Enter Cash Disbursements - Transaction Entry Tab

Access this form using Transactions>Enter Cash Disbursements.

Use this form to record cash disbursements. (The Cash Disbursement Session form always precedes it.) To record the disbursement if you wrote a check to your landlord for the monthly rent payment, use this form. Alternatively, use Transactions>Accounts Payable>Enter Manual A/P Checks (only if the Accounts Payable module is installed) to record a check for a specific vendor.

Use this tab to enter document and transaction information.

 

Check

• To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID. This number serves as the beginning check number. You can set the Last Used Check Number for General Ledger type cash accounts using the Maintain>Chart of Accounts Codes - Setup Tab. When a transaction uses that cash account, and you press the press the "+" (plus) key, the system automatically displays the next check number for that account, regardless of the form the check is being generated from.
• To edit or view an existing document, select it from the drop-down list.
• We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Date: Accept the session date, or enter a valid date specific to this document.

Amount: Enter the amount of the disbursement, omitting currency and grouping symbols. The document amount and the net of the transaction lines must equal if the Session status is BP or OL. If the status is BS, these lines can be out of balance.

Description: Accept the session description, or enter a description specific to this document.

Payee ID: Select the payee to associate with the check, or use Find to help you select an ID. This ID is optional, and the box only displays if the Accounts Payable, Accounts Receivable Reporting, and/or Payroll modules are installed.

To display only the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Check Address: If you selected Payee ID - Type: V (Vendor), the system automatically displays the default Preferred Check Address for this Vendor ID, or select a different check address from the drop-down list. This field only displays if the Accounts Payable module is installed.

1099 Type: Accept the default entered on the Maintain>Accounts Payable>Vendors>1099 Information tab or select a 1099 form type from the drop-down list, such as NEC, MISC, DIV, INT, R, or W2G.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount, an effective date, an entry type, and a description. These fields can be found on all transaction entry forms, see Transaction Entry Overview. However, the following fields are specific to this form.

• PO/Enc ID: If you have installed the Purchase Order and Encumbrance modules, and you select an item using Choose Items/Encumbrances , the table displays either the Purchase Order ID or the Encumbrance ID in this column. It displays the Purchase Order ID, when items selected are related to a Purchase Order. Otherwise, it displays the Encumbrance ID.
• PO Line #: If you select an item using Choose Items/Encumbrances , that is related to a Purchase Order, this column identifies transaction lines with individual items ordered on the purchase order.
• 1099 Box: If the selected vendor needs a 1099, enter the 1099 box number (Form Type-Box Number) for this line, or accept the default (if any). If a vendor was set up (Maintain>Accounts Payable>Vendors>1099 Information tab) with a 1099 box number of "No Default," and the vendor was selected in the Payee ID box on this form, you are required to enter a 1099 Box number here. Also, if the 1099 Type is changed for this transaction, select the 1099 Box number, associated with the 1099 Type form, from the available drop-down list which displays the Code (Form Type-Box Number) and its Description, such as MISC-15 or DIV-01a.
• Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Currency and Rate Type selected on the Session form. As the Administrator, you can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected (Organization>Set Up Modules>Multicurrency).
• This column is only available if: the Multicurrency module has been installed and set up by the Administrator (Organization>Add A Module), and the Session currency selected is a currency other than the functional currency (File>New Organization>Functional Currency panel).
• {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of CD (Cash Disbursements). The system automatically appends one column for each field (to the right of the Transaction Entry table). These fields were created by the Administrator using Organization>Set Up User Defined Fields. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency).