EEX 9.2: Period End Accruals Not Generating Accounting Entries When Expense Report GL Business Unit Differs from Expenses Profile GL Business Unit

(Doc ID 2178353.1)

Last updated on AUGUST 31, 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:

Having activated Period End Accruals functionality for the Expenses module, it has been detected that the system is ignoring those unposted Expense Reports whose Header level General Ledger Business Unit differs from the General Ledger Business Unit defined as default at the Employee's Expenses Profile level. As such, although the Application Engine Program FS_PEACCRL is completed in Success, the Accounting Entries, and their reversals, for those transactions, are not being generated.

The situation is when the Employee has Business Unit A0001 on his Expenses Profile, and an Expense Report transaction is created, and submitted for approval. Then, before running the Period End Accrual process, the Employee's Expenses Profile is updated to a new General Ledger Business Unit, such as B0001. At this stage, the Employee's Expenses Profile default GL Business Unit (Record Field PS_EX_EE_ORG_DTL.BUSINESS_UNIT_GL) does not match the GL Business Unit that appears on the Expense Report Header (Record Field PS_EX_SHEET_HDR.BUSINESS_UNIT_GL).

After some analysis, the codeline responsible for not accruing the affected Expense Report transaction seems to be the one contained within AE Program, Section, and Step EX_PE_ACCRL.ExpSel.Step02

     - ....(EX_PE_ACCRL.ExpSel.Step02) (SQL)
     UPDATE PS_EX_SHEET_HDR SET PROCESS_FLAG = 'Y', PROCESS_INSTANCE = 5284730
WHERE PROCESS_FLAG = 'N' AND POST_STATUS_EX = 'N' AND SHEET_STATUS IN ('PAR','PND','PRO','RAP','SUB','APY','STG') AND EXISTS ( SELECT 'X' FROM PS_PE_ACCRL_RQST X , PS_PE_BUDTL_TMP4 X1 , PS_EX_EE_ORG_DTL X2 , PS_BUS_UNIT_TBL_EX X3 WHERE X.OPRID = 'XXXXX0001' AND X.RUN_CNTL_ID = 'EXPENSE_ACCRUALS' AND X1.PROCESS_INSTANCE = 5284730 AND PS_EX_SHEET_HDR.EMPLID = X2.EMPLID AND PS_EX_SHEET_HDR.BUSINESS_UNIT_GL = X2.BUSINESS_UNIT_GL AND X2.DFLT_EE_PROF_FLG = 'Y' AND X1.BUSINESS_UNIT = '20200' AND X1.BUSINESS_UNIT = X2.BUSINESS_UNIT_GL AND X1.BUSINESS_UNIT = X3.BUSINESS_UNIT_GL AND X3.EX_ACCRL_FLG = 'Y')

REPLICATION STEPS:

     - Log into the FSCM Online Application with User ID VP1
     - Navigate to: Set Up Financials/Supply Chain > Business Unit Related > Expenses > Expenses Definition
     - Open Business Unit US006, and at the Business Unit 1 tab, ensure to select the below settings:
          - Accrue Unprocessed Expenses = Y
          - Accrue Wallet Entries = Y
          - Accrue for Billable Expenses = Y
     - At the Business Unit 2 tab, make sure that: Journal Generator Templates, Period End Accruals = EX_PACCRUE
     - Perform the exact same changes for Expenses Business Unit US003
     - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
     - Open existing Employee ID KU0021, and in the Organizational Data tab, configure the below values:
          - GL Business Unit = US006
          - Department ID = 15000
          - HR Supervisor ID = KU0005
     - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Period End Accrual Options
     - Create a new configuration as follows:
          - Set ID = SHARE
          - Product = Expenses
          - Document Type = Expense Report
          - Effective Date = January 1st 1900
          - Status = Active
          - Field Name = SHEET_STATUS
          - Field Value = PND, SUB, PAR, APY, STG, PD
     - Save the changes
     - Log into the FSCM Online Application with User ID EXA1
     - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
     - Add a brand new Expense Report on behalf of Employee ID KU0021
     - Ensure that both at the Expense Report Header level, and Line Accounting Distribution, the GL Business Unit selected is US006 (coming from the Expenses Profile of the Employee involved)
     - Submit the Expense Report for approval
     - Confirm that the transaction is in 'Submitted For Approval' status, and has been routed to the proper Approver
     - Log into the FSCM Online Application with User ID VP1
     - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
     - Open existing Employee ID KU0021, and in the Organizational Data tab, modify the default GL Business Unit to US003
     - Navigate to: Travel and Expenses > Process Expenses > Period End Processing
     - Add a brand new Run Control ID with the below settings:
          - Run Control ID = GCS
          - Application = Expenses
          - Accounting Date = Today’s Date
          - Process All Business Units = N
          - Business Unit = US003, and US006
     - Launch the FS Period End Accruals process (FS_PEACCRL AE Program), to completion
     - Navigate to: Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Period End Acctg Entries
     - Select the Expenses Document ID related to the Expense Report previously created for Employee ID KU0021
     - The system does not retrieve any information, as Period End Accrual Accounting Entries have not be 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.

ACTUAL RESULTS:

The Period End Accrual Accounting Entries are not being generated for certain Expense Report transactions, which are being left out. As such, the Ledger is not being fully representative of the current situation of the business.

EXPECTED BEHAVIOR:

As per defined at the Period End Accrual Options set up level, all Expense Report transactions that have not been posted through Post Liabilities, and are within the values entered for Expense Report Header Status, should generate Period End Accrual Accounting Entries, and their respective Reversals.

 

Cause

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