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A disbursement is payment to a vendor for goods or services provided to the district. Disbursement types include physical checks, and electronic postings based on the “default payment type” from the vendor. All disbursements regardless of type are numbered automatically with a disbursement number (Reference Number). When a disbursement is posted, the purchase order is no longer “filled” and has an updated status of “paid”.
Users have the ability to create Disbursements through the Payables interface.
Create Disbursements
Please refer to the Payables chapter for more information on creating disbursements.
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The disbursements grid allows you to search for existing disbursements by clicking in the filter row in the grid columns and entering in the desired information. Click on 
to generate a quick report based on what you filtered. Click on any row of the search results to see a summary view of the record. Click on beside a disbursement to see the full details. The Advanced Search can be utilized by clicking on the
in the upper right side of the grid.
Show Printable Disbursements
The disbursements grid allows you to reduce the list to only outstanding disbursements that have no check number assigned yet.
- Click the
Generate Print File
This option is used to assign a check number and create a print file for outstanding disbursements. You can assign check numbers to both electronic and check type disbursements. Disbursements that have already been printed will have a printable status of false on the grid.
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- From the Transaction menu select "Disbursements"
- Search for disbursements and click in the
beside the desired disbursements - Click on
- Enter in the Void Date. The date entered must be in an open posting period and not earlier than the disbursement date.
- By default the 'Void Invoice Items' checkbox is selected. This checkmark will void ((or cancel) the associated invoice items making the PO back to "new" and if needed, the invoices can be reentered. If desired, the user may uncheck the box if the invoice items should NOT be voided as well. By unchecking the box, the invoice will be re-displayed in PAYABLES and can be posted again.
- Click on
to void the disbursement/(s), click on 
to NOT void the disbursement and return to the grid.
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Voided disbursements are displayed as positive amounts on the grid with a status of 'void'. If generating a report from the grid and you do not want voided disbursements included in the grand total, keep in mind you will need to manually subtract the voided amounts from the grand total |
Un-Void Disbursements
Users may Un-Void a Voided Disbursement where the Disbursement Void date is in an Open Posting Period, not dated prior to 2024, and the Invoices were not deleted after the disbursement was voided.
- From the Transaction menu, select "Disbursements".
- Search for the disbursement(s) to be UnVoided and click in the beside the desired disbursement(s).
- Click on
. - To UnVoid the Invoice items, leave the box checkmarked.
To leave invoices voided, uncheck the box and the AP Invoice items will be cancelled. - Click on
to continue to proces the UnVoid. Click on to return to the grid.
Resequence Disbursements
The resequence option allows a user to change check numbers on checks that are currently posted.
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