Contents of the Cash Disbursements Form

After you open a cash disbursements transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The Project Information grid contains individual transaction line items.

Fields

Field	Description
Status	This field displays the current status of the transaction file.
Approved By/Rejected By	If the transaction file has been approved, then this field displays the approver. If the transaction has been rejected, this displays the employee who rejected and the reason.
Payment	Enter the payment number for this cash disbursement. If the selected bank has automatic numbering for transactions set up, [AUTONUMBER] displays in this field and you cannot enter a payment number. In this case, the payment number is based on the reference number specified in the Bank Transactions grid in Settings > Accounting > Transactions.
Date	Specify the date for this transaction.
Bank	Select the bank code to associate with this transaction. The bank code directs the implicit posting for the transaction entry file.
Payee	Enter the details of the entity to whom this payment is being directed.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in DPS, the Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field in the Diaries grid in the Diary Auto Numbering Options section on the Transaction Settings form in Settings > Accounting > Transactions.
Currency	This field appears if you use multiple currencies. This field displays the currency used for the transaction.
Exchange Override	This field appears if you use multiple currencies. This field displays any exchange override information including if you are overriding the exchange date or exchange rates. Click to update the transaction currency and the exchange rate for the transaction.

Project Information Grid Fields

Enter each line item for the cash disbursement in a separate row in the grid.

Field	Description
Description	Enter a description for the cash disbursement line item.
Project	Enter the project name or number or select a project from the Project lookup.
Project Name	This column displays the project number associated with the line item.
Phase	Enter the phase name or number or select a phase from the Phase lookup.
Phase Name	This column displays the phase number associated with the line item.
Task	Enter the task name or number or select a task from the Task lookup.
Task Name	This column displays the task number associated with the line item.
Account	Enter a general ledger account for the cash disbursement line item. The project type and account number must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead or promotional project, enter an indirect account. In the Account field, enter an account number or use the Account lookup to select an account. For expense transactions, the transaction amount is charged to the project, task, and account combination. If you use multiple currencies and a currency has been specified for this account in Settings > General Ledger > Chart of accounts, the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
Account Name	This column displays the general ledger account name for the line item.
Client Name	This column displays the name of the client associated with the project.
Net Amount	This field displays only if the Yes option of the Enable Tax Auditing Feature field is selected in Settings > Cash Management > Options. Enter the disbursement item's net amount that does not include the tax amount. After you enter an amount in this field, a tax amount is calculated automatically and prefills in the Total Tax Amount field if there were any default tax codes entered in the Default Taxes grid on the New File dialog box. (This dialog box displayed when you entered a new transaction file for the cash disbursement transaction entry.) If you change the amount in the Amount field, the amount in the Net Amount field is recalculated automatically.
Total Tax Amount	This field displays only if the Yes option of the Enable Tax Auditing Feature field is selected in Settings > Cash Management > Options. This field prefills with the calculated tax amount for a disbursement item after you enter an amount in the Net Amount field. The calculation is based on the net amount and the default tax codes that were entered on the New File dialog box when you created the transaction file for the cash disbursement. The tax amount that is automatically calculated, or the 0.00 that displays in this field if no tax codes are entered, is a blue underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box where you can change the tax codes to recalculate the taxes. You can also directly change the tax amounts. When you change the amount in the Total Tax Amount field, the amount in the Amount field in the grid is updated automatically.
Amount	Enter the amount of the disbursement item. If you use the Tax Auditing feature, the Amount field prefills with the sum of the amounts from the Net Amount field and the Total Tax Amount field. This is the total amount for the disbursement item. If you change the amount in the Amount field, the amounts in the Net Amount and Total Tax Amount fields are recalculated.
Exchange Override Rate	If you use multiple currencies, you can use this field to override the exchange rate for a single line item. DPS stores each transaction amount that you enter in the currency that you selected on the New File dialog box. DPS also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, DPS uses the daily exchange rates that you establish in Settings to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Due to Company	This field is enabled if you use multiple companies and an intercompany account is selected in the Account field. Use this field to select the company to which the account balance is due. The drop-down list includes all companies other than the company that owns the project/phase/task. If you also use Intercompany Billing, your company can generate intercompany invoices and AP vouchers. In this case, the Due to Company field is filled with the name of the company to which the balance is due. You must also enter a Due To company on any record associated with an account defined in the Intercompany Billing feature. This field is required when you select an account that is defined as a journal entry account or transfer cost account within the Intercompany Billing feature. This field is available but not required when you enter an account associated with a tax code defined within intercompany billing.