Disbursements pay outstanding invoice(s).   Disbursement 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. Once the disbursement  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”.

Fields on the Disbursement Record

• Start Number: Assigns the physical check number for actual checks (non-electric and non-ACH).  If the start number is left blank, the check number will be auto-assigned based on the current highest check number.
• Date??? (not marked): the check date.  The date automatically defaults to the current system date.
• Grouping Options:  payable items can be grouped either by vendor (how CKPROC worked) or by invoice. Grouping by invoice allows a separate disbursement per invoice for cases where multiple checks are needed for the same vendor.
• Sorting Options: sort disbursements by Vendor Name or Vendor Number
• Bank Account: Select which bank account the disbursements are being created from.  NOTE: Bank accounts must be set up ahead of time in the “Bank Account” option under ADMIN.

NOTE: All disbursements, regardless of payment type, are numbered automatically with a disbursement reference number.

Create Disbursements

1. From the Transaction menu, select “Payables”.  By default, all invoices they are currently filled will appear in the query results.  You may use the query options to search for specific payables if desired.  The query results are displayed in two different formats. 

• The first format “Detail” contains all the individual payable items along with checkboxes to allow selecting the payables you wish to pay. 
• The second format “Vendor Summary” displays, by vendor, all outstanding payables and allows you to post all of them at one time.

1. Once you click on the posting button from either tab, it will direct you to a new screen prompting for the starting check number.  The tab key may be used to navigate from one field to the next.  Click on “create disbursements” to post the disbursement to the system.

Query Disbursements

From the Transactions menu, select “Disbursements”.  This is the disbursements query and will allowUsers have the ability to create Disbursements through the Payables interface.

Create Disbursements

Please refer to the Payables chapter for more information on creating disbursements.

Query Disbursements

Disbursement Query allows the user 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.

Void Disbursements

Users may void disbursements written for purchase orders or for receipts. 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

In order to void a check the user must first query for the desired disbursement and click on Void when displaying the check. It will prompt for a void date and if the invoice items should be voided.

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Resequence Disbursements

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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Reconcile Disbursements