R12: How To Troubleshoot Funds Check Hold Issues On Payables Invoices (Doc ID 1055606.1)

Last updated on JANUARY 04, 2024

Applies to:

Purpose

This document will step through the actions user should take to resolve "Cant Funds Check", "Encumbrance Acctg Fail" hold or Funds Check issues on a Payables Invoice.

Background
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When a payables invoice is validated in an Encumbrance enabled environment,  funds reservation is done during the validation and encumbrance accounting is generated.

If there is any failure during this funds reserve process, the invoice cannot be fully validated and goes on hold. Usually, the hold is "Encumbrance Acctg Fail" or "Cant Funds Check".

Events Information
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The validation process creates two events in XLA_EVENTS for the entity (the invoice) in a budgetary control enabled environment.

One of the events is an Encumbrance event. This event had budgetary_control_flag = 'Y'. The event_id on this event  is stamped in the AP_INVOICE_DISTRIBUTIONS_ALL.bc_event_id
The second event is the actual event. This event has budgetary_control_flag = 'N'. The event_id on this event is stamped in the AP_INVOICE_DISTRIBUTIONS_ALL.accounting_event_id.

Process Information
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The encumbrance event that is generated during validation is also processed at the same time.
Validation calls the funds reserve process that reserves funds against the accounts on the invoice from the budget. If this is successful, a header record in  XLA_AE_HEADERS and encumbrance accounting (Debit to Expense and Credit to RFE) is created in XLA_AE_LINES.

The actual event generated during the validation is processed only during Create Accounting.
The Create Accounting process generates two headers in XLA_AE_HEADERS. One header is an encumbrance header with BALANCE_TYPE_CODE = 'E' and another is for actual accounting with BALANCE_TYPE_CODE = 'A'.

The lines generated under the Actual header is the proprietary accounting (Debit to Expense and Credit to Liability). The lines generated under the Encumbrance header is the reversal of invoice encumbrance which is Cr to Item Expense and Dr to RFE.

Hence its expected that when an invoice is fully accounted, net encumbrance on the invoice should be 0.

The encumbrance generated during validation should be relieved during accounting.

Troubleshooting Steps

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