Fix Expense Account Issues

Employees sometimes see this error in the Expenses work area:

You're missing a valid expense account for an expense item. Please remove the item to continue with the expense report and contact your help desk. (EXM-630424)

Share this info with your help desk: In the Settings and Actions menu, use the Run Diagnostic Tests option to search for and run the Expense Distribution Diagnostics test to review the expense account combinations.

To fix this error, you must be assigned a role to run diagnostic tests, such as the predefined Application Diagnostics Administrator job role. You need to run the Expense Distribution Diagnostics test, review issues with the expense account setup, and take corrective action.

Here's how to run the diagnostics test:

1. In the Settings and Actions menu, select Run Diagnostics Tests.

2. In the Search for Tests or Search for Tags panes, search for Expense Distribution Diagnostics.

3. Select the check box and click Add to Run.

4. In the Input Status column, click the check box icon to supply or edit input parameters.

5. In the Input Parameters dialog box, enter a value in the Expense Number parameter and click OK.

6. Click Run, then OK.

7. Click Refresh to display the latest status information.

8. In the row for the selected diagnostic test, click the View Test Results icon in the Report column.

This table lists the possible test results and the suggested actions:

Test Result	Action
[ERROR] Assignment <ID> (effective_start_date = <start date>): The 1st record of assignment has NULL set_of_books_id Or [ERROR] Assignment <ID> (effective_start_date = <start date>): The 1st record of assignment has NULL chart_of_accounts_id Or [ERROR] Assignment <ID> (effective_start_date = <start date>): The 1st record of assignment has NULL company_seq_num Or [ERROR] Assignment <ID> (effective_start_date = <start date>): The 1st record of assignment has NULL cost_center_seq_num Or [ERROR] Assignment <ID> (effective_start_date = <start date>): The 1st record of assignment has NULL natural_account_seq_num	The user is missing setup information. Run the Employment Diagnostic Auto Correct test in Report, Validate, and Commit modes to fix the error: In the Settings and Actions menu, select Run Diagnostics Tests. In the Search for Tests or Search for Tags panes, search for Employment Diagnostic Auto Correct. Select the check box and click Add to Run. In the Input Status column, click the check box icon to supply or edit input parameters. In the Input Parameters dialog box, leave person number as blank to run the diagnostic test for all employees. Enter the run mode as Report and click OK. Click Run, then OK. Click Refresh to display the latest status information. In the row for the selected diagnostic test, click the View Test Results icon in the Report column. In the displayed report, click the link following Execution ID to display the test output. The incorrect id_flex_num should be displayed. To correct the error, rerun the Employment Diagnostic Auto Correct test in Validate mode. To commit the modified record, rerun the Employment Diagnostic Auto Correct test in Commit mode.
[ERROR] Not found any assignment with expense date <expense date>	The expense date is outside of the employee assignment dates. The expense report owner will need to update the expense date to fall within the active assignment dates: On the Home page, click Me > Expenses. Click the card for the expense report. On the Edit Expense Report page, click the date link for the expense item. Edit the Date field to assign a date that falls between the employee's assignment start and end dates. Click Save and Close. Things to keep in mind: If the employee assignment information is incorrect, the employee needs to work with HR to update the assignment dates. For more information on updating dates in HR, see the Using Global Human Resources guide.
[ERROR] Failed to get segments of employee default account identified by <code combination id>. Skip overlaying and BSV validation.	The employee's default expense account doesn't match the ledger. Update the employee's record to reassign a default expense account: On the Home page, click My Client Groups > Person Management. On the Person Management page, search for and select the employee. In the Assignment section, click Edit, then Correct. Click OK. In the Expenses Information section of the Assignment Details tab, update the default expense account. Click Save, then Save and Close.
[ERROR] Invalid balancing segment <segment value> to ledger <ledger ID> Or [WARNING] Unexpected exception when calling GL API to validate BSV. Please check BSV manually.	The balancing segment value for the default expense account isn't valid for the legal entity associated with the user's business unit. Here are some ways to modify the company segment value: Correct the default expense account Work with HR to update the employee's record to correct the default expense account: On the Home page, click My Client Groups > Person Management. On the Person Management page, search for and select the employee. In the Assignment section, click Edit, then Correct. Click OK. In the Expenses Information section of the Assignment Details tab, update the default expense account. Click Save, then Save and Close. Correct the company segment value If the expense isn't imported to Payables, the expense owner can correct the company segment value by modifying expense items: On the Home page, click Me > Expenses. Click the card for the expense report. On the Edit Expense Report page, click the date link for the expense item. Edit the Account field to provide the correct company segment value. Click Save and Close. Things to keep in mind: To modify the company segment value, the user must have full account or company segment override privileges.
[ERROR] Failed to create/validate account <concatenated segments> Or [ERROR] concat new segment is missing Or [ERROR] Not able to get CCID. This might be due to: 1. Cross Validation Rules 2. Segment Security 3. Missing CCID from the assignment of expense date	The new account code combination ID couldn't be validated. For example, the selected cost center might not be compatible with the selected company. Review the error message details to correct the invalid code combination. Things to keep in mind: You can either select a valid account combination, or work with a General Ledger administrator to update the accounting cross validation rules to allow the desired account combination.
[ERROR] Expense <ID>: Both start_date and end_date are NULL	The expense report is missing dates. Update the expense report to add dates to the expense items: On the Home page, click Me > Expenses. Click the card for the expense report. Select the expense items that don't have dates. Click Actions, then Edit. In the Date field, enter a date for the expense item. Click Save and Close.

If your issue isn't listed, contact My Oracle Support for assistance. You'll need to log an SR and attach your diagnostic results.