EEX 9.2: Unable To Resubmit For Approval An Expense Report Where Header And Line GL BU Are Different And Accounting Period Is Closed

(Doc ID 1678293.1)

Last updated on MARCH 16, 2016

Applies to:

PeopleSoft Enterprise FIN Expenses - Version 9.2 to 9.2 [Release 9]
Information in this document applies to any platform.



Expenses Employees are getting an Error Message that prevents them from re-submitting for approval an Expense Report whose original Accounting Date falls in a closed Accounting Period, when the General Ledger Business Unit values at both Header and Line differ.

In a usual scenario, where the General Ledger Business Unit values from the Expense Report Header, and Expense Report Distribution Line levels are the same, (say US001), upon re-submitting, the system re-calculates the transaction's existing Accounting Date (PS_EX_SHEET_HDR.ACCOUNTING_DT) to today's date, allowing the transaction to get routed for approval, and later on approved. However, when the Header and Line levels contain different General Ledger Business Unit values, (such as US001 and US003), the same formula to re-calculate the Accounting Date field is not being applied, and the system automatically flags the Expense Line is error, getting the transaction stuck, and unable to be submitted again.


   - Log into the FSCM Online Application as User ID VP1
   - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
   - Open under Set ID SHARE the settings for Transaction Type Expense Reports
   - Make sure that only the HR Supervisor approval level is selected
   - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
   - Open existing Employee ID KU0042
   - Make sure that at the Organizational Data tab, the GL Business Unit defined is US001
   - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
   - Instead of entering a new value, search for existing old Expense Reports already created for Employee ID KU0042, and that are in PENDING status
   - Select one whose PS_EX_SHEET_HDR.CREATION_DT falls in an old Accounting Period, and open it
   - Make sure that the Expense Report Header Accounting Defaults point to GL Business Unit US001
   - Delete all existing Lines, and then create a brand new one, making sure to have the Distribution Line GL Business Unit value modified from the default US001 to US003
   - Submit the Expense Report for approval
   - Check how the value contained in Record Field PS_EX_SHEET_HDR.ACCOUNTING_DT has been updated from the value that was the Creation Date to Today's Date (system automatically changes the Accounting Date to the date the transaction gets submitted)
   - Log into the FSCM Online Application as User ID MGR1
   - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
   - As HR supervisor, go and open the submitted Expense Report
   - Modify the Accounting Date Field value from today's date to the original Creation Date, a value in an old Accounting Period
   - Enter a Comment, and then Send Back For Revision this transaction
   - Log into the FSCM Online Application as User ID VP1
   - Navigate to: Set Up Financials/Supply Chain > Business Unit Related > General Ledger > Open Periods > Open Periods Update
   - For the Modules of EX and GL, with combination of the GL Business Units of US001 and US003, make sure to close all Accounting Periods before the current one, and save the changes
   - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
   - Open the Expense Report that has been sent back
   - Change something, like a description field value, and click on Submit For Approval
   - The system flags the Expense Line with a red flag
   - The Error Message states that the Accounting Date of the transaction falls in a closed Accounting Period for EX and GL modules, preventing the Employee from successfully submit the transaction for approval

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps Word Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.


   " Please enter or update the following information:
     Accounting Detail - Accounting period is not open for EX product and GL BU on distribution line 1. "


The Employees owners of the affected Expense Reports do not have the granted access to update/modify the Accounting Date field value, nor should they. As such, the transactions remain stuck in the system, as the Error Message prevents the successful submit for approval, which in its turn delays approvals and potential Employee and Credit Card Vendor reimbursements.


The current delivered functionality should automatically recalculate the Expense Report Accounting Date to the date when the Employee is re-submitting the transaction anew for approval, just like when both Header and Line General Ledger Business Unit values are the same. The fact that the General Ledger Business Unit is not the same between the Expense Report Header and Line levels should not be a factor to trigger a different system behavior.


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