Time Card approval creates new expense line which creates a new capex cost plan everytime?

[Pranav_Thanedar]

Hello Community,

Can someone please explain what are we doing wrong in the below process?

1. We create resource assignments and approve them

2. We generate cost plans using the generate labour costs button in the financials section of the Project Workspace (This cost plan is Opex because the project task was Opex)

3. The user fills time card for the task for which the resource assignment was created.

4. The time card is processed by time card approver.

5. An expense line is created after time card is processed.

6. Now, the expense line again creates a new cost plan which is of the type Capex.

Why is a new cost plan being generated when there is already one existing? and also why is the cost plan always capex even though when the task for which resource assignment was generated is opex? 

Can someone please explain if we are following a wrong process or is there something wrong with how cost plans are supposed to work? Thanks!

[Vinay3]

Hi @Pranav_Thanedar The expense line should have been associated to the existing cost plan as per the out of box behavior. Can you let us know what family version is in your instance and also the project workspace version?

You can also raise a support ticket for us to be able to look into it.

[Pranav_Thanedar]

Hi @Vinay3 ,

Thank you for the response, the above mentioned behavior is only working if the existing cost plan created from the Generate labor costs button for resource assignment is of the type Capex. For Opex cost plans, please take a look at below screenshots of what exactly is happening and please suggest.

Below is the resource assignment for task

It generates the below cost plan when using the Generate labor costs button

Below is the timecard entry that the resource has submitted, as you can see there is resource plan associated with the timecard.

Now, when I approve the timecard, following entries are created in the expense line and cost plan tabs.

As you can see, ServiceNow creates additional entry of a capex cost plan which has 0 total planned cost despite there being an entry for that resource assignment with a Opex cost plan.

Can you please suggest? Thank you!

[Vinay3 · Accepted solution]

Hi @Pranav_Thanedar and @Colin Stengs1 This issue is fixed in the latest version of project workspace. Please upgrade your project workspace applications to version 6.0.0 and retry.

[Colin Stengs1]

@Vinay3 i am on the new project workspace 5.2.3. With a similar situation but then for Resource Assignments without labor cost plans creation via related link, instead via OOB automated cost plan creation after time writing (expense line creation). However the expense type is incorrectly set for the automated cost plan. Do you know why?

Steps:

On project with expense type = Opex

- Resource Assignment is in place (including automated RPLN), expense type = opex, exmployee type = internal, resource role = solution architect.

- Approved resource writes time on correct RPLN and expense line is created

- As there is no Cost plan linked to the RPLN, the system creates a new cost plan automatically as is OOB. However, I would expect a cost plan in line with RA employee type = internal/expense type = opex/role = solution architect. Employee type/Resource Role are correct, however if gives me a cost plan with incorrect expense type = capex.