Hi,
I would appreciate your insights on the following scenario and would like to understand whether this is expected system behavior or if there is a recommended IFS best practice to prevent it.
Expense Setup
- The Expense Rule is configured for a specific Employee Category.
- Employee A belongs to that Employee Category, so when an Expense Sheet is created, the system automatically assigns the Expense Rule.
- Employee B does not belong to that Employee Category, so the Expense Rule is not automatically assigned.
Steps Leading to the Issue
- Employee A creates an Expense Sheet.
- Employee A adds an Expense Lines.
- Before Confirm, the Expense Sheet header is edited, and the employee is changed from Employee A to Employee B.
- As a result:
- The previously assigned Expense Rule is no longer valid and is removed/not applicable.
- No Expense Rule is manually added.
- The existing Expense Lines remain on the Expense Sheet.
- The system allows the Expense Sheet to be saved and authorized.
Result
- The Expense Sheet is successfully authorized.
- However, during the transfer to Payroll process, an error occurs for the same expense sheet as follows,
Question
Shouldn't IFS validate the Expense Sheet when the employee is changed from Employee A to Employee B and prevent the save (or display a validation error), since Expense Lines already exist but no valid Expense Rule is connected?
Additional Question / Best Practice
To prevent this scenario in the future, the only solution I can currently think of is making the Expense Rule field mandatory. Is there a standard IFS best practice, configuration, validation, or process control that would prevent users from authorizing an Expense Sheet without a valid Expense Rule after changing the employee?
