How To Fix WS631 - Item can be canceled during creation at header level only if doc. settled

SAP Error Message - Details

• Message type: E = Error

• Message class: WS - Supplier Billing Document

• Message number: 631

• Message text: Item can be canceled during creation at header level only if doc. settled

What causes this issue?

Item cancellation is permitted in Settlement using Follow-On Documents
only if:
Settlement on item level
Settlement on header level and the document has "settled" status

System Response

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

How to fix this error?

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message WS631 - Item can be canceled during creation at header level only if doc. settled ?

  Certainly! Here's a detailed explanation for the SAP error message WS631:
  
  SAP Error Message: WS631 - Item can be canceled during creation at header level only if doc. settled
  
  Cause:
  This error occurs when you try to cancel an individual item during the creation of a document (such as a billing document, invoice, or settlement document), but the system only allows cancellation at the header level if the document has already been settled.
  In other words:
  
  The system expects that if the document is already settled (fully processed or posted), you cannot cancel individual items during creation.
  Cancellation of items during creation is only allowed if the document is not yet settled.
  If the document is settled, cancellation must be done at the header level (i.e., cancel the entire document, not individual items).
  
  
  When does this typically happen?
  
  During billing or settlement document creation in SD (Sales and Distribution) or FI-CA (Contract Accounts Receivable and Payable).
  When trying to cancel or reverse individual line items in a document that is already settled.
  When the system enforces consistency rules to avoid partial cancellations that could lead to data inconsistencies.
  
  
  Solution:
  
  
  Check Document Status:
  
  Verify if the document is already settled or posted.
  If settled, you cannot cancel individual items during creation.
  
  
  
  Cancel at Header Level:
  
  Instead of canceling individual items, cancel the entire document.
  Use the appropriate transaction or function to cancel the whole document.
  
  
  
  If Partial Cancellation is Required:
  
  Ensure the document is not settled yet.
  Perform cancellation or reversal of individual items only before settlement.
  
  
  
  Review Business Process:
  
  Confirm if the business process allows item-level cancellation after settlement.
  If not, follow the standard process of header-level cancellation.
  
  
  
  Technical Checks:
  
  Check if any custom enhancements or user exits are enforcing additional checks.
  Review configuration in billing or settlement settings related to cancellation.
  
  
  
  
  Related Information:
  
  
  Transaction Codes:
  
  Billing Document Cancellation: VF11
  Invoice Cancellation: FB08
  Contract Accounts Receivable and Payable (FI-CA) Settlement: FPCJ or related transactions
  
  
  
  SAP Notes:
  
  Check SAP Notes related to billing document cancellation and settlement for any known issues or patches.
  
  
  
  Configuration:
  
  Billing Document Types and their cancellation settings in SD.
  Settlement rules in FI-CA.
  
  
  
  Documentation:
  
  SAP Help Portal on Billing Document Processing.
  FI-CA Settlement and Cancellation procedures.
  
  
  
  
  Summary:
  
  
  
  Aspect
  Details
  
  
  
  
  Error
  WS631 - Item can be canceled during creation at header level only if doc. settled
  
  
  Cause
  Attempt to cancel individual item in a document that is already settled
  
  
  Solution
  Cancel entire document at header level if settled; item-level cancellation only if not settled
  
  
  Related Tcodes
  VF11, FB08, FPCJ
  
  
  Notes
  Review business process and configuration for cancellation rules
  
  
  
  
  If you provide the specific transaction or scenario where this error occurs, I can help with more tailored advice.