EEX 9.2: Expenses Accounting Pages Allowing Budgetary Only Accounts To Be Selected (Main Configuration, As Well as Approvals, and ER/TA/CA Transaction Pages) (Doc ID 2853457.1)

Last updated on MARCH 07, 2024

Applies to:

Symptoms

When entering new Expense related transactions, (such as Expense Reports, Cash Advances, or Travel Authorizations), as well as configuring the main set up for the Expenses module, the Users are able to select Budgetary Only Account values, which is incorrect.

This is taking place if the Account in question has multiple Effective Date rows, with the latest and most current one being defined as 'Budgetary Only', but all prior ones not.

This is affecting not only the Expense Transaction Accounting Details at the time of creating them, but also at the time of approvals (Online Classic and Fluid Approvals), as well as when defining important set up for the Expenses module: Expense Types, Expense Type Groups, Cash Advance Sources, Accounting Entry Template, etc...

REPLICATION STEPS:

    1.- Log into the FSCM Online Application as a System Administrator User
    2.- Navigate to: Set Up Financials/Supply Chain > Common Definitions > Design Chartfields > Define ChartField Value
    3.- Open delivered Account 430300 under Set ID SHARE
    4.- Confirm that there is one Effective Date row, with value 01-01-1900, and the 'Budgetary Only' flag is not selected
    5.- Add a new Effective Date row, with a value of 01-01-2021, and ensure that this time the 'Budgetary Only' check-box is selected
    6.- Save the changes
    7.- At this stage, the following functionality would allow the User to select a Budgetary Only Account value incorrectly:
         a) At the Expense Type level: Set Up Financials/Supply Chain > Product Related > Expenses > Purchase > Create Expense Type Codes > Expense Types 2 tab
         b) At the Expense Type Group level: Set Up Financials/Supply Chain > Product Related > Expenses > Purchase > Expense Type Group
         c) At the Cash Advance Source level: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Cash Advance Source
         d) At the Expenses Period End Accrual Options level: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Period End Accrual Options > Excluded Accounts tab
         e) At the Accounting Entry Template level for Expenses related Accounting Entry Type values: Set Up Financials/Supply Chain > Common Definitions > Accounting Entry Templates > Templates
              - Expenses Accrual
              - Expenses Period End Accrual
              - Employee Advances
              - Prepaid Airfare
              - Prepaid Expenditures
              - Prepaid Hotel
         f) At the Online Classic Expense Report creation page: Employee Self-Service > Travel and Expenses Center > Expense Reports > Create/Modify
         g) At the Fluid Expense Report creation page: Employee Self-Service Fluid Homepage > Expenses Tile > Create Expense Report Tile > Expense Entry > Accounting Details
         h) At the Online Classic Travel Authorization creation page: Employee Self-Service > Travel and Expenses Center > Travel Authorizations > Create/Modify
         i) At the Fluid Travel Authorization creation page: Employee Self-Service Fluid Homepage > Travel Authorizations Tile > Travel Authorization > Accounting button > Travel Authorization Distribution
         j) At the Online Classic Cash Advance creation page: Employee Self-Service > Travel and Expenses Center > Cash Advances > Create/Modify
         k) On the Online Classic and Fluid Approval pages for Expense Reports, and Travel Authorizations if the Approvers have been granted proper access to modify Accounting Lines via Privilege Templates

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 ability to select an Account that is marked as 'Budgetary Only' at the Expense Transaction level, (Expense Report, Cash Advance, and/or Travel Authorization), at the main set up pages, (Expense Type, Expense Type Group, Cash Advance Source, Accounting Entry Template), as well as in the Approvals pages, (Online Classic, or Fluid Approvals), generates downstream issues when the transactions are fully processed/posted, and their respective Accounting Entries are sent to the General Ledger module via Journal Generator. The Expenses Accruals Journal Entries cannot be posted against the Ledger due to an edit error, so the Journal(s) must be updated manually, and it is now too late to rectify the wrong values in Expenses module via online pages for the transactions affected.

The delivered SQL Views behind the Look-Up features on the Account fields from all listed set up and transaction pages should filter out Account values whose most current Effective Date row for the transaction is defined as 'Budgetary Only', or if allowed to be selected, there should be online validations triggering an Error Message stating that the Account selected needs to be modified in order to proceed.

Changes

Cause

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