How to reserve purchasing documents using override limit when there are insufficient funds?

As per standard functionality, purchasing documents will fail funds check when 'Absolute' funds check level is used if funds are insufficient. If you want to have override limit for reserving the purchasing documents, override amount has to be specified under Budgetary Control Group in GL – Budget – Define - Controls. 

Enter or Query the budgetary control group.

Enter a Source and Category combination. Sources identify the origin of journal entry transactions, such as Purchasing or Payables. Categories describe the purpose of journal entries, such as purchase requisitions or purchase orders. You can enter other to denote all sources or categories other than those you explicitly define.

Enter either Tolerance percent or Tolerance amount. If you are using Absolute budgetary control, it is advisable to enter an Override Amount.

Note:

If General Ledger cannot find the budgetary control rule for a source and category combination, it applies the default budgetary control rule.

After creating the budgetary control group you can assign it to users through “Budgetary control group” profile option.

 

To reserve the document using this override amount, the profile option “PO:Override Funds Reservation” should be set to Yes or the option “Use GL Override” available in document approval form should be enabled manually. Otherwise this override authority will not take into effect.

 

Now we will see a sample transaction of how this functionality works.

The budget – 80551 DERAKANE have funds available of only INR 484, 900 & we have set the override amount as INR 500, 000.

Raise a purchasing document by providing the budget a/c, reserve & approve. The document value is INR 495, 100 (amount higher than the funds available).

 

Without GL override functionality the document would have failed funds check but now you will receive a message stating “Your budgetary control action completed with warnings”. Click view results to find out more details.    

 

The excess amount (in this case INR 10, 200) will be shown as negative funds available.

 

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