3523337 - Error Message -PEV with expense document reference of type Expense Report already exists - When Trying to Post Concur Expense Report

A Concur expense report with expense items associated with a project, appears as unposted source document reporting the error "PEV with expense document reference XYZ-1 of type Expense Report already exists" (XYZ-1 represents the Concur expense report key ID). 

SAP Business ByDesign 

1. Go to the General Ledger work center.
2. Go to the Source documents sub view. By default the unposted source documents are listed. 
3. Find expense report XYZ-1. 
4. It appears with In Process status are reports the error "PEV with expense document reference 'XYZ-1' of type Expense Report already exists". 
5. Now search for all Source Documents and filter for XYZ-1. 
6. Two or more expense reports appear with this ID, of which one is not posted, reporting the above error. 

• Expense report XYZ-1 consists of employee credit card payments, including CBCP personal payments. 
  In this case two business transactions/journal entries are created, one for the payment to or from  the vendor (Payer: COMP/Payee: CBCP or Payer CBCP/Payee COMP (credit memo)) and one from or to the employee from or to the company (Payer: EMPL/Payee: COMP or Payer COMP/Payee: EMPL).
• So, for the posting at least two business transactions/ journal entries are generated at the same time, each with the same source document ID.
• For the associated project, however, only one project expense view (PEV) is created, bundling all the expense report items, at exactly the time.
• For the PEV bundling to work correctly, the expense report must get posted as it reaches the financial accounting application. If there is any obstacle, such as a closed accounting period or not all expense items are associated with the same project, then the different business transactions cannot be processed at the same time. Instead, they get processed one after the other. So now, the project expense view was created with the first posting/s to the employee or the credit card vendor. But the second posting, which tries to connect to the same PEV sharing the same reference, gets stuck as two PEVs with the same reference ID cannot exist.

For the unposted expense report document the following steps are recommended: 

Example: Of the COMP/CBCP- EMPL/COMP payment combination the COMP/CBCP payment could not be posted: 

1. In Concur create a reversing version of the unposted part in Concur, using the original posting date (So if the COMP/CBCP payment did not get posted recreate only this part in Concur with reversing signs). 
2. Once the cancelling document reaches SAP ByDesign, the document will appear as unposted source document.
3. Mark the original unposted business transaction and the newly created, reversing business transaction as irrelevant:
   1. In the Source Documents view of the General Ledger find the business transaction.
   2. Press Actions and choose Edit Business Transaction. 
   3. In the new screen press Mark as Irrelevant.
4. Mark the newly created, reversing document as irrelevant in the same way.
5. Create a separate CBCP expense report in Concur and send it to SAP Business ByDesign, using the original posting date, if you wish. 
6. If you used the original posting date, post the document into a new accounting period: 
   1. In the Source Document find the new expense report.
   2. Press Actions and choose Post Business Transaction to Another Period. 

To prevent this issue, ensure that the accounting period into which the CBCP personal payment is to be posted is still open for operational postings. 

KBA - "https://launchpad.support.sap.com/#/notes/3212278"

KBA - "https://launchpad.support.sap.com/#/notes/3024616"

Expense Report, Concur, Credit card, Business transactions, Document split. , KBA , AP-FMD-EER , Business ByDesign: External Expense Report , Problem