Suggested by Santosh Surti – New
The D365 system allows us for posting negative journals because it only checks for overruns, not underruns. This means the system permits transactions that go below the budget and journal entries give users full control over postings, allowing negative amounts to be posted, which can lead to budget underruns.
While the system can handle budget overruns by disallowing or warning users, there is no similar control for budget underruns.
My example below will show what we are thinking.
- I have an investment project budget with approved budget of 1000
- Then I posted a PO of 1000 using cost category map to capex project category. (GL gets hit and CIP gets hit)
- Now someone goes in and post an expense journal using the same capex project category with -1000. ( the CIP is cleared)
- However, on a budget nothing changes. (no effect with the negative posting)
- Now, if the user tries to post further negative expense journal they still can. Further affecting the ledger with negative posting.
The design might not have impact on subledger but the ledger balance will not match with sub ledger because of this.
In a real life situation it is like
- I have 5 in my pocket
- I bought something for 5
- Now the budget is 0
- Then I go and return 10
- The system is allowing.
Logically, you should only be allowed to return 5. And the return value of 5 should correct the budget. 10 should never be allowed to post. Furthermore, if the 5 is already estimated to FA, then it should not be allowed to be reduced by any means.