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.

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 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

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.

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.

Reconcile Disbursements