Payment run; clearing journal entry

[ivangomez]

Hi all,

We are working with the latest SAP Public Cloud 2408 release and facing the following problem:

We run the app "Manage automatic payments" for our weekly supplier payments. There are more than 1000 invoices in this payment run which have been cleared. Before sending the file to the bank, we noticed a mistake.

At that point, it is not possible to reverse the payment run because the payment media has been created - even if I delete the payment media. The only solution in SAP Public Cloud is the manual reverse (see Note 2682947).

For each supplier there's a single clearing journal entry. As per now, I have to reverse approx. 200 clearing journal entries manually.

e.g. Supplier A = clearing journal entry 20000000100, Supplier B = clearing journal entry 2000000101, Supplier C = clearing journal entry 2000000102

My question: Is there a configuration in the system to generate a clearing journal entry for each payment run?

e.g. Supplier A = clearing journal entry 20000000100, Supplier B = clearing journal entry 2000000100, Supplier C = clearing journal entry 2000000100

Many thanks in advance.

[AndreasMuno · Accepted solution]

Hi @ivangomez ,

my colleague Edna has answered some aspects of your request. I'd like to ask though, is there a business reason why you cannot take advantage of the "payment proposal" feature of the application? According to SAP Fiori Apps Reference Library, proposals would allow you to investigate a "draft" of the payment run before it creates actual payment media. SAP considers this review of proposals one of the best practices preventing "damage" and the need for reversals down the road.

Thank you.   

[Edna_Garcia1]

Hi Ivangomez

The functionality that you are asking for is not available.

Let me explain how the system works and why it is a best practice to have one document payment per supplier:

When you run the Manage Automatic Payment App, the system creates a clearing document for each supplier. The payment media file is a batch of all the payment documents, and an item for each payment with the details of the supplier banks is created.

If you have activated BCM, the approvers can reject one payment of that batch, and the system can reverse that specific payment (clearing document).

And the other scenario is if your Bank rejects one payment of the batch, you can reverse that document and process again the corresponding invoice.

Best regards

Edna

[ivangomez]

Hi Edna, many thanks for your reply and your explanation.

Wish you a good start in the new week.

Best regards, Ivan

[Edna_Garcia1]

Hi Ivangomez

There are some apps available to reverse payments.

• For a single payment: 

Reset cleared items FBRA app. In this app you add the document payment, and select the option "Reset and Reverse". Then you need to add the details of the reverse reason and date, as a best practice us the same payment date.

As a result, your payment will be cleared by the reversal document and the supplier invoice will be an open item again.

• For massive document payment reversal:

If you don't have activated BCM (Bank Communication Mgmt) for payment approval, you can use the Schedule Accounts Payable Jobs app > Reverse Payment Run template

Link https://help.sap.com/docs/SAP_S4HANA_CLOUD/031c345485b84c8c94265be9ef61d3a8/8495b14aa22f4626bd879f90... 

3285159 - Error 'Payments from payment run XX XX are already awaiting approval (SAP BCM)' in Job Tem... 

Best regards

Edna

[ivangomez]

Hi Edna,

Thank you for your feedback. The main question was not how to reverse the payment run, but rather how and whether you can configure one clearing journal entry per payment run?

This is in case we have another error in the payment file and then only have to cancel one clearing document instead of 100.

Thank you in advance for the clarification.

[Edna_Garcia1]

Hi Ivangomez