Continuing our discussion about close dates, Escape Online 5 provides you with more than just a date to decide how to close cash. We also give you the ability to define the level at which Escape Online 5 checks for changes in cash in a journal entry.
In the Organization record, we have the JE Check Cash Closed Option, which is only available to all-org (or COE) users. (Of course, we also have cascading logic so that COEs can set this in the System table for the entire COE, instead of going into each organization. The field in the Organization record is really for overrides only.)
The JE Check Cash Closed Option levels include any cash, overall cash, Fund, SACS Fund and Resource. Each option looks at the journal entry to determine if it will affect cash and what should be done if it does.
- Any cash accounts – The journal entry will not post if there are any cash accounts in the journal entry, as determined by the cash object.
- Change to overall cash – The journal entry will not post if there is a change in overall cash across funds. Users can post JEs that transfer cash between funds as long as overall cash is not changed.
- Change to SACS Fund cash – The journal entry will not post if there is a change in SACS fund rollup cash.
- Change to Fund cash – The journal entry will not post if there is a change in cash at the fund level. For example, if a journal entry were transferring between funds, the JE would not post. Users can post JEs that transfer cash between resources.
- Change to Resource cash – The journal entry will not post if there is a change in cash at the fund or resource level. Users can only post JEs with changes to cash where the accounts are within the same resource/fund combination. In other words, if a user was transferring cash between funds — or even across resources within the same fund — that JE would not post.
That is an amazing array of options. We specifically created the Fund option when a Business Systems Support Coordinator of a COE requested the ability to close June cash for the month but still allow "our districts that are journaling for year-end close to move funds between resources."
Let's see how this works in the real world of handling school business in Escape Online 5. In fact, let's use the Business Systems Support Coordinator's example, setting the flag to the Fund level.
If a district creates a journal entry that transfers cash between resources in the same fund after cash is closed, that journal entry would post.
But, if a district creates a journal entry that transfers cash between funds after cash is closed, that journal entry would not post. Instead, it would be put on hold, with a history record written giving the reason why it was not posted.
We are glad we could accomplish this difficult business logic that answers real world accounting issues of our customers.