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A disbursement is payment to a vendor for goods or services provided to the district. Disbursement types include physical checks, and 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.

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. Click the 

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 disbursements 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.

    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. The sorting options include payee name, vendor name, vendor number and payable entry date
    3. You have the option of assigning a check number to an electronic check (vendors with default payment type = Electronic).
    4. The 'XML' option of 'Print Output Type' is used when printing with outside printing software.  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 re-printed 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.

Reconcile Disbursements

  1. From the Transaction menu select "Disbursements"
  2. Search for disbursements and click in the  beside the desired disbursements
  3. Click on 
  4. Use the current date that is automatically populated or enter a desired reconcile date. 
  5. Click on to change the disbursement/s status from outstanding to reconciled,   click on  to leave the disbursement/s at an outstanding status and return to the grid

    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 back at an outstanding status and the reconciled dated is cleared

Auto-Reconcile Disbursements

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

  1. From the Transaction menu select "Disbursements"
  2. Click on 
  3. Select the format
  4. Choose the extracted file from the bank.
  5. Click on  to upload the reconciled check status on the system as well as record the reconciled date.

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

Disbursements may not be voided if they are at a reconciled status or from a prior fiscal year. 

  1. From the Transaction menu select "Disbursements"
  2. Search for disbursements and click in the  beside the desired disbursements
  3. Click on
  4. Enter in the Void Date.  The date entered must be in an open posting period and not earlier than the disbursement date.  
    By default the 'Void Invoice Items' checkbox is selected.  This will cancel the associated invoice items.  If desired, the user may uncheck the box if the invoice items should NOT be voided as well.
  5. Click on to void the disbursement/s, click on  to NOT void the disbursement and return to the grid.

Voided disbursements are displayed as positive amounts on the grid with a status of 'void'. If generating a report from the grid and you do not want voided disbursements included in the grand total, keep in mind you will need to manually subtract the voided amounts from the grand total

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'.  

  1. From the Transaction menu select "Disbursements"
  2. Click on 
  3. Enter in Original Start/End Numbers and the new starting number.  The * represents a required field.

  4. Check the 'void old checks' if you want the old checks to be at a voided status on the system
  5. Click on to ensure there is not an overlay in disbursement/s numbering,
  6. Click on to make the changes,  click on  to leave disbursement numbers as is and return to the grid.

View Disbursements

Click the view icon  to view the detail on a disbursement.

The detail view includes general disbursement information like Type, Status, Created User, Created Date, Void Date, etc., USPS Integration information (when applicable), and Item detail including Invoice number, PO number, and Full Account Code.

Change Void Date

When in detail view of a disbursement, a button will display at the top of the record to allow the Void Date to be changed on Void checks. If the check is not already void, then using the Change Void Date option will also change the disbursement status to Void.

  1. Click on 
  2. The detail view will change to Edit mode to allow the Void date field to be modified
  3. The new void date must be in an open posting period.
  4. Click to save the changes.

More Information

Disbursement configuration details may be changed under the Module Configuration option under the Admin menu.

  1. From the Admin menu select 'Module Configuration'
  2. Click on beside the Disbursement Configuration in the grid
  3. Make any desired changes
  4. Click on to save the changes, click on to leave as it was.

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