EEX 9.2: Expense Report Line Flagged in Error As Line Amount and Distribution Line Amount Differ for Per Diem Expense Type Defaulted From Travel Authorization (Doc ID 2895605.1)

Last updated on FEBRUARY 13, 2024

Applies to:

Symptoms

A problem has been detected at the Fluid Expense Report creation component with Per Diem Amounts not being properly defaulted at the Transaction Line Distribution Accounting Amount field, when copying an approved Travel Authorization, and the Per Diem Amount has been updated with a new Effective Dated row configuration. While the Expense Report Line Amount is properly updated with the new Effective Dated Per Diem Amount configuration, its corresponding Line Distribution Accounting Amount field is kept with the old value. This makes the system flag the Expense Report Line in error, preventing submission.

Note that the Travel Authorization was created, submitted, and approved with the correct Per Diem Amount values at the time. It is just before copying the approved Travel Authorization into a new Expense Report that the Per Diem Amounts get updated with a new Effective Date row.

REPLICATION STEPS:

    1.- Log into the FSCM Online Application as User ID VP1
    2.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Purchase > Create Expense Type Codes
    3.- Open existing Expense Type PERDIEM under Set ID SHARE
    4.- Ensure the below settings are defined:
             a) Required Field Description = Y
             b) Required Field Location = Y
             c) Expense Type Edit = Per Diem
             d) Rate Retrieval Table = Per Diem Table
    5.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Location > Define Per Diem Ranges
    6.- For Range ID DAYS, define Country Code USA, and the From Value and To Value fields as needed (Ranges 0-2, 3-10, 11-20, 21-999)
    7.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Location > Define Per Diem Amounts
    8.- Configure Government and Active Amounts for the various fields under the following criteria:
             a) Set ID = SHARE
             b) Expense Type = PERDIEM
             c) Country Code = USA
             d) Currency Code = USD
             e) Range ID = DAYS
             f) Range Category = LOCAL
             g) Location = BOSTN
             h) Amounts = 100.00 USD for 0-2 range, 150.00 USD for 3-10 range, 200.00 USD for 11-20 range, and 300.00 USD for 21-999 range
    9.- Navigate to: Travel and Expenses > Manage Employee Information > Update Employee Detail
    10.- Open existing Employee ID KU0021
    11.- At the User Defaults tab, define the following settings:
             a) Per Diem Range = 0-2 Days
             b) Billing Ty[e = Internal
             c) Payment Type = CSH
    12.- Log into the FSCM Online Application as User ID EXA1 (Expenses Employee)
    13.- Navigate to: Employee Self-Service Fluid Homepage > Travel Authorizations Tile > Travel Authorization Search > Click on 'Add Travel Authorization' button > Travel Authorization
    14.- Proceed to enter all the Travel Authorization Header fields, (Travel From/To as Location BOSTN, and Date From/To)
    15.- At the Travel Authorization Line level, the system has automatically defaulted Expense Type Per Diem from the Fluid TA Mapping settings, and the Line Amount field is properly displaying a value of 100.00 USD
    16.- Save and submit the Travel Authorization for approval
    17.- Log into the FSCM Online Application as User ID EXS1 (Expenses Approver)
    18.- At the Employee Self Service Fluid Homepage, click on Approvals Tile
    19.- Find the routed Travel Authorization, and approve it
    20.- Log into the FSCM Online Application as User ID VP1 (System Administrator User)
    21.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Location > Define Per Diem Amounts
    22.- Open the current configuration under Set ID SHARE, Expense Type PERDIEM, Country Code USA, and Currency Code USD
    23.- Add a new Effective Date row for 01/01/2022, and add 25.00 USD value to the existing amounts on all ranges:
             - Amounts = 100.00 USD for 0-2 range, 150.00 USD for 3-10 range, 200.00 USD for 11-20 range, and 300.00 USD for 21-999 range
    24.- Log into the FSCM Online Application as User ID EXA1 (Expenses Employee)
    25.- Navigate to: Employee Self-Service Fluid Homepage > Travel Authorizations Tile > Travel Authorization Search
    26.- Find the approved Travel Authorization, and select the option of 'Copy To Expense Report'
    27.- On the new Fluid Expense Report, note that the Expense Line Amount has been changed from 100.00 USD existing in the approved Travel Authorization to 125.00 USD, which is the new Per Diem Amount on the latest most current Effective Date value
    28.- Notice that the Expense Report Line though has been flagged with Error
    29.- Click on the Accounting button
    30.- Confirm that at the Expense Report Distribution Line level, the Accounting field of Amount has still the original value of 100.00 USD

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.

ERROR MESSAGE:

Changes

Cause

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