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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.

1. From the Transaction menu select "Disbursements"
2. Search for disbursements
   1. To search for printable disbursements click in the printable filter row and type in true
3.  Click in the  beside the desired disbursement/s
4. Click on 
5. Enter the starting check number, sorting options, print output type and check form.
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   1. If a starting check number is not entered it will auto assign using the highest check number on file.  The highest check number on file is displayed.
   2. The sorting options include payee name, vendor name, vendor number and payable entry date
   3. Although not required, you have the option of assigning a check number to an electronic check (vendors with default payment type = Electronic) by selecting the 'Print Electronic Checks" checkbox. 
   4. The 'XML' option of 'Print Output Type' is used when printing with outside printing software which will use the Bank Account information entered under Core<Bank Accounts.  If you select the PDF output type, the 'check form' option will be displayed.  The 'default' check form is the SSDT generic disbursement template in PDF format.
6. Click on 
   
   

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Users may Un-Void a Voided Disbursement where the Disbursement Void date is in an Open Posting Period, not dated prior to 2024, the Invoice(s) were not deleted after the disbursement was voided or the item has not been paid on. 

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. Click on Confirm to Unvoid the selected disbursement or Cancel to return to the grid.

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The detail view includes general disbursement information like Type, Status, Created User, Created Date, Void Date, etc., USPS Integration information (when applicable), and Item detail including Invoice number, PO number, and Full Account Code.

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Change Void Date

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1. Click on 
2. The detail view will change to Edit mode to allow the Void date field to be modified
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3. The new void date must be in an open posting period.
4. Click to save the changes.

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