How To Fix 56794 - You cannot delete receipts that have been paid by your company!

SAP Error Message - Details

• Message type: E = Error

• Message class: 56 - HR TRAVEL: Messages for Trip Costs Dialog

• Message number: 794

• Message text: You cannot delete receipts that have been paid by your company!

What causes this issue?

You have marked a receipt, with expense type <LS>'paid by company'</>,
for deletion in the credit card data document buffer. Receipts with
this expense type cannot be deleted.

System Response

You cannot delete this receipt. The System only allows you to delete
receipts that you have paid (in other words receipts that debited the
employees account and not the company account).

How to fix this error?

Since the complete transaction amount was invoiced to the company by
the credit card provider, the full amount must be assigned to the
correct trip by making a posting in Travel Expense Accounting.
If a credit memo exists for the debit, both of these should be assigned
to the same trip.
If the receipt should not be assigned to you, contact your expenses
clerk or system administrators.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message 56794 - You cannot delete receipts that have been paid by your company! ?

  The SAP error message 56794, which states "You cannot delete receipts that have been paid by your company," typically occurs when you attempt to delete a receipt or document that has already been processed and paid. This is a safeguard within the SAP system to prevent inconsistencies in financial records.
  Cause:
  
  Paid Receipts: The primary reason for this error is that the receipt you are trying to delete has already been marked as paid. SAP maintains integrity in financial transactions, and deleting a paid receipt could lead to discrepancies in accounting.
  Document Status: The document may have a status that does not allow for deletion, such as being part of a closed period or linked to other financial transactions.
  Authorization Issues: Sometimes, the user may not have the necessary permissions to delete certain types of documents.
  
  Solution:
  
  Check Payment Status: Verify if the receipt has indeed been paid. If it has, you will need to reverse the payment or create a credit note instead of deleting the receipt.
  Use Reversal Transactions: Instead of deleting the receipt, consider using the appropriate reversal transaction (e.g., a credit memo) to negate the effects of the original receipt.
  Consult with Finance Team: If you are unsure about the implications of reversing a payment or receipt, consult with your finance or accounting team to ensure compliance with company policies.
  Authorization Check: Ensure that you have the necessary permissions to delete or modify the document. If not, contact your SAP administrator to request the appropriate access.
  Review Document Links: Check if the receipt is linked to other documents or transactions that may prevent deletion. You may need to address those dependencies first.
  
  Related Information:
  
  SAP Documentation: Refer to SAP's official documentation or help portal for more detailed information on handling receipts and payment transactions.
  Transaction Codes: Familiarize yourself with relevant transaction codes such as FB08 (Reverse Document) or FBRA (Reset Cleared Items) that may help in managing financial documents.
  User Training: Ensure that users are trained on the proper procedures for handling receipts and payments to avoid such errors in the future.
  
  If the issue persists after following these steps, it may be beneficial to reach out to your SAP support team for further assistance.