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.

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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 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.

Generate Print File

This option is used to assign a check number and create a print file for an existing disbursement.  Disbursements that have already been printed will have a printable status of false.

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 Image Added beside the desired disbursement/s
4. Click on Image Added
5. Select the starting check number. print output type and check form.
   
   Image Added
   
   1. If a starting check number is not entered it will auto assign using the highest number on file
6. Click on Image Added
7. 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 Image Added beside the desired disbursements
3. Click on Image Added
4. Use the current date that is automatically populated or enter a desired reconcile date. 
   Image Added
5. Click on Image Addedto change the disbursement/s status from outstanding to reconciled,   click on Image Added to leave the disbursement/s at an outstanding status and return to the grid

Unreconcile Disbursements

1. From the Transaction menu select "Disbursements"
2. Search for disbursements and click in the Image Added beside the desired disbursements
3. Click on Image Added
4. The disbursement/s are now back at an outstanding status and the reconciled dated is cleared

Auto-Reconcile Disbursements

Please note: Prior to using the Auto-Reconcile option, the 'Auto Rec Bank Format' must be set under the 'Automatic Reconciliation' option under 'Utilities' menu. 

1. From the Transaction menu select "Disbursements"
2. Click on Image Added
3. Select the format
4. Choose the extracted file from the bank.
   Image Added
5. Click on Image Added to upload the reconciled check status on the system as well as record the reconciled date.

Void Disbursements

Users may void disbursements written for purchase orders or for refunds. Disbursements should only be voided if:

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1. From the Transaction menu select "Disbursements"
2. Search for disbursements and click in the Image Removed beside Image Added beside the desired disbursements
3. Click on
4. Enter in Void Date; must be in an open posting period and not earlier than the disbursement date.  By default the 'void invoice items' is checked. 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.

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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.

Reconcile Disbursements

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

Unreconcile Disbursements

1. From the Transaction menu select "Disbursements"
2. Search for disbursements and click in the Image Removed beside the desired disbursements
3. Click on Image Removed
4. The disbursement/s are now back at an outstanding status and the reconciled dated is cleared

Auto-Reconcile Disbursements

1. From the Transaction menu select "Disbursements"
2. Click on Image Removed
3. Select the format
4. Select the file
   Image Removed

Print Disbursements

Disbursements that have already been printed will have a printable status of false.

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 Image Removed beside the desired disbursement/s
4. Click on Image Removed
Select the starting check number. print output type and check form.
Image Removed

1. If a starting check number is not entered it will auto assign using the highest number on file
5. Click on Image Removed
6. 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.

More Information

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

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