EEX 9.2: Unable To Save Changes In Expenses Profile If Listed Department ID On Terminated Job Record Is Inactivated Even After Termination Date (Doc ID 1987525.1)

Last updated on MARCH 06, 2023

Applies to:

Symptoms

ISSUE:

The Expenses Profile Component is throwing an Error Message that prevents users from saving any manual changes performed at the personal data or bank details level. This happens if for any of the listed Employee Record Job Instances, there is a Department ID value that has been inactivated. While that would be correct, as all Expenses Profiles need to be valid at all times (default one or not), however, this would not apply if the Job Instance is Terminated. The system keeps and displays the terminated Job Record instances of an Employee for auditing purposes. These Job Records could make reference to Business Units, or Department IDs that while at some point in time had been valid, they are currently inactivated/retired.

Just because a Department ID used in a Terminated Expenses Profile has been inactivated after the Termination Date, the system should not prevent users from saving necessary changes.

REPLICATION STEPS:

  - Log into the HRMS Online Application as User ID PS
  - Navigate to: Workforce Administration > Personal Information > Add a Person
  - Enter all the Personal and Job related data, to create the new Employee ID GCS001
       - Effective Date = January 1st 2010
       - Business Unit = US001
       - Department ID 10000
  - Log into the FSCM Online Application as User ID VP1
  - Navigate to: Travel and Expenses > Manage Employee Information > Load Employee Data
  - Create a brand new Run Control ID, select all the available options, and run the process
  - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
  - Open Employee ID GCS001, and confirm that the Expenses Profile is reflecting the proper organizational data
  - Log into the HRMS Online Application as User ID PS
  - Navigate to: Workforce Administration > Job Information > Add Employment Instance
  - Find Employee ID GCS001, set Employee Record 1, and click on ADD:
       - Effective Date = January 1st 2014
       - Business Unit = US001
       - Department ID 25000
  - Log into the FSCM Online Application as User ID VP1
  - Navigate to: Travel and Expenses > Manage Employee Information > Load Employee Data
  - Create a brand new Run Control ID, select all the available options, and run the process
  - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
  - Open Employee ID GCS001, and confirm that the Expenses Profile is showing 2 Job Records, each with the proper organizational data
  - Navigate to: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > ChartField Values > Department
  - Open existing Department ID 25000 under Set ID SHARE, and add a new effective dated row with the below values:
       - Effective Date = September 1st 2014
       - Status = Inactive
  - Log into the HRMS Online Application as User ID PS
  - Navigate to: Workforce Administration > Job Information > Job Data
  - Open Employee ID GCS001, with Job Record 1, and with an Effective Date of July 31st 2014, and an Action of Termination
  - Log into the FSCM Online Application as User ID VP1
  - Navigate to: Travel and Expenses > Manage Employee Information > Load Employee Data
  - Create a brand new Run Control ID, select all the available options, and run the process
  - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
  - Open Employee ID GCS001, at the 'Employee Data' tab enter a new value under Telephone Field, and proceed to save the changes
  - The system throws an Error Message stating that the Department ID is invalid

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.

ERROR MESSAGE:

  " The department selected is not a valid department for the GL business unit. (10502,210)
    The department selected does not exist or is inactive for the GL business unit. "

ACTUAL RESULT:

The system is invalidating an Employee's Job Record Expenses Profile row that is Terminated, and no longer the Default Profile, because it has a Department ID value that is inactive, even if that took place after the Termination Date. The Error Message is preventing the saving of any changes at the Employee Personal Data level, or even Bank Details, which causes issues for not having Profiles properly up to date.

EXPECTED BEHAVIOR:

The Load Employee Data Application Engine Program (EX_EE_UPDATE) should not invalidate a Terminated Expenses Profile if the Department ID value used is invalid, as long as the Effective Date of the invalidation of the ChartField is prior to the Termination Date. Also, at the Expenses Profile level, the system should allow proper saving of any changes performed, even if the Department ID defined at one of the Terminated Job Records contains an inactive value, again, as long as the Termination date is prior to the Effective Date of Department Inactivation.

Changes

Cause

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