Processing Disbursements on an Unpaid Balance

Overview

Use this job aid to disburse and print a check for the entire balance owed to a vendor. This procedure will apply the disbursement against unpaid vouchers with an actual status, beginning with the voucher with the oldest date. If the cross-reference document number was added as an available field to print in A/P Checks Form Design (detail section). This field corresponds to positions 212-217 on ACCPAY.ACP. . is set to print, it will print the Settlement Number for a GRN Costing or GRN Settlement, Invoice or Ticket Number for an Item Voucher, and Invoice Number for a Promo Costing.

To process disbursements on an unpaid balance:

1. From the Toolbar, click Accounts Payable .
2. From the Accounts Payable menu, select Disbursements, and then select Disbursement Processing.  
3. Select Enter Disbursements and Print Check. 
4. In the Do You Wish To Print Check Forms? box, type Y.
5. Click OK. 
6. In the Remittance Form Print Option box, type 1 No Form, Limit Disbursements Per Check to not produce a separate remittance form. The next check generated if the maximum number of voucher applications is exceeded., or type 2 Print Form For Every Check Generated to produce a separate remittance form for every check generated., or type 3 Print Form Only If Detail Overflows Stub to produce a separate remittance form only if the maximum number of voucher applications is exceeded.
7.  In the Print Related Commodity Settlement Forms, type Y or N.  
8. Click OK.  
9. Select the Disbursement Check Form options #1 to #5 as listed that you chose to use.  
10. In the Location Code identifies the document location in which the disbursement is recorded. Although the disbursement is made form only one accounting location, payment may be applied against vouchers from any location in the dataset.
    box, click Lookup or type * and press Enter, and then select the location code, or type the location code you want to process disbursements for.
11. In the Name Id box, click Lookup or type * and press Enter, and then select the name id, or type the name id you want to identify as the remit to vendor's name.
12. In the Payment Date box, type the date you want to print on the check.
13. In the Bank Code box, click Lookup or type * and press Enter, and then select the bank code, or type the bank code you want affect by the disbursement withdrawal.
14. Click OK.  
15. Select Disbursement on Unpaid Balance and add any Remarks. Click OK. 
16. In the Due Date box, type the date that will limit the selection to all unpaid vouchers with a due date on or before the date you enter.
17. In the Discount Date box, type the date that will limit the selection to all unpaid vouchers with a discount date on or before the date you enter.
18. In the Location Code box, click Lookup or type * and press Enter, and then select the location code, or type the location code you want to limit the selection to all unpaid vouchers for a single location, or leave blank for all locations.
19. In the Document Type limits the selection to all unpaid vouchers with a single document type. Document types are item vouchers from the stock additions in Inventory, manual vouchers created in Accounts Payable, freight expense from Commodities, and patronage transactions in Patronage, promos, and transfers. box, click Lookup or type * and press Enter, and then select the document type, or type the document type you want to limit the selection for, or leave blank for all document types.
20. In the Voucher Type box, click Lookup or type * and press Enter, and then select the voucher type, or type the voucher type you want to limit the selection to all unpaid vouchers for a single voucher type, or leave blank for all voucher types.
21. In the Voucher Terms box, click Lookup or type * and press Enter, and then select the voucher terms, or type the voucher terms you want to limit the selection to all unpaid vouchers for a single voucher terms, or leave blank for all voucher terms.
22. In the 1st Grn Ticket# and Grn Contract#  boxes, type the order field information you want to limit the selection of unpaid vouchers for, or leave blank for all information.
23. In the Their Order Number and Their Invoice Number boxes, type the vendor's order number or invoice number to limit the selection of unpaid vouchers for, or leave blank for all order and invoice numbers.
24. Click OK.  
25. In the Amount To Pay box, type the amount you want to pay.
26. Click OK. 
27.  Update address if needed, otherwise a default pops up.
28. Click OK to continue disbursement processing - repeat steps 8 - 27, or click Continue to print checks.  
29. In the Printer box, type the number associated to the place you want your report to print to.
30. In the Copies box, type the number of copies of the report you want to print. The default for this box is 1.
31. In the Pages From and To boxes, type the page number range you want to print the report for. Leave the boxes blank to print all pages.
32. Click OK.  
33. At the Did The Checks Print Successfully? prompt, click Yes if the checks printed correctly, or click No if you want to print the checks again.
34. If you clicked Yes in step #33, press Esc until the Toolbar becomes active.
35. If you clicked No in step #33 , in the Beginning Control Number box, type the control number that started to print incorrectly.
36. In the Ending Control Number box, type the ending control number that printed incorrectly.
37. In the Re-Use These Control Numbers box, click Yes to reuse the control numbers, or click No to assign new control numbers.
38. In the New Control Number, type the number that you want to begin printing checks with.
39. Click OK.
40. Press Esc until the Toolbar becomes active.

Learn more about the Disbursements feature:

• Processing Disbursements on an Unpaid Balance
• Processing Disbursements on an Unpaid Voucher
• Processing Automatic Disbursements
• Reversing Disbursements and Applications
• How to Reverse an ACP Disbursement to Hold
• How to Apply an ACP Disbursement from Hold
• Applying a Disbursement from Hold
• How to Edit the Payee Name on Checks
• How to Skip Check Numbers in Accounts Payable
• Clearing Out Old Prepay in AP
• Transferring Unapplied AP Prepayment to Another Name ID