EEX 9.1: Workflow Bypasses Project Manager Approval If Expense Report Uses Project ID With No Defined User As Manager (Doc ID 2007285.1)

Last updated on JULY 11, 2017

Applies to:

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

Symptoms

ISSUE:

The Expenses Approval Workflow bypasses the Project Manager approval level for those submitted Expense Reports that, although contain a Project Costing Business Unit, and Project ID combination of values at the Accounting Line Distribution details, that very same Project does not have a defined User as Project Manager.

In such cases, even though at the Expense Report Transaction Definition level the Project Approval level has been activated, if no User established as a Resource in a Project has not been flagged, nor defined as the Project Manager, workflow will bypass this Project from approvals just as if there were no Project altogether. This is taking place even though at the ERApproval Process ID definition the 'User Auto Approval' flag has been de-activated.

REPLICATION STEPS:

  - Log into the FSCM Online Application as User ID VP1
  - Navigate to: Set Up Financials/Supply Chain > Install > Installation Options > Expenses
  - Make sure the following configuration is put in place:
       - Workflow Enabled = Y
       - Project Manager = Y
       - HR Manager - Supervisor = Y
  - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
  - Open Expense Report transaction type, and make sure to configure the approval levels of: HR Supervisor, and Project Approval
  - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
  - Open the existing Employee ID KU0021, and make sure to have the following settings at the Organizational Data tab:
       - GL Business Unit = US001
       - Department ID = 13000
       - Supervisor ID = KU0005
  - Navigate to: Project Costing > Project Definitions > General Information
  - Create a brand new Project in the system, with the following data:
       - PC Business Unit = US001
       - Project ID = GCS_PROJECT
       - Description = GCS Project
       - Integration = US001
       - Processing Status = Active
       - Project Status = Approved
       - Start Date = 01-01-2015
       - End Date = 31-12-2015
  - Navigate to: Project Costing > Activity Definitions > Project Activities
  - Create a brand new Activity ID for the Project just created:
       - PC Business Unit = US001
       - Project ID = GCS_PROJECT
       - Activity Name = GCS Project Activity
       - Activity ID = 0000000001
       - Start Date = 01-01-2015
       - End Date = 31-12-2015
  - Navigate to: Project Costing > Project Definitions > Team
  - Add Employee ID KU0021 as a Resource for the new Project created
  - Make sure no Project Manager is being defined for the new Project though
  - Navigate to: Enterprise Components > Approvals > Approvals > Approval Process Setup
  - Open the existing ERApproval process definition
  - Un-select the 'User Auto Approval flag, and save the changes
  - Log into the FSCM Online Application as User ID EXA1
  - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
  - Define Employee ID KU0021, and click on ADD button
  - Click on the 'Accounting Defaults' link
  - Set the following settings:
       - GL Unit = US001
       - Department ID = 13000
       - PC Business Unit = US001
       - Project ID = GCS_PROJECT
       - Activity ID = 0000000001
  - Click on OK button
  - At the Expense Report Line level, define the below values:
       - Expense Type = Entertainment - Other
       - Expense Date = Today's Date
       - Amount Spent = 250 USD
       - Payment Type = Cash
       - Billing Type = Internal
       - Description = ABC
  - Click on the SUBMIT button
  - Confirm that once the Expense Report has been processed by workflow, the system has routed it to the following level:
       - HR Supervisor
  - However, the Project Manager approval level is being bypassed altogether

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.

BUSINESS IMPACT:

Project Manager approval level is not being enforced at all times when Project ChartField data is present in the Accounting Distribution details of submitted Expense Report Lines. As such, not all required approval levels are not met.

EXPECTED BEHAVIOR:

Assuming that at the Expense Report Transaction Definition level the only Active levels are HR Supervisor and Project Manager, Expenses Workflow is expected to behave the following way:

   1) Expense Report Line Accounting Details do not contain any Project related values:
      a. HR Supervisor: Should be routed as normal, taking the value from Employee Expenses Profile
      b. Project Manager: Should be skipped, because there is no Project ID being involved

   2) Expense Report Line Accounting Details contain Project ID information, and a Resource has been properly defined as a Project Manager:
      a. HR Supervisor: Should be routed as normal, taking the value from Employee Expenses Profile
      b. Project Manager: Should be routed, by taking the User ID linked to the Employee ID defined as the Project Manager for the involved Project ID

   3) Expense Report Line Accounting Details contain Project ID information, but no Resource has been flagged as the Project Manager:
      a. If ERApproval has ‘User Auto Approval’ flag selected:
         i. HR Supervisor: Should be routed as normal, taking the value from Employee Expenses Profile
         ii. Project Manager: Should be auto-approved, as when not finding a defined User ID as Project Manager, the system routes the approval to the HR Supervisor instead. However, as the User Auto Approval flag is selected, the Project Manager level is no longer necessary, and should be auto-approved, because HR Supervisor has already approved the transaction in a prior level.
      b. If ERApproval does not have the ‘User Auto Approval’ flag selected:
         i. HR Supervisor: Should be routed as normal, taking the value from Employee Expenses Profile
         ii. Project Manager: Should be routed to the HR Supervisor again, who will have to approve the submitted Expense Report twice in this case, because the User Auto Approval flag is not selected

Cause

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