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Disbursements

This Help File Page was last Modified on 04/10/2017

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Disbursements

This Help File Page was last Modified on 04/10/2017

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Disbursements

This Help File Page was last Modified on 04/10/2017

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Paying Bills may not the most enjoyable job that you have to do (virtually every day in some Companies), but by using the Accounts Payable module, at least it is a relatively easy task.

There are two ways to Pay Bills:

1.Use the Payments Form to enter the Amount you wish to pay to a specific Vendor and then Allocate that Amount to specific Bill(s).

2.Use the Disbursements Form - discussed here - to globally review all outstanding Invoices and simply Check off the Bills you want to pay - which completes both the Payments and the Allocation process in one step.

 

Use this Disbursements Form to view a list of all outstanding Bills then easily Choose which ones will be Paid.

In either case, the final step will be to Print Checks.

 

In addition to listing all of the outstanding Bills and any Refunds that are to be paid, the Disbursements Form allows the User to easily Choose:

a)The Bank from which Check will be drawn.

b)Which Bills will be Paid,

c)The Payment Amount that will be Paid on each

d)The Date on which the Payment Amount is to be recorded.

e)The Payment Option for how each Bill will be Paid (i.,e., Auto Pay, E-Pay, Hand Check, Credit Card).

All of these Payment Options may be used during the same Disbursements process.

 

Opening the Disbursements Form:

To view the Disbursement Form:

a)From the Backstage Menu System Select File and Choose Payable, or

b)From the Quick Access Menu, Select File and Choose Payable

Then, Click the Disbursements option.

 

HelpFilesDisbursements

Disbursement Form

 

Select Default Bank - Using the Drop-Down Selection List provided, Choose the Bank from which these Disbursements should be withdrawn (when using the Auto Pay or Hand Check payment option).

 

HelpFilesDisbursements-SelectABank

Disbursements Form - Select Default Bank

 

ACH Upload File - Check this box, if available (see the Bank Maintenance chapter in the Receivables Maintenance section of these Help Files for additional information about the ACH Upload File option).

 

HelpFilesDisbursements-ACHUploadFile

Disbursement Form - Header - ACH Upload File option

 

Pay Bills Icon - Click the Pay Bills Icon to execute the Bill Payment process (see the "Identifying how and how much is to be Paid on what the Bills" discussion below for those instructions).

 

HelpFilesDisbursements-PayBillsIcon

Disbursements Form - Pay Bills Icon

 

Default Date Paid - By default, this will be Today.

Use the Drop-Down Date/Calendar Box provided to Choose a different Date, if appropriate.

When asked, Confirm that this is the Date which should be used for all of the Payments made during this Disbursements process.

 

HelpFilesUseThisDateForAllPayments

 

Then, follow the "Identifying how and how much is to be Paid on what the Bills" instructions below.

 

Default Check Type - Use this Drop-Down Selection List to Choose the default type of Check (payment method) to be used.

Auto Check - Unless specifically changed, all Disbursements will be identified as an Auto Check and so will be in the queue when the Print Checks procedure is executed.

 

Credit Card - If chosen, a Default Credit Card field will be displayed with a Drop-Down Selection List from which to Choose the appropriate default Credit Card.

These Credit Card transactions will appear on the associated Credit Card Register.

 

HelpFilesDisbursements-DefaultCreditCard

Default Credit Card field on the Disbursements Form

 

E-Pay - Unless specifically changed, all Disbursements will be identified as an E-Pay Bank Transaction Form and will appear on the Bank Reconciliation Form.

 

HelpFilesUseThisCheckTypeForAllPayments

Use this Check Type for all Payments?

 

Once the Default Check Type has been selected, a confirmation dialog will be presented.

 

The Outstanding Bills List will display all of your Company's unpaid (or partially paid) Bills.

You may re-sort this list by any Header Name such as:

Vendor - Click Vendor Column's Header Name to sort the list alphabetically by Vendor Name (the default order which is "a to z").

Due Date - Click Due Date Column's Header Name to sort the list based on each Bill's the Due Date, which will be listed from the oldest to the most recent or visa versa, based on how many times you Click the Header Name.

Note: You may switch these Header Name orders back and forth as many times as required based upon your viewing needs.

 

HelpFilesDisbursementsForm-ListOfBillsToPay-ColumnTotals

 Disbursements Form - List of Bills to Pay - Gross, Amount Due, & Amount (to pay) column totals

 

There is a Totals Bar at the bottom of the Outstanding Bills Listing shows the Gross Amount of all listed Bills, the Total Amount Due, and the Amount you have requested to Pay.

 

Identifying how and how much is to be Paid on what the Bills:

Header Names and the associated information which is listed, but cannot be changed:

Bill ID - The record number of the Bill

Vendor - The Name of the Vendor to whom this Bill is to be Paid.

Invoice # - The Vendor's Invoice Number for this Bill.

Due Date - The Date on which this Bill should be Paid.

Gross - The Total Amount Due of this Bill when it was initially created.

Amount Due - The Amount currently Due on this Bill.

 

HelpFilesDisbursementsGridWithPaymentsIdentified

Disbursement List with Auto Check, Credit Card and Hand Check Payments requested

 

Header Names and the associated information which may/will be changed by the User, as needed:

Bank - Once the Pay box is Checked (see Pay immediately below), the record number of the selected Bank (see the "Select Default Bank" discussion above) is inserted in the Bank column automatically.

