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Administrator Guide
Last Updated: 2023-09-08
Steps: Configure Advanced Cash Balance Checking

Steps: Configure Advanced Cash Balance Checking

  • Configure these business processes and security policies in the Banking and Settlement functional area:
    • Cash Balance Check Event
    • Express Settlement Run Event
    • Settlement Run Event
  • Configure the
    Accounting Journal Event
     business process and security policy in the Financial Accounting functional area.
  • Security:
    View: Cash Balance Check
     domain in the Banking and Settlement functional area.
You can configure cash balance checking to prevent overspending of funds in accounting journals and settlement run payments. Workday checks for sufficient ledger account balances using primary balancing worktags and ledger accounts specified in your accounting cash and accounting cash pools configurations. Workday can also automatically remove payments that fail cash balance checking from the settlement run.
  1. Create accounting cash and accounting cash pools.
    Define ledger or ledger summaries and overage options that Workday uses to check the ledger account cash balances during settlement.
  3. Edit Business Processes.
    Configure business processes for cash balance checking by adding:
    1. At least 1 of these action steps on the
      Cash Balance Check Event
       business process definition:
      • Review Cash Balance Check Exceptions
      • Remove Cash Balance Check Exceptions
    2. The
      Check Cash Balance
       action step from
      Cash Balance Check Event
       as a completion step on any of these business process definitions:
      • Accounting Journal Event
      • Ad Hoc Bank Transaction Event
      • Express Settlement Run Event
      • Settlement Run Event
Workday initiates the
Cash Balance Check Event
 business process and:
  • Calculates ledger debits minus credits for the primary balancing worktag, ledger accounts, and, if applicable, accounting cash pools.
  • Compares the net activity to the ledger balances.
When the cash ledger balance has a debit balance, the business process completes and posts the journal entry to the ledger account. When there's a credit balance, Workday removes payments with exceptions from the settlement run if you configured the business process with this action step.
Workday also sends sends a task to the next reviewer’s My Tasks to approve or deny the cash balance check exceptions. Example: When a transaction fails cash balance check, reviewers can:
  • Approve the transaction even though there's a failure.
  • Move funds to ensure there's sufficient fund balance for the transaction.
  • Send the transaction back to the initiator to take further actions.
When settlement completes, use these reports to view the results:
  • View Settlement Run
    : Displays cash balance check exception details by balancing worktag or cash pool. You can view the payment categories that Workday removed from the settlement run due to the exceptions.
  • Open Items with Payment Exceptions
    : Displays the items that aren't fully paid due to their payments failing cash balance check. Example: Expense reports or supplier invoices.
To verify the results for ad hoc bank transactions, create a custom report using these report fields:
  • Cash Balance Checked
     on the
    Ad Hoc Bank Transaction
     business object.
    Indicates whether or not an ad hoc bank transaction is cash balance checked.
  • Cash Balance Check Status
     on the
    Ad Hoc Bank Transaction Line
     business object.
    Displays the cash balance check status for an ad hoc bank transaction line. Example: Pass, Fail, or Not Checked.
Resettle unpaid open items or payments with exceptions in the next settlement run.