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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 disbursements and click in the  beside the desired disbursements
3. Click on
4. 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 will cancel the associated invoice items.  If desired, the user may uncheck the box if the invoice items should NOT be voided as well.
   
5. Click on to void the disbursement/s, click on  to NOT void the disbursement and return to the grid.
   
   

Resequence Disbursements

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