EEX 9.2: Fluid Approvals Resets the Budget Checking Header Status of a Submitted Expense Report From Valid To Not Budget Checked Even if No Changes Have or Can Be Done (Doc ID 2810994.1)

Last updated on OCTOBER 04, 2021

Applies to:

Symptoms

A problem has been detected during Fluid Approvals for submitted Expense Reports, in which already successfully budget checked transactions get their Budget Checking Header Status value wrongly reset from 'Valid' to 'Not Budget Checked' while Approver Users are just reviewing the Expense Report Details and Accounting Distribution information, without having performed any changes.

While via Privilege Template, the Approver User has only been granted access to VIEW on the below settings. As such, literally, the Approver can only review the already existing transaction data, but not modify it.

    - Transaction Lines = VIEW
    - Billing Action = VIEW
    - Accounting Date = VIEW
    - Distributions = VIEW
    - GL ChartFields = VIEW
    - PC ChartFields = VIEW
    - VAT Information = VIEW

However, when reviewing the transaction, the below 2 buttons are clickable for the User:

    1) At the Fluid Expense Entry level (Page EX_SHEET_LN_FL), the SAVE button is clickable
    2) At the Fluid Expense Report Distributions level (Page EX_SHEET_DIST_SCF), the DONE button is clickable

Using any of these 2 buttons, the system resets the Budget Checking Header Status of the transaction, even if no changes on Accounting, or Amount have taken place that would affect the Budget details.

REPLICATION STEPS:

    1.- Enable Commitment Control for the module of Expenses
    2.- At the Expenses Options level, define that Budget Checking is required before Expense Reports can be approved
    3.- At the Transaction Definition level, for Expense Reports, enable the HR Supervisor and Expense Manager approval levels
    4.- At the Approver Profile level for HR Supervisor, ensure that the Change All check-box is selected for Expense Reports
    5.- At the Approver Profile level for Expense Manager, ensure that there is a Privilege Template defined for Expense Reports
    6.- Open the Privilege Template for Expense Reports, and linked to the Expense Manager, and set all the field settings to a value of VIEW
    7.- Log into the FSCM Online Application as User ID VP1
    8.- Create a new Budget Journal for the Business Unit, Budget Period, Account, and Department ID combination needed
    9.- Post the Budget Journal transaction, and confirm that the Budget Details has the amount booked
    10.- Log into the FSCM Online Application as an Expenses Employee (Such as User ID EXA2)
    11.- Create a brand new Expense Report, and submit it for approval
    12.- Log into the FSCM Online Application as an HR Supervisor (Such as User ID EXS1)
    13.- Go to Fluid Approvals, open the submitted transaction, and try to approve the Expense Report
    14.- The system automatically detects that Budget Checking needs to be run against the Expense Report, and pops up the Budget Check window
    15.- Run Budget Checking to success
    16.- Confirm that the Expense Report Budget Checking Header Status is Valid, and proceed to approve the transaction
    17.- Log into the FSCM Online Application as an Expenses Manager (Such as User ID MGR1)
    18.- Open in Fluid Approvals the routed Expense Report, and confirm that the Budget Checking Header Status is VALID
    19.- Click on the 'Expense Details' link available at the Fluid Expense Report approval main page
    20.- Once at the Fluid Expense Summary page, click on the View Details button
    21.- At the Fluid Expense Entry page, for the line selected, click on the Accounting button
    22.- Confirm that at the Fluid Expense Report Distributions page, all fields are grayed out
    23.- Click on the DONE button
    24.- Back at the Fluid Expense Entry page, click on the SAVE button
    25.- Click on View Summary button
    26.- Click on Approval back button
    27.- Again at the Fluid Expense Report approval main page, select the line in question, enter an approval comment, and click on the Approve button
    28.- ISSUE: The system pops up the Budget Check window, and displays the Budget Checking Header Status as 'Not Budget Checked'

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps PDF Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.

The Approver Users get confused, as no changes have been performed at the Transaction Line level, or Accounting Distribution level, that would justify the resetting of the Budget Checking Header Status field. Furthermore, Budget Check needs to be run once again for the submitted transaction if approvals are to take place.

If the Privilege Template associated to the Approver User is only granting view rights at the Accounting level, and overall Transaction Line level, then the Budget Checking Header Status should not be rest. In terms of budgeting, nothing would affect the amounts already booked against the Budget, because the accounting ChartField combination used, and the amounts processed, have not changed. The system should gray out the SAVE and DONE buttons for the Approver User according to the Privilege Template access, or ensure the Budget Checking Header Status is not to be reset in such scenarios.

Changes

Cause

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