Distribution Code Validation Error Due to Workflow Account Restrictions

Overview

Issue: When submitting or approving documents in Workflow Modules Modern, users may receive a validation error related to account restrictions, even though the appropriate distribution codes have already been assigned to the workflow.

In Workflow Modules Modern, Microix validates the account segment values contained within a distribution code against the Account Restrictions configured for that workflow.

Assigning a distribution code to a workflow does not automatically authorize all account segment values contained within that distribution code.

Understanding the Validation

Workflow Modules Modern performs two separate validations:

1. Distribution Code Access: Determines which distribution codes users are permitted to select within a workflow.

2. Account Restrictions: Determines which account segment values are permitted when creating, submitting, or approving documents within that workflow.

Both configurations must be compatible for the distribution code to pass validation.

Example

Assume your organization uses the following account segments:

• General Ledger (GL)
• Fund
• Department
• Location

You have configured a distribution code named DIST-100 that includes Location X.

However, the workflow's Account Restrictions permit only Location A and Location B.

When a user selects DIST-100, Microix identifies that the distribution code contains Location X, which is not permitted by the workflow's Account Restrictions.

As a result, the system displays a validation error, even though DIST-100 has been assigned to that workflow.

How to Resolve the Issue

There are two available options:

Option 1: Update the Workflow Account Restrictions

Use this option when the distribution code is valid and should be permitted within the workflow.

1. Navigate to Maintenance → Organization Workflow.
2. Select the workflow experiencing the validation error.
3. Open the Account Restriction tab.
4. Expand the applicable account segment, such as Location.
5. Locate the restricted value (for example, Location X) under Available Accounts.
6. Move Location X to Selected Accounts to include it among the permitted values.
7. Save the changes.

Once Location X is permitted, distribution codes containing that location can pass the account restriction validation, provided all other segment values are also permitted.

Option 2: Restrict the Distribution Code

Use this option when the account segment restriction is intentional and users should not be allowed to charge expenses to that location.

1. Review the distribution codes assigned to the workflow.
2. Identify any distribution codes containing restricted account segment values.
3. Remove those distribution codes from the workflow's permitted distribution code list.
4. Save the changes.

Users will then be limited to distribution codes that are compatible with the workflow's account restrictions.

Important Considerations