Understanding Budget Warning and Available Funds Settings

Overview

Microix provides two settings that control how users are notified or restricted when sufficient budget funds are not available.

These settings serve different purposes:

• Budget Warning displays a warning but does not prevent users from continuing.

• Do Not Submit Documents Without Available Funds prevents requesters from submitting documents when sufficient funds are not available and is configured by workflow.
  
  

1. Budget Warning

Scope: Applies to all workflows within the database when enabled.

Requesters

If sufficient funds are not available, the requester will receive a popup warning before submission. The requester can acknowledge the warning and continue submitting the document for approval.

Approvers

If sufficient funds are not available, approvers will also receive a popup warning. The approver can continue and either approve or deny the request.

When Funds Are Available

No warning is displayed when sufficient funds are available.

2. Do Not Submit Documents Without Available Funds

Scope: Workflow-specific.

Requesters

When this option is enabled for a workflow, requesters assigned to that workflow will not be allowed to submit a document for approval if sufficient funds are not available.

If Budget Warning is enabled at the database level but Do Not Submit Documents Without Available Funds is not enabled for the workflow, the requester will receive a warning but will still be allowed to submit the document. If not set, no warning is given to the requester of the workflow.

Approvers

Approvers are not restricted by the Do Not Submit Documents Without Available Funds setting.

However, if Budget Warning is also enabled, approvers will receive the budget warning when sufficient funds are not available but can still approve or deny the request.

Behavior Summary