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Administrator Guide
Last Updated: 2023-06-23
Steps: Configure Cash Balance Checking

Steps: Configure Cash Balance Checking

Configure these business processes and security policies in the Banking and Settlement functional area:
  • Ad Hoc Bank Transaction Event
  • Cash Balance Check Event
  • Settlement Run Event
We plan to retire the old cash balance check functionality in a future update. Workday recommends that you use the advanced cash balance check functionality for a more streamlined cash balance check exception process.
You can configure cash balance checking to prevent overspending of funds in ad hoc bank transactions and settlement run payments. When you add this validation step to a business process, Workday checks for sufficient cash balances (in the ledger account and balancing worktag combination) before disbursing funds.
  1. Access the
    Create Cash Balance Check Treatment Rule
     task.
    Create treatment rules for the cash balance check exceptions, and assign them to your balancing worktags. Once configured, Workday performs the cash balance check on the balancing worktags and returns results based on these severity levels:
    • Warning.
    • Ignore (Business process completes without balance checking for the associated balancing worktag).
    • Error.
    Security:
    Set Up: Settlement
     domain in the Banking and Settlement functional area.
  2. Edit Business Processes.
    Add the
    Check Cash Balance
     action step to either the
    Ad Hoc Bank Transaction Event
     or
    Settlement Run Event
     business process to enable it for cash balance checking. You can include this step in the business process more than once, but you must add it as a completion step.
Workday initiates the
Cash Balance Check Event
 business process that:
  • Returns the net disbursement resulting from the payment transaction by company, balancing worktag, ledger account, and payment category combination.
  • Calculates ledger debits minus credits for the funds and ledger accounts.
  • Compares the net disbursement to the ledger balance. This comparison determines if the disbursement causes the fund or cash balance to become negative. If the balance is positive, the business process completes and posts the journal entry to the ledger account.
  • Evaluates negative results against treatment rules to return the appropriate error.
Workday sends a task to the next reviewer’s My Tasks to approve or deny the cash balance check results.
Reviewers can access the cash balance check results to:
  • Approve, send back for revision, or deny the results for warnings.
  • Send back for revision, or deny the results for errors. If any journal lines are in error, Workday treats the cash balance check as an error.
  • Drill down to see the financial details.