1866861 - How to Clear Overpayment And Underpayment Differences In Supplier Invoices

In the Trade Payables account of the supplier, there is a payment whose amount is different from an open invoice item, now you want to manually clear these two items.

SAP Business ByDesign

1. Go to the Payables work center, and choose the Suppliers view.
2. Select the Supplier Accounts subview.
3. Choose Supplier XYZ (XYZ stands for the Supplier ID), and then select View.
4. In the Trade Payables tab, show Open Items.
5. You can see a supplier invoice, and a payment whose amount is just a little different from the invoice.
6. Select these two items, and choose Clear Manually.
7. In the new screen, choose Clear.

     The system gives error message: Balance of XXX; clearing not possible.

XXX stands for the clearing balance.

As the balance in the clearing is not zero, so it is not possible to clear the invoice with the payment.

If there is an overpayment, in order to successfully clear the payment and invoice all at once, follow the below:

1. Go to the Payables work center, and choose the Suppliers view.
2. Select the Supplier Accounts subview.
3. Choose Supplier XYZ, and then select View.
4. In the Trade Payables tab, show Open Items.
5. Select the Payment and invoice in question, and choose Clear Manually.
6. In the new screen, the two items are checked as Matched.
7. Select the payment item, and then drag down to the bottom of the screen.
8. In the Amount field, set the difference as Other Discounts/Credits, also specify Payment Difference Reason.
9. Choose Clear.

Both the payment and the invoice should be cleared now.

If there is an underpayment, in order to successfully clear the payment and invoice all at once, follow the below:

1. Go to the Payables work center, and choose the Suppliers view.
2. Select the Supplier Accounts subview.
3. Choose Supplier XYZ, and then select View.
4. In the Trade Payables tab, show Open Items.
5. Select the payment and invoice in question, and choose Clear Manually.
6. In the new screen, the two items are checked as Matched.
7. Select the invoice item, and then fill the difference in the Cash Discount column to set the balance to zero.
8. Choose Clear.

Both the payment and the invoice should be cleared now.

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