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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.

1. 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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1. From the Transaction menu,  select "Disbursements".
2. Search for the disbursement(s) to be UnVoided and click in the  beside the desired disbursement(s).
3. Click on .
4. To UnVoid the Invoice items, leave the box checkmarked.  Image Removed To leave invoices voided, uncheck the box and the AP Invoice items will be cancelled.    Click on Confirm to Unvoid the selected disbursement or Cancel to return to the grid.  Image Added               Click on Image Removed to continue to proces the UnVoid.  Click on Image Removed to return to the grid.              

5. Pop Up confirmation with any applicable warnings will appear.  Image Added 

   Note
   You will receive an error message when you try to Unvoid a disbursement that has been paid on with a different disbursemetn. Image Added

   
   

Resequence Disbursements

The resequence option allows a user to change check numbers on checks that are currently posted.  

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