If the selected Check Type is Credit Card (see the "Check Type" discussion below), this Bank record information will be ignored by the system.

 

Pay - Check the Pay box of all Bills that are to be paid.

 

Amount - By default, the Amount to pay will be the Amount currently Due on this Bill.

You may modify an individual Amount (to Pay) to be less than, but not greater than what is listed in the the Amount Due Column, as needed.

Shown at the bottom of the list is a continuously updated total Amount that you will be paying which is recalculated as each new item is Checked, or if an existing payment Amount is modified.

 

Date Paid - By default, this will be the Default Date Paid entered above

However, a specific Payment Date may changed using the Drop-Down Date/Calendar Box provided, if appropriate.

 

Check Type - Identify the type of payment method that will be used to Pay this Bill. musing nthe

Auto Pay - By default, Auto Pay will be the method used to Pay the selected Bill.

oThis payment will automatically be Allocated to the selected Bill.

oThis payment will be recorded in the Payments Form for this Vendor.

oThis payment will also be reported in the Check Register Report with a Check Type of "A".

oOnce you Print Checks, this payment will also be reported in the Check Register Report with a Check Type of "A".

Credit Card - To Pay the selected Bill using a Credit Card, Choose the Credit Card option then enter the one that will be used in the Credit Card column using that Drop-Down Selection List provided in that field.

oThis payment will automatically be Allocated to the selected Bill.

oThis payment will be recorded in the Payments Form for this Vendor.

oThis payment will also be listed in the Credit Card Register of the selected Credit Card Vendor.

E-Pay - To record an Electronic Funds Transfer Payment which you will pay, or have paid for the selected Bill using an Electronic Funds Transfer, Choose the E-Pay option.

oThis payment will automatically be Allocated to the selected Bill.

oThis payment will be recorded in the Payments Form for this Vendor.

oThis payment will also be reported in the Check Register Report with a Check Type of "E".

Hand Check - To Pay or have paid the selected Bill using a Hand Written Check, Choose the Hand Check option then enter the Check Number that will be/has been used.

oThis payment will automatically be Allocated to the selected Bill.

oThis payment will be recorded in the Payments Form for this Vendor.

oThis payment will also be reported in the Check Register Report with a Check Type of "H".

 

Credit Card - If the Credit Card option was selected as the Check Type, use the Drop-Down Selection List provided to Identify that Credit Card.

 

Check # - This field is manually filled in only when the Check Type option of Hand Check is chosen.  

Otherwise it will be filled in by the system later when the Auto Pay Checks are printed, or remain blank if a Credit Card was used for Payment.

When multiple Bills were paid to the same Vendor on the same Check, a memo will be included on the Check Stub indicating exactly which Bills are being paid with that Check.

 

Confirm # - When available, enter this information when appropriate. This will be added to the Payments Form record.

 

Batch # - By default, the Batch Number corresponding to the Default Date Paid (Today) is inserted automatically, even if you subsequently change that Date.

Frequently, the Batch Number will be changed because of the following reasons:

a)Your Company's Batch Number assignment methodology is different than the "standard" One Deposit for Each Day which matches that Calendar Day's Number

b)Your Company uses different Batch Numbers each day based on the type of Payment method (i.e., Auto Pay, Hand Check, Credit Card, E-Pay) used.

c)Your Company uses a continuously incremented Batch Number assignment methodology

d)You don't like the number assigned by the system (e.g., "13").

 

Overview - Setting a Batch Number - By default it will be the day number of Today's date.  Enter the desired Batch Number.

oIt is best to keep this simple.  However:

a.Batch Numbers may be assigned from 1 to 32637 (this limitation is a function of the field type into which you are entering this Batch Number).

b.A new numbering sequence may be started each month (using the current Date's Day number), so the same Batch Number will be used in multiple Months but the date will be different.

c.In some cases, the same Batch Number may be used for more than one day to group certain of these types of payments together.

d.Starting from 1 and increment the Batch Number perpetually (if you used 2 batch numbers for two deposits every day, 5 days a week, it would take over 60 years to use all of the numbers) is another option.

e.The down side of incrementing the Batch Number perpetually is that the next number to be used needs to be maintained manually.

f.The recommended method is that each month starts a new sequence so the same Batch Number can be used in multiple Months because in MKMS the records for Payments are automatically stored internally by Date and Batch Number to keep them clearly differentiated.

 

See the Batch Number variations in the illustration below

 

HelpFilesDisburementsPayBillsAmountToPay

Disbursements Form - Pay Bills Icon - various Check (payment) Types, and the running total of the Amount to be paid

 

Click the Pay Bills Icon at the top of the Disbursements Form when you have selected all of Bills that you wish to Pay.

 

HelpFilesDisbursementsInformationMessage

 

A Confirmation message will be displayed.

 

What happens next:

Those Bills that were Paid (partially, or in full) are automatically Allocated and are inserted into the Unprinted Checks file (report),

Those Bills that were paid in full will also be removed from the Outstanding Bills Listing.

 

Your final step is to Print the Checks.

As a result of this process, if multiple Bills from the same Vendor are designated to be Paid, they will be Paid on the Check, and a memo will be included on the Check Stub indicating exactly what Bills were being Paid with that Check.