SF Checking - Financial Processing Documents

Overview

Sufficient funds checking is an option that can be used to stop transactions from being created via financial processing documents when an account does not have enough budget or cash to cover the expense.

Sufficient funds checking can be established on an account-by-account basis using the Account document or it can be set on multiple accounts at the same time using the Global Account document. 

Available sufficient funds checking options are:

• Object Code: The specific object code to which expenses are being applied is checked to see whether sufficient budget exists.
• Level: The object level with which the expense object code is associated is checked to see whether sufficient budget exists.
• Consolidation: The consolidation level with which the expense object code is associated is checked to see whether sufficient budget exists.
• Account: The budget balances of all expense object codes on the account are added up and checked to see whether sufficient budget exists.
• Cash: The cash balance of the account is checked to see whether sufficient cash exists.
• No Checking: Sufficient Funds check is turned off for this account.  

If an account does not have sufficient funds, an error message displays in the Accounting Lines tab and lists the account (s) with insufficient funds. The document cannot be submitted or approved. 

Sufficient Funds Calculation

Object code, level, consolidation and account checks uses available budget to determine if there are sufficient funds at the specified level:

Available Budget = Current Budget - Expenditures - Encumbrances - Pending Ledger Entries

Cash checking uses available cash to determine if there are sufficient funds

Available Cash = Current Cash Balance - Liabilities - Encumbrances - Pending Ledger Entries

NOTE: Encumbrances include pre-encumbrances, external encumbrances, and internal encumbrances.

Financial Processing Documents

Sufficient Funds checking is only performed on the following Financial Processing documents: 

• Budget Adjustment / Year End Budget Adjustment
• Distribution of Income & Expense / Year End Distribution of Income & Expense
• Disbursement Voucher
• General Ledger Transfer
• Indirect Cost Adjustment
• Internal Billing
• Non-Check Disbursement

The following document types do not check for sufficient funds:

• Adjustment/Accrual Voucher
• Advance Deposit
• Cash Management
• Cash Receipt
• Credit Card Receipts
• Journal Voucher
• Pre-Encumbrance
• Procurement Card

Activating Sufficient Funds Checking

The following tables need to be updated. 

System Options: The Budget Checking Options Code on the Systems Options Maintenance table must be enabled in order for the sufficient funds checking to occur on transactional documents.

Account: In the Responsibility Tab: 

• Select the appropriate Account Sufficient Funds Code

• Check the Transaction Processing Sufficient Funds Check - this flag must be checked in order to turn SF Checking on. 

     

Parameters

Name	Description
FISCAL_YEAR	Fiscal year used by the SufficientFundsAccountUpdateJob when updating the sufficient funds table.
SUFFICIENT_FUNDS_CURRENT_LIABILITIES_OBJECT_CODES	Current liability object codes used in cash sufficient funds calculation. The formula is: available cash = cash balance less current liabilities plus/minus open encumbrances plus/minus pending ledger entries. There isn't a given (or group of) object type, sub-type, level, or consolidation that defines current liabilities so these are the codes that are current liabilities that commonly appear on accounts.

Batch Jobs

Name	Description
sufficientFundsAccountUpdateJob	The Chart of Accounts structure is built into the Sufficient Funds Balance table. This job checks the Sufficient Funds Balance table against the Chart of Accounts tables for discrepancies. Any differences that are detected are incorporated into the Sufficient Funds Balance table chart structure and the sufficient funds balances are re-calculated (for example, an account may have changed from account level checking to consolidation level checking). This keeps the Sufficient Funds Balance table aligned with the sufficient funds checking options established for each account.
sufficientFundsFullRebuildJob	This is an unscheduled job and when run, empties the sufficient funds balances table and repopulates the tables. This job is run when the sufficient funds balance table needs to be reset.

Reports

After the sufficientFundsFullRebuildJob is complete, a report is created and placed in the reports/gl directory. The report includes a detailed listing of sufficient funds errors (if any) and a summary of records read, deleted, converted or retained due to errors by the sufficient funds rebuilder process. It also records the number of entries added, deleted and updated in the sufficient funds table and the total and record counts of Sufficient Balance Table rows selected, deleted, updated, and inserted.