...

A disbursement is payment to a vendor for goods or services provided to the district. Disbursement types include physical checks, ACH transactions, and other 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.

...

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 Image Added 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.

Image Added

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 

Image RemovedImage Added

Generate Print File

This option is used to assign a check number and create a print file for an existing disbursementoutstanding disbursements.  Disbursements that have already been printed will have a printable status of false on the grid.  You can assign check numbers to both 

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. Select Enter the starting check number, sort sorting options, print output type and check form.
   
   
   
   1. If a starting check number is not entered it will auto assign using the highest check number on file
   2. You have the option of assign assigning a check number to an electronic check (vendors with default payment type = Electronic).
   3. The sorting opitions include payee name, vendor name, vendor number and payable entry date
   4. The 'XML' option of 'Print Output Type' is used when printing with outside printing software.  If you select the PDF output type, the 'check form' option will be displayed.  The 'default' check template form is the SSDT generic disbursement template in PDF format.
6. Click on The user will then have a pop-up with the checks in the desired output type that can be uploaded into a third party printing software if needed.

Reconcile Disbursements

1. From the Transaction menu select "Disbursements"
2. Search for disbursements and click in the  beside the desired disbursements
3. Click on 
4. Use the current date that is automatically populated or enter a desired reconcile date. 
   
5. Click on to change the disbursement/s status from outstanding to reconciled,   click on  to leave the disbursement/s at an outstanding status and return to the grid

...