will re-open the document as well as in that the new functionality of rightclicking on any document & selecting 'Applied Transactions' will show all reconciled transactions of that document.

Please see also our wiki here:

[Reconciliation |https://wiki.sdn.sap.com/wiki/pages/viewpage.action?pageId=42696883]

& the 2007 Landing pages.

All the best,

kerstin

[former_member583013]

Mike,

Apart from some of the valuable suggestions you have received, I would like to say they Reconciliation is a important function and using a knowledgeable business user is important for this task.

Also, using the reference fields (Ref1 and Ref2) could be very helpful during reconciliation.

Inspite of all this if mistakes do happen reconciliation can be cancelled / reversed by using Manage Previous Reconciliation option.

Suda

[Former Member]

Another tip:

Try to decrease the outstanding transactions for reconciliation. When you reconcile more often, less trouble will be introduced. If you have just two transactions need to be reconciled, nobody can make mistakes for the simple task.

It is easy to say than to do. In the actual world, we have to allow reconcile more transactions with similar values and dates. Care must be given in those circumstance.

Thanks,

Gordon

[jitin_chawla]

Hi,

Regarding closing of the Invoice ; A Invoice gets closed by the system when

1) A Payment is made based on the document, or

2) A Credit Memo is created based on that document, or

3) A partial credit memo and partially invoice is paid (both being based on the Invoice)

This means that the Invoice is reconciled (System Reconciliation) and the status is closed.

Another is Manual Reconciliation which you taking about (where there can be accidental closure of Invoice).

It happens when the Payment is not based on the Invoice and/or the credit memo is independent and the system does not identify whom to reconcile the transactions with.

Due care should be given when reconciling these kind of documents as the user needs to know to which these relate to.

Also, on certain scenarios system gives you with a message which is discussed in the following thread

Please Note that if the reconcilation is not balanced then the system will ask for a Balancing Entry to perform the reconciliation with debits matching the credit value.

Hope it would be useful.

Regards,

Jitin Chawla