FB08 Individual Document Reversal

FB08 - Individual Document Reversal

Functionality

The previously entered GL document was entered incorrectly. Need to reverse the document.

Scenario

A user made a mistake during document entry. Now he wants to reverse the incorrect document and post a new document again.

Requirements

Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal.

Menu Path	Accounting ® Financial Accounting ® General Ledger ® Document ® Reverse ® FB08 - Individual Reversal
Transaction Code	FB08

1.       Double click on FB08 - Individual Reversal.

2.       If you don’t know the document number, click Find documents Button .

Note: The system will display the screen where you can enter the search criteria.

3.       Update the following fields:

Field Name	Field Description	Values
Fiscal year	The Fiscal year number	Example:  2003
Document type	Code identifying the method that the system uses to process the transaction	Example:  SA

4.       Click Execute Button

5.       The system will display a list of documents:

6.       Click on the document you want to reverse:

.

Reverse Document: Header Data

7.       Update the following fields:

Field Name	Field Description	Values
Reversal reason	Type of the reversal	Example:  03

There are defined five reversal reasons:

01        Reversal in current period                                  

02        Reversal in closed period                                  

03        Actual reversal in current period                        

04        Actual reversal in closed period                        

05        Accrual/deferral posting                                    

Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the following prerequisites must be fulfilled:

a)    The company code must be defined as allowing negative postings,

b)    The document type must allow negative postings.

8.       If you want to display the document before reversal, click Display before reversal Button .

Display Document: Overview

9.       Click Back

Reverse Document: Header Data

10.     If you want to reverse the document, click Save Button.. The system will post a reversal document

    Depending on the configuration, a reversal document can be the same type of a document or a different one.

    Another way to reverse a document is to post a new document using a negative posting option. This option is different than the regular document reversal – you can hide the line items when you analyze the account. You can also find the negative posting option useful when you posted a document containing several line items and you need to reverse only one of them. In such case it might be easier to post an additional document using the negative posting then reverse the whole document and post it again with the correct figures.

11.     The message bar displays “Document XXXXXX was posted in company code 5200”.

FB03 - GL Document Display

Functionality

This transaction allows you to display a previously posted document. You can display any document that was posted in FI module (including document that was created e.g. in Logistics, but it was followed by automatic FI document posting).

Scenario

You posted a complex GL document. Your supervisor asked you to print for him a copy of this document.  

Requirements

Posted FI document.

Menu Path	Accounting ® Financial Accounting ® General Ledger ® Document ® FB03 - Display
Transaction Code	FB03

1.       Double click on FB03 - Display

Display Document: Initial Screen

2.       If you know the required document number, enter it in the field “Document number”. If you don’t, click List Button  to search for documents:

3.       The system will display a screen where you can enter your search criteria:

Display Document: Initial Screen

4.       Update the following fields:

Field Name	Field Description	Values
Fiscal year	Fiscal year number	Example:  2002
Document type	Code identifying the method that the system uses to process the transaction	Example:  SA
Posting date	Date that the business transaction occurred	Example:  180602

5.       Click Execute Button  to start searching.

6.       The system will display a list of documents that fulfill your criteria:
Document List

7.       To display your document, simply double click on it. The system will display a document overview:

Display Document: Overview

8.       You can display your document in different currency. Click Display currency Button .

Display currency for document

9.       Click Local currency .

10.     Click  Enter  

Display Document: Overview

11.     You can display also other document details, like e.g. who posted this document. Choose Document Header  button. You can see that the user SBTP000197 posted this document on 18^th July 2002 – this date is derived from the system clock.

12.     If you want to print this document, select from menu path” Document®Displ ay as list.

Document Overview

Tip: You can select a different list variant (different fields are displayed). Simply click Choose display variant  button.

13.     You can print this report (just click on Print  icon). But you can also export (download) this report as a MS Office file. Select Document®Export.

Document Overview

14.     Now choose Local File

Save list in file...

15.     Click Spreadsheet .

16.     Click  Enter Button  . Now the system asks you to enter a file name (full path is selected by default, but you can change it).

Transfer DAT to a Local File

17.     Update the following fields:

Field Name	Field Description	Values
File name	Enter your file name here	Example:  C:\Documents and Settings\help1\SAPworkdir\document.xls

18.     Click Transfer Button . The system saved your report as a MS Excel file.