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Paid AP DP Invoice, PO Cancelled

Hi Experts,

I need to help to figure out how to handle the following situation in SAP (same vendor for PO#1 and PO#2)

1) PO #1 - $116

2) AP DP Invoice $90 - Paid by bank transfer

3) PO #2 - $300

4) Vendor cancelled PO#1 and said we could apply the $90 to PO#2.

Since the AP DP Invoice has already been paid by us for PO#1, how can I apply the $90 towards the second PO?

Thanks for your help.

Jane

replied

Hi Jane,

you'll need to reverse the payment, close the DPI & the PO & then re-enter the payment.

1.) Go to the outgoing payment, right-click & select 'Cancel'. Make sure you're using the same posting date. The journal that was created when posting the payment is now reversed.

2.) Go to the DPI (which is in status 'open' after cancelling the payment) & click on 'Copy to'. Select AP Credit note & copy all data. Make sure the posting date is the same as the DPI & add the document.The DPI is now closed.

3.) Go to the PO, right-click & select 'Close'.

4.) Open a new DPI & base it on PO#2, make sure you use the same posting date as the original DPI & add.

5.) Since the $90 has already gone from your real life-account, you need to create a manual outgoing payment based on this second DPI on the same date as the first one. Use the 'remarks' section to explain the posting. The accountant should have this info in order to be able to associate the real life payment shown on the bank statement with the correct DPI.

All the best,

Kerstin

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