EEX 9.2: Fluid Travel Authorization Line Amount and Currency Code Fields Are Editable for Expense Type Automobile/Mileage (Doc ID 2877906.1)

Last updated on MAY 10, 2024

Applies to:

Symptoms

It has been detected that when using Fluid Travel Authorization entry functionality, if an Employee selects Expense Type of Automobile/Mileage, the Fields of Line Amount and Currency Code are still fully editable, and any value can be manually entered.

Automobile Mileage functionality works in a way that Employees are expected to enter a value in Miles/KMs, and along with a defaulted Distance Rate (Varied or Standard), the system calculates the Line Amount. This is how it works in Online Classic Travel Authorization, as well as Expense Report functionality in both Online Classic and Fluid User Interface (albeit that Fluid ER has the additional feature of GPS Mileage Calculator as enhancement).

REPLICATION STEPS:

    1.- Log into the FSCM Online Application as a System Administrator User
    2.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Purchase > Create Expense Type Codes
    3.- Open the existing Expense Type MILEAGE, and make sure to enable the below settings:
              a) Transportation Type = Y
              b) Expense Type Edit = Automobile
    4.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Transportation Types
    5.- Create a brand new Transportation Type value OSS
    6.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Distance Rate
    7.- Define a new Distance Rate for Set ID SHARE, Expense Type MILEAGE, Country USA, and enter a rate value, as well as the Transportation Type previously created
    8.- Navigate to: Travel and Expenses > Manage Employee Information > Update Employee Detail
    9.- Open existing Employee ID KU0021
    10.- Go to the Transportation Information tab
    11.- Define a new Transportation ID OSS-KU0021, Transportation Type OSS, and Active status
    12.- Go to the User Defaults tab, and define the Transportation ID OSS-KU0021
    13.- Save the changes
    14.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Mapping > Maint Travel Auth Expense Type
    15.- Define an Effective Date row with 01/01/1900, Status Active, and the Expense Type of MILEAGE as Active as well
    16.- Log into the FSCM Online Application as an Expenses User
    17.- Navigate to the Employee Self-Service Fluid Homepage
    18.- Click on the Travel Authorizations Tile
    19.- Click on the Add Travel Authorizations button
    20.- Define the Travel Authorization Header required fields, (Such as Business Purpose, Description, Comments, Billing Type, From and To Travel fields, as well as From and To Date fields)
    21.- On the Travel Authorization Line automatically created from the system (Fluid TA Mapping set up), the defaulted Expense Type is MILEAGE
    22.- Click on the Details button
    23.- Define the value in Miles/KMs field, such as 200
    24.- Confirm that with the Distance Rate, and the Miles/KMs entered, the system has automatically calculated the Amount field, which is displayed as grayed out
    25.- Click on Done button
    26.- ISSUE: Check the Travel Authorization Line Amount, and Currency Code Fields, and confirm they are both editable, available for the Employee to define any values desired

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.

As long as the system allows the Employees to manually override, and enter any value desired, at the Travel Authorization Line Amount and Currency Code Fields, mistakes can be done by the Users, causing problems with the Miles/KMs reported in their Expenses Profiles.

Just like in Online Classic functionality, only the Miles/KMs Field should be editable in Fluid Travel Authorization for Mileage/Automobile Expense Type rows, keeping the Line Amount and Currency Code Fields grayed out, in order to avoid potential data entry mistakes.

Changes

Cause

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