2742712 - Unassigned Deferred Project Cost from Double CPEL Postings for Project Based Expense Reports

• For Expense reports assigned to multiple customer project tasks you notice that the expenses seem to have been assigned twice.
• In the Sales Accruals report a negative unassigned, deferred cost amount appears for the Expense report. But you expect that the Expense posting and the Expense Assignment (the CPEL) posting balance to 0,00 LC (LC stands for Local Currency).
• If an Accrual Method is assigned to the respective Sales Order item the Revenue Recognition reports a warning for the Customer Project: 'Costs without assignment to a sales order exists for project XYZ.' (XYZ represents the Customer Project ID)

SAP Business ByDesign

1. Go to the Cost and Revenue workcenter and here to the Reports - List view.
2. Find the Sales Accruals report and open it.
3. Maintain all mandatory data, such as Company, Set of books and the Key Date.
4. In the Project field enter the Customer Project ID XYZ.
5. Press Go.
6. In the Row field only display the characteristics  G/L account, G/L account (Origin), Associated Sales Order and Item.

You notice a negative Cost Amount in the Deferrals (Cost) Amount column with the Associated Sales order and Item #, indicating that the expense is not assigned to a Sales Order item.

Add further filters and characteristics to identify the relevant Expense document(s):

• Filter for Associated Sales Order and Item: # and press Go.
• Add Associated Source Document Type and press Go. You will see that the unassigned amount is associated with Expense Reports. Therefore, filter for Associated Source Document Type: Expense Report.
• Add Associated Source Document ID to identify the Expense reports. Filter for those for which an negative unassigned amount appears.
• Add Journal Entry Type (Journal Entry ID).

You notice two Journal entry types for each Expense Report:

• Expense Assignment to Sales Document (This is the CPEL - Customer Project Expense List - Posting)
• Expense Settlement

You notice that the Expense Assignment amount (appearing negative) is double the amount of the Expense Settlement (appearing positive).

Double entries of Expense assignments for Expense Reports appear when the costs of an expense report are split between multiple project tasks where some of these costs are assigned to the same Project task, either in the General tab under Cost Assignment or in the Expenses tab under Deviating Cost Assignment. This leads to double expense assignment postings of the aggregated amount.
The system is not able to generate two CPELs per expense split item. Instead, two expense assignments with the aggregated amount are generated and posted.
As a result, an unassigned, negative, deferred amount remains on the project.

Please note, if costs are assigned to different project tasks which are all connected to the same inter-company project, the expense item assignment will also fail. 

Remove the split items belonging to the same Project Tasks in the Expense report and aggregate them to one cost assignment:

1. In the Travel and Expenses report go to the Expense Reports view.
2. Find the Expense report which you have identified and Edit it.
3. Check where costs have been split but assigned to the same project task (either under Cost Assignment in the General tab or under Deviating Cost Assignment under Expenses) and adjust these to one single cost assignment.
4. Submit the Expense report again.

As a result, the double-aggregated amounts will be reversed and the expenses will be assigned correctly.

Note: If the Expense report has been posted in a previous period, the CPEL postings will appear as unposted source document should the respective period no longer be open for Operational Postings. They can be processed from the Source Documents view of the General Ledger work center.

For the inter-company project scenario: 

1. Cancel the expense report, which assigns expense items to different project tasks that are associated with the same inter-company project. 
2. Create a separate expense report for each expense item. 

double expense assignment expense report, double CPEL posting expense report , KBA , SRD-FIN-COR , Cost & Revenue , Problem