EEX 9.2: Workflow Not Storing In PS_EX_APRVL_HIST All Expense Manager Approvals If All Approvers Are Required (Doc ID 2135783.1)

Last updated on MAY 09, 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:

An issue has been detected with the Expenses Approval Workflow, when for any given Approval Level, (such as Expense Manager), a Pool of Multiple Approvers has been defined, and at the same time, at the Stage/Path/Step level from the ERApproval Process Definition, the 'All Approvers Required' radio-button has been selected. In such case, once an Expense Report gets submitted for approval, and routed to all involved Approvers, it is expected that all of them perform the approval action before the transaction gets routed to the next level of approvals. However, it seems that although the workflow properly routes the transaction to all involved Users, and they are able to perform the approval actions needed, the system is only keeping track of the very last Approver User to take action on the pool of users. In other words, the workflow only registers into PS_EX_APRVL_HIST Record (Approval History table) only the very last User's action, disregarding all prior Users on the same level.

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 to have the following settings configured:
          - Workflow Enabled = Y
          - Approval List Routing = Y
     - Navigate to: Enterprise Components > Approvals > Approvals > Approval Process Setup
     - Open the existing Process ID ERApproval
     - Scroll down through the Stage 3 Expense Approvers (Expense Managers) section
     - Look within Paths section, and then within Steps section, and proceed to click on an icon for DETAILS
     - At the new window opened, Approval Step Definition, make sure to select the radio-button named 'All Approvers Required'
     - Navigate to: Set Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
     - Open the one for Expense Reports, and make sure to select 'Expense Approval' level
     - Navigate to: Set Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Approval List
     - Open the existing Approval List below, and check the following settings:
          - GL Business Unit = US001
          - Transaction Type = Expense Report
          - Approver Type = EXAPPRVER
          - Notify All Approvers = Y
          - Approver Profile = EXPENSE MANAGER
          - All Values = Y
          - All Amounts = Y
     - Navigate to: Set Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Approver Assignment
     - Add the following configuration settings:
          - GL Business Unit = US001
          - Approver Profile = EXPENSE MANAGER
          - User IDs = EXS2 and EXS3
          - Department From = 1
          - Department To = 97320
     - Navigate to: Travel and Expenses > Maintain Employee Information > Update Profile
     - Open existing profile for Employee ID KU0021, and on the Organizational Data tab, check the following settings:
          - GL Business Unit = US001
          - Department ID = 13000
          - HR Supervisor = KU0005
     - Log into the FSCM Online Application as User ID EXA1
     - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
     - Enter Employee ID KU0021, and click on the ADD button
     - Define the following Expense Report information:
          - Business Purpose = Consulting Services
          - Report Description = GCS Test
          - Default Location = New York
          - Transaction Date = Today's Date
          - Expense Type = Groceries
          - Description = GCS Test Line
          - Payment Type = Cash
          - Transaction Amount = 500 USD
     - Submit the Expense Report for approval
     - Log into the FSCM Online Application as User ID EXS2
     - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
     - Find the submitted Expense Report, open it, and proceed to approve it as Expense Manager #1
     - Log into the FSCM Online Application as User ID EXS3
     - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
     - Find the submitted Expense Report, open it, and proceed to approve it as Expense Manager #2
     - Log into the FSCM Online Application as User ID EXA1
     - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > View
     - Find the Expense Report in question, open it, and confirm that in the Approval History section that the approval of Expense Manager #1 is not being displayed
     - Query the Record PS_EX_APRVL_HIST for the Expense Report affected, and see how although 2 different Expense Manager Users have approved the transaction, there is only one row stored

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.

ACTUAL RESULTS:

The Expenses Approval Workflow is not properly keeping track of all Approval Actions taken by the Approver Users. Some Approvals do not get recorded into the PS_EX_APRVL_HIST Record, and as such, do not get displayed online. This confuses the Expenses Users, as it looks as if some required approval levels have been skipped, when in fact, they took place and were effectively performed.

EXPECTED BEHAVIOR:

If a specific Approval Level has defined a Pool of Multiple Approvers, and at the Stage-Step level from the ERApproval Process Definition, the 'All Approvers Required' option has been defined, then it is expected that all Users who have taken proper action against a submitted Expense Report should be recorded in the Approval History of the transaction involved.

Cause

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