If you use Budgetary Control, you can use the Funds Check feature to check if you have sufficient budgeted funds to pay for an invoice or an invoice distribution. You can manually check funds for invoices or invoice distributions in the Invoices window. Payables does not reserve funds for the invoice when you check funds; it reserves funds during Invoice Validation. See: Encumbrances in Payables.
When you check funds for an invoice, Payables totals distribution amounts by account and checks if any of these totals exceed available funds. When you check funds for a distribution, Payables checks if the distribution amount exceeds available funds for the distribution account. If an account fails funds checking, the entire invoice fails funds checking.
If you use Absolute budgetary control, and you do not change the account or increase the budget for the account on a distribution that fails Funds Check, the Invoice Validation applies an Insufficient Funds hold to the invoice.
If no budget exists for the account, or the invoice account does not match the purchase order account, or the detail account is not assigned to a parent account, you must fix the account or Invoice Validation will place a Can't Funds Check hold on the invoice. You cannot manually release this hold; you must resolve the underlying account problem and then resubmit Invoice Validation. See: Releasing Holds.
To identify the distribution(s) that failed funds checking, in the Distributions window, review the Validation status for each distribution. The distributions that failed funds check will have a value of Needs Revalidation.
Prerequisites
Enable Budgetary Control in General Ledger when you create a ledger. See: Setting Up Budgetary Control
The invoice is saved but not validated.
Select the invoice in the Invoices window, or select the distribution in the Distributions window.
From the Tools menu, choose Check Funds. Payables displays a message indicating if your selected invoice or distribution passed or failed Funds Check.
If the invoice or distribution fails Funds Check, choose Budgetary Control from the Tools menu to review the distributions and budget details in the Budgetary Control Transactions window. You can either change the account to one with adequate funds (for non-purchase order matched invoices), or you can increase the budget amount for the account.
You can review funds available for an account in the Funds Available Inquiry window in General Ledger. This window shows how your expenditures (pre-encumbrances, encumbrances, and actual expenses) compare with your budgets. You can inquire on available funds only at the detail level and only in your functional currency.
Choose Inquiry:Fund from General Ledger's Navigator. See: Viewing Funds Available.