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Users have the ability to create Disbursements through the Payables interface. A payable is an unpaid invoice. As invoice items are filled via AP Invoice they will appear as a "payable" under the Payables query. By default, all invoices that are currently filled will appear in the query results. The user may use the grid options to search for specific payables, if desired. The grid results are displayed in two different formats.
Search Payables
The Payables grid allows the user to search for existing account filters by clicking in the filter row in the grid columns and entering in the desired informationActivity Ledger Query is a query only grid allowing you to filter existing transactions under the TRANSACTIONS menu. They include:
- Purchase orders
- Invoices
- Disbursements
- Receipts
- Refunds
- Transfers
- Distributions
You can filter your data by entering your search criteria in the filter row. Click on any row of the search results to see a summary highlight view of the record. The Advanced Search can be utilized by clicking on the in the upper right side of the grid.
More Information
Disbursements will be created as a check, electronic disbursement, or ACH based on the "defaultPaymentType" from the vendor (actual creation of the ACH file is not yet available). All disbursements regardless of type are numbered automatically with a disbursement number (Reference Number). The starting check number field is assigning the physical check number for actual checks, i.e., non-electronic and non-ACH. If the starting check number is left blank, the check number will be auto-assigned based on the current highest check number.
The Grouping Option lets the user decide if the checks should be grouped either by Vendor (how CKPROC currently works), or by Invoice. Grouping by Invoice will allow districts to get a separate check per invoice number without multiple runs as is currently necessary in classic USAS.
Disbursements with a negative amount will not be allowed and will cause an error to be generated during the posting process.
The 
button on the grid will allow more properties to be added as a column onto your grid. The Advanced Query can be utilized to further filter the grid down. The 
option allows you to generate a quick report of your filtered data.
The 
will limit the grid results for improved responsiveness. Grid results minimum range is 100 records and the maximum is 2000.
In the example below, a multi-vendor purchase order was filtered in order to view the transaction history. A primary sort was done on the transaction 'type' and a secondary sort on the transaction 'date' in order to view sequentially the invoices and disbursements processed against the purchase order.
Note: If you see the following warning message, please be advised that the ledgers have not finished posting and the data you are seeing in the Activity Ledger is incomplete. Once this message no longer displays, the posting of the ledgers has completed and all data is available.
Note: If you see the following warning message, contact your ITC for further assistance. A problem was encountered during the posting of the ledgers and your application will need to be restarted so that the ledgers can post properly.
