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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. Click on 
3. Enter in Original Start/End Numbers and the new starting number.  The * represents a required field.
   
   
   
   
4. Check the 'void old checks' if you want the old checks to be at a voided status on the system
5. Click on to ensure there is not an overlay in disbursement/s numbering,
6. Click on to make the changes,  click on  to leave disbursement numbers as is and return to the grid.

View Disbursements

Click the view icon Image Added to view the detail on a disbursement.

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

When in detail view of a disbursement, a button will display at the top of the record to allow the Void Date to be changed on Void checks. If the check is not already void, then using the Change Void Date option will also change the disbursement status to Void.

1. Click on Image Added
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. ClickImage Added to save the changes.

More Information

Disbursement configuration details may be changed under the Module Configuration option under the Admin menu.

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