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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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Search Disbursements
Disbursement Query allows the user The disbursements search allows you to search for disbursements that have been posted to the USAS System. The user may view the details of a previously posted disbursement, void, resequence or print them.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.
Void Disbursements
Users may void disbursements written for purchase orders or for refunds. Disbursements should only be voided if:
- the amount is incorrect
- the invoiced items were not to have been paid
- it was issued to the wrong vendor
- it was issued against the wrong bank
- the physical check form was ruined or lost
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- From the Transaction menu select "Disbursements"
- Search for disbursements and click in the
beside the desired disbursements - Click on
- Enter in Void Date and check the box if the invoice items should be voided as well
- 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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Users may need to resequence disbursements. The resequence button allows a user to change check numbers on checks that are currently posted or change check numbers and void the 'old checks'. \
Need to add what happens when it comes across a number in the sequence that is already on file and other circumstances that could arise.
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- From the Transaction menu select "Disbursements"
- Click on
- Enter in Original Start/End Numbers and the new starting number.
- Check the 'void old checks' if you want the old checks to be at a voided status on the system
- Click on
to ensure there is not an overlay in disbursement/s numbering, - Click on
to make the changes, click on to leave disbursement numbers as is and return to the grid.
Reconcile Disbursements
- From the Transaction menu select "Disbursements"
- Search for disbursements and click in the beside the desired disbursements
- Click on
- Enter in Reconcile Date
- 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
Unreconcile Disbursements
- From the Transaction menu select "Disbursements"
- Search for disbursements and click in the beside the desired disbursements
- Click on
- The disbursement/s are not back at an outstanding status and the reconciled dated is cleared
Print Disbursements
Disbursements that have already been printed will have a printable status of false.
- From the Transaction menu select "Disbursements"
- Search for disbursements
- To search for printable disbursements click in the printable filter row and type in true
- Click in the beside the desired disbursement/s
- Click on
- Select the output type and starting check number
- If a starting check number is not entered it will auto assign using the highest number on file
- 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.
More Information