Friday Feature - Available Pending Balance

We understand how much a budget drives school business. So, not only do we have a budget check option for requisitions, we have one for journal entries and budget transfers, too!

In the Organization record, you can decide what should be included in the "available balance" for the posting of a journal entry or budget transfer. (The available balance logic prevents users from posting journal entries and budget transfers if the available balance would go negative.) 

 The JE Balance Check flag is available in the Organization record and in the System table.

The JE Balance Check flag is available in the Organization record and in the System table.

Most customers have it set to the Major Object option, which checks the available balance at the fund/major object level (e.g, 010-4xxx). With the 18.02 release, we added the option to include pending journal entries, which means the available balance includes all journal entries in the Audit and Submitted statuses (i.e., unposted JEs). 

Of course, you can turn this off (None) or let it default to what is set in the System table. The flexibility is built in.

So, what does it do exactly? So glad you asked.

If it is turned on, the software checks the amount in the journal entry or budget transfer against the available balance when the JE/BT is submitted, approved and posted, regardless of the activity used.

In other words, no matter how you create the JE/BT or submit or approve it, the software is going to check the account amounts against the available balance, ensuring that it is never exceeded!