Processing Automatic Disbursements

Overview

Use this job aid to process automatic disbursements for unpaid vouchers by date. To facilitate the selection of vouchers for payment, you can print an Accounts Payable Report. 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 automatic disbursements:

1. From the Toolbar, click ACP for Accounts Payable.

2. From the Accounts Payable menu, select Disbursements, and then select Automatic Disbursements. 

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3. In the Beginning and Ending boxes, type information that will limit your selection of vouchers to be paid.

4. In the Due Date box, type a due date that will select all vouchers with a due date on or before a specific date.

5. In the Discount Date box, type a discount date that will select all vouchers with a discount date on or before a specific date.

6. In the Minimum Check Amount box, type an amount that will select all vouchers with amounts greater than the minimum check amount.

7. In the Choose Each Name Id/Voucher Number? box, type Y to display a prompt for approval of the disbursement application for each name id and each voucher that matches the selection criteria.

8. In the Combine Multiple Locations On Each Check? box, type Y to combine vouchers from all document locations on a single check for each remit to vendor's name id, or type N to produce a separate check for each document location for each selected remit to vendor's name id.

9.  In the Sort By box use the looking glass button to choose an option that is applicable.

10. Click OK.  

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11. At the Do You Want These To Be The New Default Parameters Prompt, click No.  

12. 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.

13. Click OK.

14. In the Do You Wish To Print Check Forms? box, type Y.

15. Click OK.

16. 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.

17. In the Print Related Commodity Settlement Forms? type Y or N.

18. Click OK.

19. Select which form you want to use the disbursements.

20. Click OK.

21. In the Date For All Checks box, type the date you want to print on the check.

22. Click OK.

23. Select Vouchers for This Name Id? Click Yes.

24. Select This Voucher for Payment? Click Yes.

25. In the Starting Check Number box, the number will automatically populate or leave blank to use the next control number. 

26. Click OK.

27. In the Printer box, type the number associated to the place you want your report to print to.

28. In the Copies box, type the number of copies of the report you want to print. The default for this box is 1.

29. 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.

30. Click OK.

31. 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.

32. If you clicked Yes in step #31, press Esc until the Toolbar becomes active.

33. If you clicked No in step #31, in the Beginning Check Number box, type the check number that started to print incorrectly.

34. In the Ending Control Number box, type the ending control number that printed incorrectly.

35. In the Re-Use These Control Numbers box, click Yes to reuse the control numbers, or click No to assign new control numbers.

36. In the New Control Number, type the number that you want to begin printing checks with.

37. Click OK.

Learn more about the Disbursements feature: