EEX 9.2: The Period End Accruals Process (FS_PEACCRL) Generates Expense Distribution Accounting Entries With Account ChartField Being Blank (Doc ID 3038452.1)

Last updated on AUGUST 05, 2024

Applies to:

Symptoms

It has been detected that Employees are able to create new Expense Report transactions, that at the Distribution Line level, the Account ChartField can be left as blank, and save them in Pending status.

As a result, when the Period End Accruals process is run, (FS_PEACCRL AE Program), these Pending Expense Reports will be picked up, and the Period End Accrual Accounting Entries will be generated with blank values in the Account ChartFields in the Expense Distribution line.

REPLICATION STEPS:

    1.- Log into the FSCM Online Application as a System Administrator.
    2.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Purchase > Create Expense Type Codes
    3.- Under SetID SHARE, open Expense Type GROUND, and go to the Expense Types 2 tab.
    4.- At the General Ledger ChartField Setup section, ensure that only Billing Types of INTERNAL, and NONBILLABLE have been defined (Delete BILLABLE row if it exists).
    5.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Expense Billing Code
    6.- Under SetID SHARE, open existing Expense Billing Code INT, and make sure it has been defined as the Default.
    7.- Navigate to: Travel and Expenses > Manage Employee Information > Update Employee Detail
    8.- Open the Expenses Profile from Employee ID KU0021, and go to the Organizational Data tab, where the GL Unit field is defined as US001.
    9.- Go to the User Defaults tab, and make sure the Billing Type is defined as BILLABLE.
    10.- Navigate to: Set Up Financials/Supply Chain > Business Unit Related > Expenses > Expenses Definition
    11.- Open Business Unit US001, and at the Business Unit 1 tab, ensure the below settings have been selected:
              - Template = STANDARD
              - Accrue Unprocessed Expenses
    12.- At the Business Unit 2 tab, ensure that field 'Period End Accruals' is pointing to EX_PACCRUE.
    13.- Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Period End Accrual Options
    14.- Create under SetID SHARE, the below configuration for Document Type Expense Report:
              - Effective Date = 01/01/1900
              - Status = Active
              - Field Name = SHEET_STATUS
              - Field Value = PND
    15.- Navigate to: Set Up Financials/Supply Chain > Common Definitions > Accounting Entry Templates > Templates
    16.- Open Template ID STANDARD under SetID SHARE, and ensure that Accounting Entry Type field 'Expenses Period End Accruals' has an Account value defined (Ex. 207000).
    17.- Log into the FSCM Online Application as an Expenses Employee (Ex. User ID EXA1).
    18.- Go to the Employee Self-Service Fluid Homepage.
    19.- Click on the Expenses Tile.
    20.- Click on My Wallet Tile.
    21.- Click on ADD EXPENSE button.
    22.- Create a new My Wallet transaction with the Expense Type GROUND, and save the changes.
    23.- Click on the MORE icon.
    24.- Select the My Wallet transaction created, and proceed to click on the REPORT icon.
    25.- The system automatically creates a new Expense Report transaction in Fluid UI, and flags the Expense Report Line in error stating Account is required at the Distribution Line level.
    26.- PROBLEM: The transaction has been saved, so the User can leave the component without any further Error Messages, leaving Record Field PS_EX_SHEET_DIST.ACCOUNT as blank.
    27.- Navigate to: Travel and Expenses > Process Expenses > Period End Accrual Processing.
    28.- Create a new Run Control ID for Business Unit US001, and launch the FS_PEACCRL AE Program.
    29.- Navigate to: Travel and Expenses > Manage Accounting > View/Adjust Accounting Entries > Period End Acctg Entries
    30.- PROBLEM: Open the Accounting Entries for the Expense Report previously created, and confirms that the Expense Distribution lines have an empty blank in Account ChartField.

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 problem.

Once the Journal Generator process, (FS_JGEN AE Program), is run for the incomplete Period End Accrual Accounting Entries, the system will have in FIN General Ledger module invalid Journal Entries that will fail Journal Edit, and will not be able to get posted to the Ledger.

The Expense Report creation component should not allow an Employee to save a Pending transaction with blank value in the Account ChartField at the Distribution Line level. If that though is new standard functionality, then the Period End Accruals Process (FS_PEACCRL) should bypass such transactions when detected, or trigger a Warning Message at the Message Catalog level alerting Users that such transactions need to be rectified before the process can be run.

Changes

Cause

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