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

Search Disbursements

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 

 to generate a quick report based on what you filtered.  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.

Show Printable Disbursements

The disbursements grid allows you to reduce the list to only outstanding disbursements that have no check number assigned yet.

1. Check the box to Show Printable Disbursements

    

Generate Print File

This option is used to assign a check number and create a print file for outstanding disbursements.  You can assign check numbers to both electronic and check type disbursements.  Disbursements that have already been printed will have a printable status of false on the grid.

1. From the Transaction menu, select "Disbursements."

2. Search for disbursements.

   1. To search for printable disbursement,s click in the printable filter row and type in true.

3.  Click in the  beside the desired disbursement(s).

4. Click on  .

5. Enter the starting check number, sorting options, print output type, and check form.
   
   

   Open

   

    

   1. If a starting check number is not entered, it will auto-assign using the highest check number on file.  The highest check number on file is displayed.

   2. If a starting check number is entered, it must be an available check number.

   3. The sorting options include payee name, vendor name, vendor number, and payable entry date.

   4. Although not required, you have the option of assigning a check number to an electronic check (vendors with default payment type = Electronic) by selecting the 'Print Electronic Checks" checkbox. 

   5. The 'XML' option of 'Print Output Type' is used when printing with outside printing software, which will use the Bank Account information entered under Core>Bank Accounts.  If you select the PDF output type, the 'check form' option will be displayed.  The 'default' check form is the SSDT generic disbursement template in PDF format.

6. Click on  .

    

Regenerate Print File

If the end-user needs to regenerate a print file, use the grid to select the disbursement checks that need to be reprinted and select 'Generate Print File'. Leave the 'start number' blank, since these disbursements already contain a check number, and proceed with generating your print file.

 

Electronic Check Numbers

It is optional to assign check numbers or print electronic checks. Electronic checks are not intended to produce a physical check. However, for the purpose of third party integrations, the Check Number for Electronic type checks will be included on the XML file.

Reconcile Disbursements

1. From the Transaction menu, select "Disbursements."

2. Search for disbursements and click the 

    beside the desired disbursements.

3. Click on  .

4. Use the current date, which is automatically populated, or enter a desired reconciliation date manually.
   
   

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5. Click on 

   to change the disbursement(s) status from outstanding to reconciled, or click on 
    to return to the grid, leaving the disbursement(s)' status outstanding.
   
   
   Users will receive an error message if the Reconcile Date entered is prior to the Check Date.

    

Unreconcile Disbursements

1. From the Transaction menu, select "Disbursements."

2. Search for disbursements and click in the 

    beside the desired disbursements.

3. Click on  .

4. The disbursement(s) are now returned to an outstanding status, and the reconciled date is cleared.

Auto-Reconcile Disbursements

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

Please remove any commas that are not being used as field delimiters (commas separating fields), such as in the amounts column. CSV formatted files do not support commas within data fields unless properly quoted.

1. From the Transaction menu, select "Disbursements."

2. Click on  .

3. Select the format.

4. Choose the extracted file from the bank.
   
   

   Open

   

5. Click on  to update both the reconciled status and the reconciled date in the system.

Void Disbursements

Users may void outstanding disbursements written for purchase orders or 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.

Disbursements may not be voided if they have been reconciled or from a prior fiscal year. 

1. From the Transaction menu, select "Disbursements."

2. Search for disbursements and click in the

    beside the desired disbursement(s).

3. Click on .

4. Enter the Void Date.  The date entered must be in an open posting period and cannot be dated earlier than the disbursement date.  

5. By default, the ‘Void Invoice Items' checkbox is selected.  This checkmark will void (or cancel) the associated invoice items while making the PO’s status back to "new," and if needed, the invoices can be reentered.  If desired, the user may uncheck the box if the invoice items should NOT be voided. By unchecking the box, the invoice will be re-displayed in PAYABLES and can be posted again.  
   
   

   Open

   

6. Click to void the disbursement(s), click to return to the grid, and NOT void the disbursement.