EEX 9.2: PROJECT_ID ChartField Unavailable In Expense Report Header Or Line Accounting If Project Costing Module Is Not Implemented (Doc ID 2215856.1)

Last updated on AUGUST 07, 2023

Applies to:

Symptoms

ISSUE:

As Project Costing module is not licensed, nor implemented, all Project related ChartFields have been inactivated at the Advanced ChartField Configuration level, except for Project ID, as there is still a need for such accounting. For this reason, Project ID is being used as a normal ChartField, whose values are defined directly outside of the Project Costing module.

With that in mind, there is also the need to make use of Employee Privilege Templates to enable the extent of certain tasks, and information available to certain Users, depending on their hierarchy, and responsibilities. Unfortunately, the Project ID ChartField (PROJECT_ID) seems to be directly linked to the PC ChartFields drop down list configuration, and not as one additional ChartField in the 'Select GL ChartFields To Display' feature even if Project Costing is not being used.

With this configuration, the result is that the Expenses Users with Employees Privilege Templates associated in their Profiles will not be able to enter or view Project ID ChartField at the Header or Line level, as per needed.

REPLICATION STEPS:

     1.- Log into the FSCM Online Application as User ID VP1
     2.- Navigate to: Set Up Financials/Supply Chain > Install > Installation Options > Products
     3.- Ensure that the below list of modules is not selected:
           - Project Costing
           - Grants
           - Maintenance Management
           - Program Management
           - Proposal Management
           - Resource Management
           - Services Procurement
     4.- Navigate to: Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Configure > Advanced Configuration
     5.- Inactivate the below Project Costing ChartFields:
           - Business Unit PC
           - Activity ID
           - Resource Type
           - Resource Category
           - Resource Sub-Category
     6.- Save the changes
     7.- Click on the CONFIGURE button
     8.- Launch the FS_CFCONFIG AE Program, and confirm that the process ends in Success
     9.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Employee Privilege Template
     10.- Open the existing Privilege Template EMPL, and set the PC ChartFields drop down list as MODIFY (both Header and Line level)
     11.- Click on the 'Select GL ChartFields to Display' link, and confirm that PROJECT_ID is not available
     12.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Expense Role
     13.- Open existing Expense Role EMP, and ensure to set the new Privilege Template under Transaction Type Expense Report
     14.- Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
     15.- Open existing Employee ID KU0021
     16.- At the Organizational Data tab, confirm that the Project ID is displayed in the 'Default ChartField Values' section
     17.- At the Expense Role section, define the one just created
     18.- Log into the FSCM Online Application as User ID EXA1
     19.- Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
     20.- Define Employee ID KU0021, and click on ADD button
     21.- Enter all the required information, both at Header and Line levels, and click on the Accounting Details section at the Expense Line
     22.- Confirm that the Project ID ChartField is not being displayed
     23.- On the Actions drop down list, select the value of 'Default Accounting For Report' and click on GO button
     24.- Confirm that the Default Accounting configuration is not containing the Project ID

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:

As Project ID ChartField is not being displayed, Expenses Users, and Approvers will not be able to enter/define/review/modify its values, for Project related expenses.

EXPECTED BEHAVIOR:

Should Project Costing module not be implemented, Project ID ChartField should still be considered as one of the many other GL ChartFields to be used and defined at the Employee Privilege Templates, so Accounting can be performed as per needed.

Changes

Cause

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