Disbursements pay outstanding invoice(s). Disbursement types include physical checks, ACH transactions, and other electronic postings based on the “default payment type” from the vendor. Once the 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
- 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.
- 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 allow