Understanding how the Equity in Pooled Cash & Pooled Cash Offset works in Aclarian

Below outlines the procedures covering the use of Equity in Pooled Cash, Pooled Cash Offset, and Cash in Bank GL strings within the system:

• Each Fund have only one Equity in Pooled Cash GL string for regular system-generated transactions.
• The Equity in Pooled Cash account (typically 104000) is standardized across all Funds.
• A corresponding Pooled Cash Offset GL string must exist at the pooled level for each Fund.
• Multiple Cash in Bank GL strings can exist at the pooled level to support multiple bank accounts.
• Alternative Equity in Pooled Cash accounts (104001, 104002) may only be used for manual journal entries.

Equity in Pooled Cash – Fund Level

• The Equity in Pooled Cash account is typically 104000.
• This account is consistent across all Funds.
• The standard Fund-level GL string format is:

XXX.0000.104000

• This GL string represents cash movement at the individual Fund level.
• No additional Equity in Pooled Cash GL strings are allowed for regular transactions.

Pooled Cash Offset – Pooled Level

• Each Fund must have one corresponding Pooled Cash Offset GL string at the pooled level.
• Only one Pooled Cash Offset GL string is allowed per Fund at the pooled level.
• The Pooled Cash Offset GL string is directly tied to the Fund’s Equity in Pooled Cash GL string.

Example:

• 801.0000.220500 → Debit
  (Pooled Cash Offset for Fund 407)
• 407.0000.104000 → Credit
  (Equity in Pooled Cash for Fund 407)

These two GL strings must always work together to properly reflect the movement between pooled cash and the Fund.

 Cash in Bank – Pooled Level (Payments)

Multiple bank accounts are supported at the pooled level.

This is accomplished by establishing multiple Cash in Bank GL strings under Fund 801, such as:

• 801.0000.101000
• 801.0000.101001
• 801.0000.101002

Each Cash in Bank GL string:

• Is assigned to a specific bank account.
• Is linked to a separate bank reconciliation.
• Is selected at the time of payment processing.

When payments are processed:

• The user selects the appropriate bank account.

• The system automatically posts transactions to the associated Cash in Bank GL string.

   

Use of 104001 or 104002 at the Fund Level

Accounts 104001 and 104002 may only be used under limited circumstances.

Permitted use:

• Manual journal entries posted directly to the Equity in Pooled Cash account.

Example:

• 407.0000.104001
• 407.0000.104002

These GL strings:

• Must not be used for regular system-generated cash transactions.
• Must not replace the standard 104000 Equity in Pooled Cash GL string.