Expense lines not finding the correct cost plan for time cards

[Renita]

Recently I have noticed that our expense lines for time cards are not finding the appropriate cost plans.  They are instead creating system generated cost plans, which is causing confusion with our project managers.  Does anyone know what I need to check to get this to stop?  The appropriate resource plan is there, and the cost plan for the user who is recording time.  When they record time to the task they are assigned to, it then created the system generated cost plan.

[Rajesh_Singh]

@Renita 

This issue seems to be related to the expense lines not being correctly associated with the correct cost plans. Here are a few things to check and steps to resolve the problem:

1. Verify the cost plan state: Ensure that the cost plan is in the "Planned" state. Expense lines will not be added to cost plans in the "Locked" or "Cancelled" state.

2. Confirm the cost plan dates: Make sure that the dates of the expense lines on the time card fall within the start and end dates of the appropriate cost plan. If the expense line dates are outside the cost plan's date range, the system will generate a new cost plan.

3. Check the cost plan association: Verify that the expense lines are associated with the correct project or project task. If the association is incorrect, the system may generate a new cost plan.

4. Validate the resource plan: Ensure that the resource plan associated with the user is linked to the correct project or project task. If the resource plan is not properly linked, this may cause the system to create a new cost plan.

5. Revisit the rate card and rate model: Confirm that the rate card and rate model being used are correct for the user, project, or project task. If the rate card or rate model is incorrect, the system may generate a new cost plan based on the wrong rates.

To resolve the issue, try the following:

1. Review and update the cost plan, resource plan, and rate card settings to ensure they are accurate and correctly associated with the project, project task, and user.
2. If needed, manually associate the expense lines to the correct cost plan by updating the "Cost Plan" field on the expense line record. This may require temporarily unlocking the cost plan if it's in a locked state.

If these steps do not resolve the issue, consider reaching out to ServiceNow support

[yogesh41]

Hi,

Can you please verify either the user is selecting the Resource Plan while submitting Time card before approving it ?

Yogesh 

[Renita]

Yogesh,

Can you explain more?  We select a task when we charge time, not a resource plan.  

Renita

[yogesh41]

Hi,

Time Card association to specific Cost Plan is being derived from Resource Plan. When the user submit time card, either the system default appropriate Resource Plan or the user has option to select one if there are multiple Resource Plan applicable.  The system updates Cost Plan from selected Resource Plan on Time Card. Here is documentation on Resource Plan field on Time Card, Create a time card (servicenow.com) 

In your case please verify whether submitted Time Card has Resource Plan & Cost Plan updated. 

If the Time Cards are being submitted without Resource/Cost Plans then system generates Cost Plan as you observed. Such Cost Plans help to avoid discrepancies in Actuals aggregations in various reports. More details on such Cost Plan is available System-generated cost plans (servicenow.com).

If you are okay with discrepancies and disable this behaviour, it can be achieved but minor customisation. One can disable `ProjectUnAccountedExpensesHandler` BR on Expense Line, but it is not recommended.