Hello all, I am struggling to configure the following scenario using expense management workflows.
My client has client-related expenses ("Direct" - for example travel to customer site) and internal expenses ("Internal" for example fitness reimbursement). They require the ability for users to enter an expense report containing both types of expenses. Internal expenses are approved by various users (for example, fitness reimbursement is approved by the HR department), while Direct expenses are approved by the Worker's manager.
I configured the following to support this:
1) Workflow type Expense report. This has a condition to test Expense lines for the presence of any Internal expenses. If True, go to a workflow of type Expense line item which routes approval to the User group responsible for that type of Internal expense (e.g. HR department). If False, go to an approval node which seeks approval for the overall expense report from the Worker's manager.
2) Workflow type Expense line item. This seeks approval of each expense line from the specific group (e.g. the HR department for fitness reimbursement).
The workflow works well except one critical issue. If the expense report has no Internal expenses, the workflow approval skips over the line level approval altogether (which is what I would logically want), and after completion of the Expense report workflow approval, the Approval status on the Expense report is Approved (this is good), but the Approval status on all expense lines is In review (this is not good). This prevents the expense report from posting: "Some expense line is not yet approved. Posting is only allowed after all expense lines are approved"
I don't see any invocation of the line level workflow in either the Expense report (header level) workflow history, or under Org admin>Workflow>Workflow history. Also I searched LCS for a bug, no results. I also tried an auto approval node in the Expense line item workflow (at the end), so that if there's a mix of Direct and Internal expense lines, the Direct lines will have an Approval status of Approved and yet would still be approved at the Expense report (header) level by the Worker's manager. This works well for expense reports with a mix, but doesn't work where there are no Internal expenses (i.e. only Direct expenses).
The alternative would be having users enter expense reports specific to Direct and each type of Internal expense, which my client is not supportive of (obviously). I suppose another alternative is a second Expense line item workflow which auto approves all expense lines after the first Expense line item workflow is completed. I will try that and update this string with the results, but that's less than ideal.
Has anyone faced this issue? Very much appreciate your help with this!
Aaron Goudreau
PS - I'm working with F&O 10.0.24 (platform version 48)
