EEX 9.2: Period End Accruals Run Control ID Leaves Blank PS_PE_ACCRL_BU_DTL.BUSINESS_UNIT and PS_PE_ACCRL_BU_DTL.REVERSAL_DATE (Doc ID 2108625.1)

Last updated on FEBRUARY 19, 2016

Applies to:

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

Symptoms

ISSUE:

When the User creates a brand new Run Control ID for the Period End Accruals Processing in the Expenses module, the system automatically registers a row in the below 2 records:

     - PS_PE_ACCRL_BU : Containing the User ID, Run Control ID, and Business Unit value
     - PS_PE_ACCRL_BU_DTL : The row created here is temporary, and does not contain all needed information yet (namely Fields BUSINESS_UNIT and REVERSAL_DATE are left in blank)

The reason behind the 'dummy' row with blank values is because those will get properly populated if the User decides to run the process via the Travel and Expenses delivered navigation menu. Because:

   a.- If the User goes to the 'Review Business Unit Details' page, and clicks on the SAVE button at the bottom of the page, the system will automatically generate the needed rows in Record PS_PE_ACCRL_BU_DTL
   b.- If the User goes to the 'Review Business Unit Details' page, and instead of SAVE, he/she clicks on the 'Return to Process Period End Accruals' link, the system will automatically generate the needed rows in Record PS_PE_ACCRL_BU_DTL
   c.- If the User does not go to the 'Review Business Unit Details' page, and instead, directly clicks on the RUN button available, the system will automatically generate the needed rows in Record PS_PE_ACCRL_BU_DTL

Therefore, as long as the Run Control ID defined is being launched from the Expenses main navigation menu, the needed values on the rows from Record PS_PE_ACCRL_BU_DTL will be populated properly, and the data processed as per expected.

The logic behind the Period End Accruals Processing Run Control ID page (PE_ACCRL_RQST) does not take into account that some Users may launch the process via the below navigation paths because the Run Control ID is not complete if the User does not go to the 'Review Business Unit Details' page (PE_ACCRL_RQST1), or clicks on the RUN button, without later launching the process.

     - PeopleTools > Application Engine > Request AE
     - PeopleTools > Process Scheduler > System Process Request

In other words, the system allows a User to create and save an incomplete Run Control ID that later on cannot be effectively used. Clicking on the 'Review Business Unit Details' link does not provide any critical information online, so it is not obvious that it is essential for the Run Control ID to work.

REPLICATION STEPS:

     - Log into the FSCM Online Application as User ID VP1
     - Navigate to: Set Up Financials/Supply Chain > Business Unit Related > Expenses > Expenses Definition
     - Open the configuration for GL Business Unit US001
     - At the Business Unit 1 tab, within the Period End Accruals section, make sure to check the below options:
          - Accrue unprocessed Expenses
          - Accrue Wallet Entries
          - Accrue for Billable Expenses
     - At the Business Unit 2 tab, make sure to have the below set up at the Journal Generator Templates section:
          - Period End Accruals = EX_PACCRUE
     - Navigate to: Travel and Expenses > Manage employee Information > Update Profile
     - Open the Expenses Profile from Employee ID KU0021
     - At the Organizational Data tab, make sure to have GL Business Unit as US001
     - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Period End Accrual Options
     - Create a new configuration under Set ID SHARE, for Document Type Expense Report, with the below settings:
          - Effective Date = January 1st 1900
          - Status = Active
          - Field Name = SHEET_STATUS
          - Field Value = PND, APY, SUB, PAR, PD, STG
     - Navigate to: PeopleTools > Process Scheduler > Processes
     - Open the existing Process Name FS_PEACCRL
     - At the Process Definition Options tab, within Process Security section:
          - Component = PRCSMULTI
     - Save the changes
     - Log into the FSCM Online Application as User ID EXA1
     - Navigate to: Employee Self-Service > Travel and Expenses > My Wallet
     - Define Employee ID KU0021, and click on SEARCH button
     - At the Review My Wallet Receipts page, from the Add Expenses section, add a new My Wallet transaction with the below data:
          - Expense Type = Supplies
          - Transaction date = Today's Date
          - Payment Type = Cash
          - Transaction Amount = 125.00
          - Currency = USD
          - Description = GCS Test
     - Save the changes
     - Log into the FSCM Online Application as User ID VP1
     - Navigate to: Travel and Expenses > Process Expenses > Period End Accrual Processing
     - Add a new Run Control ID PEA_EX, with the below options:
          - Accounting Date = Today's Date
          - Business Unit = US001
     - Save the changes at this stage
     - Query Record PS_PE_ACCRL_BU, and confirm that there is a new row with RUN_CNTL_ID = PEA_EX
     - Query Record PS_PE_ACCRL_BU_DTL for the same Run Control ID, and also confirm that the BUSINESS_UNIT and REVERSAL_DATE Fields are empty
     - Navigate to: PeopleTools > Process Scheduler > System Process Requests
     - Place Run Control ID PEA_EX, and open it
     - Click on the RUN button
     - From the displayed list of processes, select the FS_PEACCRL Application Engine Program, and click OK
     - Confirm at the Process Monitor level that the process has ended up in Success
     - Check however, and PS_EX_ACCTG_LINE Record has no new Period End Accruals Accounting Entries generated

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:

Newly created Run Control IDs for Expenses Period End Accruals cannot be used via System process Requests (PRCSSAMPLEPNL1), nor Request AE pages (AE_REQUEST). This is a system limitation that should not exist.

EXPECTED BEHAVIOR:

The Period End Accruals Application Engine Program (FS_PEACCRL) should be able to be launched properly no matter which location is chosen by the User, as long as the Run Control ID exists. The Fields BUSINESS_UNIT and REVERSAL_DATE from Record PS_PE_ACCRL_BU_DTL should be properly updated upon saving the created Run Control ID, and not forcing the User to click on RUN button, or via the Review Business Unit Details link, bringing the User to the Period End Accrual Selection page (PE_ACCRL_RQST1). These two mentioned steps do not contribute on anything useful on the creation of the Run Control ID, only informative.

Cause

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