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How to Verify and Configure Pooled Cash Offset GL Accounts

Use this guide to validate fund level pooled cash offset setup and troubleshoot related ERP configuration issues.

This document explains how the Client Support Team should verify and configure Pooled Cash Offset GL accounts in the ERP system. It consolidates the workflow shared by Kamran and clarifies the logic behind how funds, AP accounts, and Equity in Pooled Cash accounts interact.

This guide ensures Support can confidently validate configurations, troubleshoot client issues, and communicate accurate steps to users.

1. Overview of How Pooled Cash Offset Works

When a fund is assigned a designated Pooled Cash Offset GL account, the system automatically applies that offset to all GL accounts associated with that fund. This includes automatically linking the corresponding Equity in Pooled Cash account.

However, this automation only works correctly if:

  • A valid Pooled Cash Offset GL string exists for that fund.
  • A corresponding AP account GL account is also configured for the same fund.
    • Usually, an account ending in 202000
  • A corresponding Equity in Pooled Cash GL account is also configured for the same fund.

Support must verify these prerequisites before confirming the setup.

2. Navigation Path

To configure or validate the Pooled Cash Offset:

Account Management → Find the GL Account → Update Account → Offset → Yes → Fund → Designated Pooled Cash Offset GL

This is where you select the correct GL account that will serve as the Pooled Cash Offset for the chosen fund.

3. Required Components for Each Fund

Each fund participating in pooled cash must have:

A. Pooled Cash Offset GL Account

  • Usually begins with 800 or 801.
  • Must exist in the Account Management for a specific fund.

  • Must be marked with Offset = Yes.


    B. Equity in Pooled Cash GL Account

    • Must also exist for the same fund.
    • Must be marked with Offset = No.
    • Must be linked to the same fund as the Pooled Cash Offset.

    • Usually, GL accounts ending in 104000.


       

      C. A Valid Fund Assignment

    • The fund selected in the Offset screen must match the fund segment of the GL account string.

4. Step‑by‑Step Configuration Process

  • Step 1: Confirm the Fund Has a Pooled Cash Offset GL String

    • Before selecting anything in the UI, verify that the GL account exists in the chart.

      Example:

    • For the General Fund, the AP account is:
    • 001.0000.202000
    • This is correct because:
      • The AP account is always the 202000 account.
      • The fund segment (001) matches the General Fund.
  • Step 2: Navigate to the Offset Configuration Screen
    • Go to:
    • Account Management → Update Account → Offset
    • Set Offset = Yes.
  • Step 3: Select the Fund
    • Choose the fund you are configuring (e.g., 001 for General Fund).
  • Step 4: Assign the Designated Pooled Cash Offset GL Account
    • Select the Pooled Cash Off account for that fund.
    • The system will:
      • Recognize the fund segment.
      • Apply this Pooled Cash Offset to all GL accounts tied to that fund.
      • Automatically link the corresponding Equity in Pooled Cash account (as long as it exists and is configured correctly).
  • Step 5: Configure the Equity in Pooled Cash Account
    • Repeat the same process, but with one key difference:
      • Set Offset = No.
      • Select Equity in Pooled Cash GL account for that fund.

This ensures the system knows which account to use for the equity side of pooled cash transactions.

5. How the Automation Works

Once the Pooled Cash Offset GL account is assigned:

  • Any GL account with the same fund will automatically inherit:
    • The correct Pooled Cash Offset account.
    • The correct Equity in Pooled Cash account.
    • Support does not need to manually configure each GL account individually.

6. Troubleshooting Tips

  • If the Pooled Cash Offset is not populating automatically:
    • Verify the Pooled Cash Offset account exists for that fund.
    • Confirm the Pooled Cash Offset account is marked Offset = Yes.
    • Confirm the Equity in Pooled Cash account exists and is marked Offset = No.
    • Ensure the fund on the GL account matches the fund selected in the Offset screen.
    • Check for typos or incorrect fund numbers in the GL string.
  • If the client reports incorrect Pooled Cash Offset names:
    • Compare the GL account list they provided.
    • Validate that the naming convention matches the fund assignment.
    • Confirm whether the accounts were created by Implementation or by the client.

7. Summary

To ensure Pooled Cash Offset is configured correctly:

  • Confirm the fund has a valid AP account (202000).
  • Confirm the Pooled Cash Offset GL string exists for that fund.
  • Configure Offset = Yes for the Pooled Cash Offset account.
  • Configure Offset = No for the Equity in Pooled Cash account.
  • Select the correct fund in the Offset screen.
  • The system will automatically apply these settings to all GL accounts tied to that fund.

This process ensures accurate pooled cash behavior across the entire chart of accounts.