Hi Everyone! Previously I published one article on the reversal process in SAP. I also explained that there are 2 types of reversal processes that SAP offers. One is via FB08, for which I shared the complete tutorial on how to reverse an accounting document using tcode FB08. The other reversal process is to reverse a clearing document using FBRA tcode in SAP.
There is a certain limitation to using the tcode FB08. SAP only allows you to reverse any existing open accounting document using FB08. In the other case, let’s say, you have one vendor invoice which is still open. Afterward, you make the payment to the vendor. The vendor payment document will clear the original vendor invoice document. This payment document will serve as the clearing document for the original vendor invoice.
This means that the vendor invoice is no more open for payment. It’s already paid out. Now, you realize that the payment document was not correct as some of the parameters given in the payment document were not complete. In this case, you may want to reverse the payment document. But, how to reverse it?
If you use FB08 in this case, the system will not allow you to reverse it as it is a clearing document. The only way to reverse such kind of accounting entries is by using FBRA tcode in SAP. The FBRA transaction is very simple to execute just like FB08. In this tutorial, I will be showing you the complete process on how you can reverse a clearing document.
So without further ado, let’s begin.
Display already posted clearing documents
I have posted a vendor invoice document using tcode FB60 in SAP. It’s a normal vendor invoice (Document Type KR) where I have booked the expenses for $100. The document number for the vendor invoice is 1100014010, company code 1000, and fiscal year 2019.
After creating this vendor invoice, I make a vendor payment via tcode F-53. As soon as I post a vendor payment of $100, it will automatically clear the original vendor invoice document 1100014010. The document type for vendor payment is KZ. I have used 12th October 2020 as the vendor payment date. So, the clearing will also take place on 12th October 2020.
After making the vendor payment against the original vendor invoice, If I check the vendor balances in tcode FBL1N, then the system will show both the vendor invoice and the vendor payment documents as cleared. Enter the vendor code and company code in the selection screen of the FBL1N report. Also, select the CLEARED ITEMS radio button and enter the clearing date. In our example, the clearing date is 12th October 2020.
Now, if you look closely both the vendor invoice and the vendor payment are shown as being cleared items and the clearing document is the vendor payment document number.
Since this invoice is no more open and is already cleared, I cannot use the FB08 tcode in SAP to reverse it. Instead, I have to use the FBRA tcode in SAP to reverse the clearing documents.
FBRA tcode in SAP: Reverse the Clearing Document
Before I execute FBRA, I want to show you what happens when you try to reverse a clearing document in FB08. In FB08, after entering the clearing document number (In our case the vendor payment document), company code, and fiscal year, when you try to reverse it, the system will give you an error.
As can be seen in the screenshot below, the system will throw an error that reversal is not possible as it contains clearing items.
So, to reverse a clearing accounting document, execute the transaction FBRA. As soon as you execute it, you will see the initial screen. Enter the clearing document number, company code, and fiscal year. Press Enter.
As soon as you press enter, the system will show you a pop-up with some selections. Here, you have an option to either reset the document or reset and reverse it. Only resetting means that the system will change the status of both the vendor invoice and vendor payment documents from Cleared to Open. There will not be any reversal entries posted for the vendor payment document.
In the other case, the system will reset the status as well as post the reversal entry of the vendor payment document.
In the next screen, you need to enter the reversal reason, which is a mandatory field. The posting date and posting period fields are optional and can be left blank. After entering these details, the system will show a pop-up stating that the document has been reset and will also show the reversal document number.
After successfully executing the FBRA tcode in SAP, you can go back and execute the report FBL1N to check the status of the clearing document. It will not show the documents as being open in the system.
I hope you have liked this detailed tutorial on FBRA tcode in SAP. Please go through the other posts and stay tuned for more!!!