Error processing
From time-to-time errors in postings can still occur despite the simulation and other validation in Promenta. These errors normally occur when something in the system changes between submission and final approval – for example a posting period can be closed, a GL/cost centre/order can be blocked for posting etc.
When there is a simple document with less than 999 lineitems then the process is straight-forward. When multiple documents are involved it can be more complex.
Single document – less than 999 lineitems
If an error occurs at posting time there will be no document posted.
The final approver can review the error message and then determine the next action – this may be rejecting the request back to the original requester so that they can uplaod a new spreadsheet.
Alternatively the approver could get the issue resolved (eg unblock a cost centre). Once the issue that is preventing posting is resolved then the approver can log back into the request and try to approve again. If posting is successful the request will complete in the normal manner.
Note that to retry a posting the approver must exit the request and access it again.
Single document – more than 999 lineitems
The document will be automatically split into smaller documents (if configured).
Scenario : First document fails
System Behaviour : System stops at first fail.
User Behaviour : Approver can correct the issue and retry. Approver can reject request to allow correction and resubmission.
Scenario : Second or subsequent document fails.
System Behaviour : System stops at first fail.
User Behaviour : Approver can correct the issue and retry. Approver CANNOT reject to prevent the chance of resubmission. This is because resubmission could change data in the posted documents which would cause data inconsistencies.
If the error cannot be resolved so that posting can occur -then manual intervention is needed (See below)
Multiple Documents – each less than 999 lineitems
Each document is independent and has less than 999 lineitems per document.
Scenario : ALL documents fail to post
System Behaviour : Every document will be sent for posting. The system does NOT stop at the first error. Individual documents that fail to post are reported to the user.
User Behaviour : Approver can correct the issue and retry. Approver can reject request to allow correction and resubmission.
Scenario : One or more documents fail
System Behaviour : Every document will be sent for posting. The system does NOT stop at the first error. Individual documents that fail to post are reported to the user.
User Behaviour : Approver can correct the issue and retry. Approver CANNOT reject to prevent the chance of resubmission. This is because resubmission could change data in the posted documents which would cause data inconsistencies.
If the error cannot be resolved so that posting can occur -then manual intervention is needed (See below)
Multiple Documents – at least one more than 999 lineitems
Each document is independent. At least one document has more than 999 lineitems per document. This scenario is a combination of the previous two scenarios.
Scenario : ALL documents fail to post
System Behaviour : Every document will be sent for posting. The system does NOT stop at the first error. Individual documents that fail to post are reported to the user.
User Behaviour : Approver can correct the issue and retry. Approver can reject request to allow correction and resubmission.
Scenario : One or more documents fail
System Behaviour : Every document will be sent for posting. The system does NOT stop at the first error. Individual documents that fail to post are reported to the user.
User Behaviour : Approver can correct the issue and retry. Approver CANNOT reject to prevent the chance of resubmission. This is because resubmission could change data in the posted documents which would cause data inconsistencies.
If the error cannot be resolved so that posting can occur -then manual intervention is needed (See below)
Manual Intervention
If the request cannot be corrected and the retry is not applicable there are some additional manual options:
Set the error transaction to Permanent Error
You can set the error transaction to be a “Permanent error” in the transaction log report from the analyser. The approver can then approve the request – which will skip the permanent errors and so complete. The workflow will be set to COMPLETED and the emails will be sent out with the documents that were successfully created on them.
Cancel the request
This is carried out in the analyser and will cancel the workflow and set the request to be DELETED. No emails will be sent. This is not recommended as the request will not show on reports but may have generated FI documents leading to questions from audit teams.
Set request to Error
This is carried out in the analyser and will set the request to Error status. No emails will be sent out. This request will appear on reports and is audited.