EAP: Able To Close A Regular Voucher Having A Prepayment Applied To It (Doc ID 2104140.1)

Last updated on JULY 12, 2017

Applies to:

PeopleSoft Enterprise FIN Payables - Version 9.1 to 9.2 [Release 9]
Information in this document applies to any platform.

Symptoms

ISSUE:

A contradiction between PeopleBooks and FSCM Online Application has been found when a User tries to close a Regular Voucher that has a Prepaid Voucher applied to it. PeopleSoft Enterprise FSCM Accounts Payable PeopleBooks states the following information:

     - Home > PeopleBooks > PeopleSoft Payables 9.1 PeopleBook > Processing Prepayments > Understanding Prepayment Processing > Prepaid and Applied Voucher Closure

          If you attempt to close a regular voucher that is applied to one or more prepaid vouchers, a warning message advises you of the following: Prepaid vouchers (or portions of prepaid vouchers) that have been applied to regular voucher payment schedules cannot be closed.
          Unpaid regular payment schedules that are applied to prepaid vouchers can be closed, but only the unpaid and unapplied portion of the payment schedule (the amount remaining to be paid) is closed.
          If a regular voucher is applied to one or more prepaid vouchers and you want to close out the entire regular voucher, you must unapply it first.

          Note. Prepaid vouchers that are applied to regular vouchers must also be unapplied prior to closure. Applied prepaid vouchers do not appear in the Voucher Closure search view.

However, a User is able to mark the Close Voucher checkbox at the Voucher Attributes tab from a Regular Voucher that has a Prepaid Voucher applied to it. Saving the changes, and eventually running the Voucher Post process will close the Regular Voucher, and render the Prepaid Voucher unusable to be applied for future Regular Vouchers. The behavior of the system not only contradicts PeopleBooks, but also behaves differently between the Voucher Attributes Close Voucher feature, and the Mark Voucher For Closure delivered page.

STEPS:

     1. Create a brand new Prepaid Voucher for Vendor ID USA0000004 for an amount of 1000 USD, and save the changes
     2. Run Voucher Post against the Prepaid Voucher
     3. Run Pay Cycle against the Prepaid Voucher
     4. Run Payment Post against the payment from the Prepaid Voucher
     5. Create a brand new Regular Voucher for Vendor ID USA0000004 for an amount of 1000 USD, and save the changes
     6. Open the Prepaid Voucher, go to the Payments tab, and click on the link 'Prepayment'
     7. At the new 'Apply Vouchers to Prepayment' page, click on the link 'Apply new vouchers to payment'
     8. Search for the Regular Voucher created, select the Payment Information of Vendor ID USA0000004 for an amount of 1000 USD, and click on the 'Copy/Back' link
     9. Back at the 'Apply Vouchers to Prepayment' page, confirm the Regular Voucher is now listed, and click on APPLY button
     10. Open once again the Regular Voucher online, and the below Warning Message is received:
          " The voucher has been applied to prepayments. Update is limited until it has been unapplied. (7030,359) "
     11. Go to the Voucher Attributes tab, select the Close Voucher checkbox, and save the changes
     12. Run Voucher Post against the Regular Voucher
     13. The Regular Voucher is now Posted, with a status of Closed
     14. Checking online the Prepaid Voucher, the Regular Voucher cannot be unapplied anymore

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.

WARNING MESSAGE:

     " The voucher has been applied to prepayments. Update is limited until it has been unapplied. (7030,359) "

BUSINESS IMPACT:

The system has allowed the Regular Voucher to be closed, contradicting the statements found in PeopleBooks mentioning that the Prepaid Voucher must be unapplied before the Regular Voucher can be properly closed. Also, the Warning Message (7030,359) clearly states that the update to the Regular Voucher is limited while a Prepayment is applied, though the whole transaction can be closed. Furthermore, the Prepaid Voucher can no longer be applied to any other Regular Voucher, because the closed transaction cannot be selected for unapply anymore. As such, the payment performed by the company to the Vendor is effectively lost.

EXPECTED BEHAVIOR:

The system should behave as listed below in the mentioned scenarios:

     - Users should be able to close a Regular Voucher at all times even if there are prepayments applied to it, as long as there is a remaining amount still pending to be paid
     - An initial fix will be to grayed out the Close Voucher checkbox at the Voucher Attributes page should the Regular Voucher be fully paid
     - Secondly, there has been detected a different behavior in the system between the Voucher Attributes 'Close Voucher' checkbox, and the Mark Voucher For Closure page. At the Mark Voucher For Closure page, the below Warning Message is being triggered, something that does not happen in Voucher Attributes tab:

          " Warning -- There are prepaid vouchers associated with this payment. Proceed with Cancel/Close? (7015,229)
            You have selected the option to close the vouchers paid by this payment. One or more prepaid vouchers are applied to these vouchers. If you close the vouchers without unapplying the prepayments, the applied amounts will not be closed. Press OK to proceed or Cancel to abort. "

     - As such, a second part of the fix will add Warning Message (7015,229) if the Regular Voucher is PARTIALLY paid via Prepaid Voucher applied, or a combination of prepaid and normal payment. It would be assumed that in such scenario, the system only closes the outstanding amount that remains to be paid, and not the whole Regular Voucher.

Cause

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