Cash Disbursements

Use this to record payments for special circumstances (no check will be produced)

Use for one of the following reasons:

• To record bank charges that are automatically deducted on a bank statement

• To record a one-time-only payment to a vendor where you do not want to set up the vendor and invoice just for one payment.

• To record a payment where NO invoice was received.

For users of Accounts Receivable, this is similar to entering G/L cash via Cash Receipts Entry.

Of course, the option of simply doing Journal Entries is always available instead of using this; however, if using the Bank Reconciliation it is required to enter all payments through Accounts Payable to balance to a bank statement.

Many prefer just to handle Petty Cash transactions through Journal Entries. However, if you desire detailed Petty Cash records, and you wish Petty Cash inflow to appear on your Cash Payment reports, then you should set up a bank called “Petty Cash” (see Setup menu), and use this to record all Petty Cash going out. If using our Accounts Receivable module, there is also a similar window to record Petty Cash coming in (see G/L Cash).

Manually Enter a G/L Cash Disbursement

To enter a G/L Cash Disbursement, navigate to Payments -> Cash Disbursement

1. Select Bank from the dropdown

2. Enter a check number, or other identifying payment ID. Any unposted checks will be displayed in a dropdown and can be selected if there are any available.

3. Enter the payee name

4. Enter a comment, if desired

5. Period will default to the current open period, but user can change if multiple open periods are available

6. Date will default to today, but user can change it if desired

7. Enter the amount of the Cash Disbursement

8. Select the applicable tax code, and tax amounts.

9. Enter the related G/L Account(s) in the G/L Allocations section. The system will automatically Credit the G/L Account related to the Bank, and will debit the account and amount entered here. 4 lines are available if multiple G/L's are affected. Additional rows can be added by selecting Add x new lines and clicking the +

10. If desired add attachments for supporting documentation by clicking select file and navigating to the document location and click the + to add the document to the transaction record.

Import Cash Disbursements

If entering multiple cash disbursements, it may be easier/faster to import them rather than manually entering as above.

Navigate to Payments -> Import G/L Cash / Disbursements

1. Select the bank from the bank dropdown

2. Select the appropriate period

3. Click the option to download import template and fill in the following fields:

Field Name	Example	Comment	Required?
Date	1/28/2024	This is the transaction date to be used in the import	Yes
ID	12345	This will become the unique transaction ID. Is an alpha-numeric field	Yes
Comment	Bank Fee	Alpha-numeric description field for the transaction	Yes
Debit	32.00	Numeric field. This is the amount of the transaction. A debit will be imported as a Cash Disbursement	Either Credit Amount or Debit Amount is required.
Credit	25.00	Numeric field. This is the amount of the transaction. A credit will be imported as a G/L Cash Receipt	Either Credit Amount or Debit Amount is required.
G/L Account	01*50*000*57999	This is the G/L account that the transaction will be posted to. (The cash portion of the transaction will be automatically entered based on the G/L for the Bank - so the debits and credits in this import file are not meant to balance)	Optional in the import file. It may be easier to add the G/L Account from the import screen prior to actually doing the import

1. Save the import template to your desktop or other network location as desired

2. Click select and navigate to the file location from above

3. Click the button Read data from file\

   
4. In the Data from File Import section any transactions with amounts in the DEBIT column will appear in the Items to be Imported as A/P G/L Cash Disbursement section. Any transactions with amounts in the CREDIT column will appear in the bottom section "Items to be Imported as A/R G/L Cash Receipts"

5. If the import template included the G/L code in column F of the spreadsheet, the G/L Account ID and Description will be displayed here for final confirmation that is it correct. The Description and the G/L Account ID can be entered or edited from this screen before the final import is complete.

6. When All data is confirmed to be correct, click the Import Data Button at the bottom of the screen

7. Confirmation of transactions are displayed in a popup.