Forums / Categories / PeopleSoft / General Ledger / Combo Edit Error for Inactive Departments

    Combo Edit Error for Inactive Departments

    We recently had a user attempt to submit a journal for an inactive department, but the journal was flagged for violating the DEPT/EC combo edit rules we have set up.  However, we can't observer any reason why the combo edit rules would have been triggered by this journal.  In fact, this user had submitted a journal for the same inactive department and expense category less than a month earlier (and no changes were made to our system in that time frame).  Moreover, our user is able to successfully submit the journal in our QA environment, which we would have expected to have an error similar to our production environment.

    Has anyone had an issue like this where the combo edit rules for inactive departments are triggering when they shouldn't be?  Here's an image of the error:

    Journal_Error_Department_EC.png

    Technical:

    PS FSCM 9.2.17

    PT 8.55.17

    PUM17 was our last "get current". We have PUM25 loaded and can pull fixes from it.

    Thanks!

    What does the error tab show?

    Thomas D’Andrea
    Jr.
    Information
    Systems Business Analyst
    Enterprise
    Solutions859.367.4905
    office lexingtonky.gov

    Here is the error tab:

    Under review combination data are you able to
    pull anything for the rule and rule fields?

    In design chartfields what’s your EFFDT detail
    on your DEPTID and your CATEGORY? Were they always defined as
    inactive and worked or just became inactive this FY or CY for
    example?

    In combination editing what is your editing
    definition, and combination rule? Are you using tree nodes? If so,
    when

    Thomas D’Andrea
    Jr.
    Information
    Systems Business Analyst
    Enterprise
    Solutions859.367.4905
    office lexingtonky.gov

    Under review combination data are you able to pull anything for the rule and rule fields?
    On the Review Combination Data page, when I attempt to pull results for the rule addressing Department and Expense Categories, I get no resules ("No Data found").

    In design chartfields what’s your EFFDT detail on your DEPTID and your CATEGORY? Were they always defined as inactive and worked or just became inactive this FY or CY for example?
    We have tested two Departments in production, and both were marked inactive as of 1/2/2018 (both were active before that).  However, we did submit a journal using one of these inactive departments on Feb. 3, 2018, and the combo edit rules did not trigger on that journal.

    In combination editing what is your editing definition, and combination rule? Are you using tree nodes? If so, when?
    **On the Chartfield Combination Editing Definition page, we're using the Combination Defintion: DEPTEXPCAT.  This uses the Department as its Anchor Chartfield and includes Expense Category.

    Here are images of the combination rule:**


    We do use tree nodes.  We have checked both our Department tree and Expense Category tree and the values used in the journal are present in the trees.

    On Review Combination Data, for just the Group
    and Rule, if Dept A does not work and Dept B does, do you find
    either? I would expect you find Dept B the one that works.

    Thomas D’Andrea
    Jr.
    Information
    Systems Business Analyst
    Enterprise
    Solutions859.367.4905
    office lexingtonky.gov

    On the Review Combination Data page, you are correct that Dept A (which is triggering the error when submitting a journal) does not show up.  Dept B (which is working fine) will populate a set of rules.

    So, going through my history I have seen this
    in 2 instances, both having to do with EFFDT updates to DEPTID. In
    one instance where an inactive DEPTID was still able to be used,
    the DEPTID was setup to inactivate at a future date and combo build
    was run, then the DEPTID was corrected to the correct date. In this
    case if we had that problem we would have inactivated DEPTID A for
    7/1/2018, then run combo build, then found out it was wrong and
    corrected to 7/1/2017. The combo data table still had the DEPTID A
    in it because when build was run it was valid. This was corrected
    by running combo data build again.

    In the second instance a valid DEPTID was not able to be used. It
    showed as Active as of the FY begin date (7/1/2014 in this case)
    and yet it could not be used. It had to do with the EFFDT join for
    some reason, and so updating the EFFDT to 1/1/1901 and rebuilding
    combo data fixed our issue.

    You can see if any of those would work?

    Thomas D’Andrea
    Jr.
    Information
    Systems Business Analyst
    Enterprise
    Solutions859.367.4905
    office lexingtonky.gov

     

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