EEX8.9/ 9.0/9.1: EXA Expense Accrual Accounting Entries Not Using Proper ChartField Defaults for Adjustment Cash Advance (Doc ID 1097682.1)

Last updated on JULY 05, 2016

Applies to:

PeopleSoft Enterprise FIN Expenses - Version 8.9 to 9.1 [Release 8.9 to 9]
Information in this document applies to any platform.

Symptoms

Whenever an Expense Report contains a negative Expense Line, making the overall total for a Due Company amount, the system will ask the user to enter an Adjustment Cash Advance, to record the amount the Employee is paying back to the company. In such occasions, if the Cash Advance Source selected for the Adjustment is one defined as 'Adjustment Advance', then the system will not need to generate a Payment, and instead, according to PeopleBooks, the Account and ChartField values will be defaulting straight from the Cash Advance Source setup page, instead of from the Accounting Entry Template configuration.

It has been detected though that the Expenses Accrual (EXACCRUAL) Accounting Entries created by the Post Liabilities process, generates the incorrect ChartField defaults for the Expense Report EXA Distribution Account Type (DST_ACCT_TYPE) lines. The values defaulted for the ACCOUNT field and other ChartFields are coming from the Accounting Entry Template, and not from the Cash Advance Source setup disregards if ChartField Inheritance is configured or not.

    + Replication Steps:

      1.- Set up a new Cash Advance Source with 'Adjustment Advance' flag selected, the 'Generate Payment' flag unselected, and values in the Account and other ChartFields
          - Set Up Financials/Supply Chain > Product Related > Expenses > Management > Cash Advance Source
      2.- Create a new Expense Report with a negative amount Expense Line, create a new Adjustment Cash Advance for the balancing amount, and select the Cash Advance Source previously configured.
          - Employee Self-Service > Travel and Expenses Center > Expense Report > Create
      3.- Submit the Expense Report For Approval, and Approve it.
      4.- Run the Post Liabilities process to generate the EXACCRUAL Accounting Entries for the Expense Report
      5.- Reconcile the Adjustment Cash Advance
          - Travel and Expenses > Manage Accounting > Reconcile Cash Advance
      6.- Run the Post Liabilities process to generate the Reconciliation Accounting Entries for the Cash Advance

The EXA Accounting Entries for the Expenses Accrual (EXACCRUAL) set are using the incorrect values of Account and other ChartFields, therefore, making bookings in General Ledger to the incorrect set of values.

PeopleBooks mentions that, in the Cash Advance Source setup page, if the 'Adjustment Advance' flag is selected (to be used when creating adjustment cash advances), and the 'Generate Payment' flag is left as unselected, the EXA Credit Accounting Line will be using the Account and ChartField values defined at that level, and not the ones from the Accounting Entry Template. This is what should be happening in EXACCRUAL Accounting Entries created by the Post Liabilities process.

To gather more information concerning this issue, refer to the file named 'Replication Steps for Incident # 1942779000.doc' in the Attachment section to analyze the issue and review the replication steps necessary to reproduce the problem.

Cause

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