Add a New AP Disbursement File

You can add a new Accounts Payable disbursement file in Transaction Entry. In the disbursement file, you enter one or more AP disbursements to process.

To add a new file and enter disbursements:

  1. On the Navigation menu, click Transaction Center > Transaction Entry.
  2. In the Transaction Type field on the Transaction Entry form, select AP Disbursements.

    The transaction type list is filtered based on your security role's access rights. If you use multiple companies, this list is further refined based on the active company. See the Accounting tab of Role Security for more information.

  3. Click New.
  4. On the New File dialog box, complete the following actions:
    1. In the File Name field, enter a name for the transaction file.
    2. If this will be a recurring transaction, select the Recurring option.
    3. In the End Date field, enter or select the ending date for the transaction file.
    4. In Currency, choose the currency to be used for the transaction.
    5. Optional. In the Control Total field, enter an amount and use the related fields to specify the bank and default tax code information.
    6. If you use the Credit Card feature, in the Payment Method field, select the method of payment for the disbursement: Bank or Credit Card.
    7. Enter the Default Bank and Default Voucher Date to prefill in the AP Disbursement entry form for the transaction file.
    8. If you use the Tax Auditing feature, use the Default Taxes grid to add or delete default tax codes to prefill on the AP Disbursement entry form.
    9. Click OK.
    The dialog box closes and the transaction file opens to display the AP Disbursements form.
  5. Complete the fields on the AP Disbursements form to specify the payment (check) number or credit card transaction ID, bank or credit card, vendor, address, invoice date, and invoice number.
  6. To add line items for the disbursement, add rows to the grid, and enter information in each row; each row represents a single line item.
    Option Description
    To add a new line item Place the row selector on the row above where you want to add the new line item and click Insert.
    To add a new line item that is similar to an existing one Place the row selector on the row that you want to copy and click Copy. Modify the data on the new row.
    To delete a line item Place the row selector on the row and click Delete.
  7. Click Save. The fields below the grid display summary information for the transaction file.
Parent Topic: How to work with AP Disbursements