EEX 9.2: Fluid Travel Authorization Line Amount Not Properly Defaulted From Location Amount Table, nor Correctly Recalculated if Number of Nights Is Changed (Doc ID 2963417.1)

Last updated on SEPTEMBER 11, 2023

Applies to:

Symptoms

A problem has been detected at the Fluid Travel Authorization creation component with the initial defaulted Transaction Lines coming from the mapping configuration, if the Expense Type defined is having an Expense Type Edit value of Hotel/Lodging. When the system automatically generates the Travel Authorization Line, even after populating the Location, and the From/To Date fields, the Line Amount value remains blank, instead of defaulting straight from the Expense Location Table settings. The same happens with the Account value not being automatically populated from the Expense Type Code set up, even after having manually populated the Billing Type field at the Header level, which also does not default from the Expenses Profile.

If the Employee manually adds a secondary Travel Authorization Line, and chooses the same Expense Type of Hotel/Lodging, the Line Amount is properly defaulted, confirming that all configuration is properly put in place, and the problem resides in the Transaction Lines automatically generated by the system coming from the Fluid Travel Authorization Mapping settings.

Additionally, another problem has also been observed, which is that of the Travel Authorization Line Amount field not being automatically re-calculated if the Employee changes manually the Number of Nights value at the Line Details level.

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 LODGING under Set ID SHARE
    4.- Ensure the below settings are defined:
             a) Required Field Merchant = Y
             b) Required Field Location = Y
             c) Expense Type Edit = Hotel
             d) Rate Retrieval Table = Location Amount Table
    5.- Go to the Expenses Type 3 tab, and ensure there is a row for Billing Type INTERNAL, pointing to Account 650000
    6.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Mapping > Maint Travel Auth Expense Type
    7.- Open Set ID SHARE configuration, and define a new Effective Date row (01-01-2000), with Expense Type LODGING flagged as Active
    8.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Location > Expense Location Amount
    9.- Configure Active Amounts for the various fields under the following criteria:
             a) Set ID = SHARE
             b) Expense Type = LODGING
             c) Currency Code = USD
             d) Location = ATL
             e) Start Season = 01/01
             f) End Season = 12/31
             g) Active Average Amount = 100.00 USD
    10.- Navigate to: Travel and Expenses > Manage Employee Information > Update Employee Detail
    11.- Open existing Employee ID KU0021
    12.- At the User Defaults tab, define the following settings:
             a) Payment Type = CSH
             b) Billing Ty[e = Internal
    13.- Log into the FSCM Online Application as User ID EXA1
    14.- Navigate to: Employee Self-Service Fluid Homepage > Travel Authorizations Tile > Travel Authorization Search > Click on 'Add Travel Authorization' button > Travel Authorization
    15.- PROBLEM #1: Notice that Billing Type is blank, and not defaulted from Expenses Profile of the Employee as Internal
    16.- Proceed to enter all the Travel Authorization Header fields, (Description, Business Purpose, billing Type, Travel From/To as Location BOSTN, and Date From/To)
    17.- PROBLEM #2: At the Travel Authorization Line level, the system has automatically defaulted Expense Type Hotel/Lodging from the Fluid TA Expense Type Mapping settings, but the Line Amount field is still blank (0)
    18.- PROBLEM #3: Click on the Accounting button, and confirm that within the GL ChartFields tab, the Account column is empty as well
    19.- Click on Cancel button to go back to the Travel Authorization main page
    20.- Add a second Travel Authorization Line, and choose the Expense Type of Hotel/Lodging as well
    21.- Confirm that this time around, the Line Amount field is properly populated with an amount of 100.00 USD, and if clicking on the Accounting button, the Account field under the GL ChartFields is also containing the expected value (650000)
    22.- Back on the Travel Authorization main page, click on the Details button of the newly added secondary Transaction Line
    23.- Proceed to manually change the Number of Nights value from 1 to 4, and tab out
    24.- PROBLEM #4: The Travel Authorization Line Amount field is not being recalculated from 100.00 USD to 400.00 USD to be consistent with the nightly rate, and the new number of nights
    25.- Click on Done button to go back to the Travel Authorization main page
    26.- Proceed to Save, or Submit the Travel Authorization, confirming how the original first Hotel Line is still storing a blank at the Line Amount field, and the second manually created row has a Line Amount of just 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.

Employees are unable to have the system automatically populate the Travel Authorization Line Amount field of a Hotel/Lodging transaction from the values configured at the Expense Location Amount Table. As a result, expense amount values could be entered manually with incorrect amounts, and/or not reflect the true cost should the number of nights be increased/decreased. As such, incorrect amounts could be inadvertently left in the Travel Authorization, which would cause issues in budget checking, approvals, and wrong reimbursements once defaulted into Expense Reports.

When adding a new Travel Authorization in Fluid User Interface, the system should be able to pre-populate the Amounts from the Expense Location Amount Table, or re-calculate the Line Amount whenever the Number of Nights value is modified. At the same time, Billing Type should get defaulted from Billing Type main configuration default, or from the Expenses Profile - User Defaults settings at the Employee level if defined there, as well as the expected Account value at the Distribution Line level, under the GL ChartFields section.

Changes

Cause

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