Applying a Disbursement from Hold

Overview

Use this job aid to apply a disbursement from hold. A disbursement on hold is any portion of a disbursement (A/P credit memo or check) that is not applied to a voucher. Generic prepayments are considered to be on hold for application purposes. Individual disbursement applications may be reversed to a hold status.

To process a generic prepayment:

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

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

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3. Select Apply Disbursements From Hold. 

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4. 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.

5. In the Date Applied box, type the date you want to apply disbursements from hold.

6.  Click OK.  

7. In the Payment Type box, type 1 to apply only payments on hold or type 2 to apply only prepayments.

8. 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 apply disbursements for.

9. In the Check Number box, type the check number you are applying or leave blank for all check numbers..

10. 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 to affect by the disbursement withdrawal.

11. Click OK.

12. Select the prepayment you want to apply to.

13. 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.

14. 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.

15. In the Voucher 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.

16. 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.

17. 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.

18. 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.

19. In the Voucher Number box, click Lookup or type * and press Enter, and then select the voucher number, or type the voucher number you want, or leave blank for all voucher numbers.

20. In the Order Field #1 and Order Field #2 boxes, type the order field information you want to limit the selection of unpaid vouchers for, or leave blank for all information.

21. 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.

22.  In the Settlement/Invoice, Order Number and Delivery Ticket boxes, click Lookup or type * and press Enter, and then select applicable, or leave bland for all numbers.

23. Click OK.

24. Select the voucher you want to apply to. 

25. Select the voucher terms.

26. In the Discount Allowed box, verify the calculated amount, or type the discount you want to take.

27. In the Payment Amount box, if you want to make a partial payment, change the payment amount. The payment amount is the balance due for the voucher less the discount amount less any partial payments to date. To pay the entire balance due, click OK.

28. Select Apply Amount To Selected Vouchers.

Learn more about the Disbursements feature: