Error message
The existing document has already been cleared and cannot be reversed or deleted.Affected ERP integrations
SAP S/4HANA®
Cause
When trying to update, delete, or reverse an expense, you may encounter an error stating that the document has already been cleared.
In SAP S/4HANA, cleared means that an open item, such as an invoice or an expense, has already been officially matched with a payment, a bank statement line, or a credit note. Once a document is cleared, SAP S/4HANA considers the transaction fully settled and locks it down. Because of this protective lock, SAP S/4HANA strictly blocks any external tool or user from reversing or deleting the document until that payment link is broken.
Solution
Before adjusting anything in SAP S/4HANA, take a look at the status of the expense in Payhawk:
Log in to the Payhawk Web Portal.
Go to the Expenses app and open the expense by clicking on it.
Check if the expense is marked as Paid. If you are trying to delete or change an expense that your finance team has already settled or matched with a bank transfer, SAP S/4HANA will reject the change.
If the expense must not be matched to a payment yet, you need to address the settlement status.
To modify or reverse the original expense document, an accountant must first unlink the payment from the invoice inside SAP S/4HANA. This process is called resetting the clearing.
SAP S/4HANA Public Cloud Edition
To resolve the issue in SAP S/4HANA Public Cloud Edition:
Log into your SAP Fiori launchpad and open the Reset Cleared Items app.
Search for the clearing document number or the journal entry associated with the payment of this expense.
Select the document and choose the Reset action.
You will be asked if you want to only reset the clearing, which leaves the invoice and payment separate but active, or Reset and Reverse, which cancels the payment entry entirely. Choose the option that fits your current business need.
Save your changes. The original expense document is now an open item again.
SAP S/4HANA Private Cloud Edition
To resolve the issue in SAP S/4HANA Private Cloud Edition:
Run transaction code
FBRA(Reset Cleared Items).Enter the Clearing document number, Company Code, and Fiscal Year.
Click the Save icon or go to Clearing > Reset Cleared Items.
A pop-up will appear. Select Only resetting if you just want to detach the payment, or Resetting and reversal if the payment itself needs to be canceled.
Once processed, the invoice restriction is lifted.
Next steps
Now that the clearing link has been successfully reset in SAP S/4HANA, the original document is unlocked. Return to Payhawk and follow the steps:
Log in to the Payhawk Web Portal.
Go to the Expenses app.
Open the pending expense and click Review to successfully re-export or update the transaction.