Troubleshooting Funds

Use this when a fund choice is not behaving the way you expected.

URBI refused to pay a reserve expense

URBI checks the property's reserve spending account at the moment of payment. It refuses, and posts nothing, when the nominated account has been deactivated, changed to a different account type, or moved to another property, or when it is the same account the expense itself was charged to.

Nothing was posted incorrectly. Open Accounting -> Settings -> Accounting Details, choose a valid active equity account under Reserve spending account, and pay the expense again. See Setting up reserve spending.

A reserve expense was matched to a bank transaction but not marked paid

Bank matching will match the transaction and then deliberately stop short of marking a reserve expense paid in two situations:

• The matched amount is different from the recorded amount. Changing the amount and posting the reserve reclass at the same moment would put the two out of step, so URBI declines to do both at once.
• The expense would be promoted straight to paid without a payment being posted, which is the case for a quick expense or an expense already scheduled for payment. There is no payment entry for the reclass to attach to.

The match itself is kept. Open the expense and pay it through the normal payment flow, which posts the reclass properly. If the amount was wrong, correct the amount first, then pay.

My reserve spending is not showing in the budget

That is correct and intended. Reserve activity is excluded from budget actuals on both cash and accrual basis. See Reserve in budgets and reports.

The fund suggested on an invoice payment is wrong

The suggestion comes from the paying account's most recent posted entry. Because a fund is a tag on each line rather than a property of the account, an account can hold entries in more than one fund, so the suggestion is a starting point only. Change it on the form before you commit the payment.

I cannot find a Fund field when creating a GL account

There is not one, by design. A fund is tagged on each posted line, so an account is never tied to a single fund and you never need a separate account per fund. See What a fund is.

I tagged the wrong fund

While the expense is unpaid, reopen it and change the fund. The tag on the posted entry updates and the expense does not go back through approval.

If it is already paid, void the payment, correct the fund, and pay it again. Voiding reverses the reserve reclass along with the payment, so nothing is left behind.

Related: FAQ