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Retail Agent Disbursements

Quickly navigate to procedures included in this topic by clicking one of the links below:

To Create a Disbursement (Post / Print a Check)

To Print the Disbursement Checks

To Create a Disbursement (Post / Print a Check)

  1. On the Primary menu, click ORGANIZATION.
  2. Select the book level tab (such as territories) and click the Details icon next to the appropriate entity.
  3. Click the accounting > transactions > disbursements tab.

  1. Select a bank account from the list.
  2. Click [Add New Disbursement]. The Disbursement dialog box is displayed.  
  1. Select the Retail Agent Entity Type from the list.
  1. Enter at least two characters of the name for the entity or the Enterprise Code and click Search.

Note:  If the entity has an alternate payment address, it can be selected from the Select Address list.

  1. Select the entity in the search results and click OK. The disbursements tab is displayed.
  2. In the Payee area, click the Ellipsis button to select another address for the payee if necessary.
  3. Complete the Disbursement Header information.
  4. In the Navigation Toolbar, click Save. The following links are available in the Quick Navigation panel:

General Ledger

  1. In the Quick Navigation panel, click General Ledger.  Quick Navigation links vary by entity selected but the General Ledger link is available in all entity types.
  2. In the Navigation Toolbar, click Add Row to distribute general ledger activity.
  1. Click the Ellipsis button next to the Account Number box. Select the account number that will receive the payment until the funds are deposited.
  1. In the Debit box, enter the amount owed.
  2. In the Credit box, enter the amount being paid.
  3. Select the 1099 check box if the entity is 1099 reportable.
  4. Click the Ellipsis button in the LID # column to add a general ledger line item distribution for an employee. Line item distribution (LID) is used to track employee’s expenses that do not need to display on the general ledger.
  5. On the Navigation Toolbar, click Add Row if more than one payment to the same vendor must be made.

Accounts Payable

The Accounts Payable link, when selected, gives the opportunity to include any previous accounts payable entries in a disbursement.

  1. Select the transactions to pay.
  2. On the Navigation Toolbar, click Pay All Selected.

Reconciliation

The Reconciliation link, when selected, gives the opportunity to pull in any previous Retail Agent Payable Reconciliation that were created and posted.

  1. On the Quick Navigation panel, click Reconciliations.
  2. In the Reconciliations screen, click [Add New Reconciliation]. The selection screen is displayed.

Only posted Retail Agent Payable reconciliations will be available for selection. The amount can be a debit or a credit.

  1. Use the check boxes to select the appropriate reconciliation.
  2. Click OK.

Receivable Invoices

The Receivable Invoices link, when selected, gives the opportunity to pull in retail agent invoices that have created a retail agent receivable balance.

  1. Select the invoices to pay.
  2. Payable Invoices

The Payable Invoices link, when selected, gives the opportunity to view and select payables due retail agents.

  1. Select the invoices to pay.

Payments Received

The Payments Received link, when selected, gives the opportunity to refund or combine existing retail agent receive payments not previously applied to invoices.

  1. After Invoices are selected, click Receive Payment Details. Each line item is displayed.

Disbursement Posting

The Disbursement Posting link, when selected, gives the opportunity to create the final posting of the receive payment.

  1. In the Navigation Toolbar, click Post. A confirmation message is displayed to confirm the post, click OK.  The posted and printed from the Disbursement Summary screen.
  2. In the Navigation Toolbar, click Post. A confirmation message is displayed to confirm the post, click OK.  The posted and printed from the Disbursement Summary screen.

Note: Only the Disbursement Summary can be printed before a disbursement is posted. After post, the summary and various check styles can be printed.

Important: When posting to locked periods, keep the following in mind. If the staff member has rights to post to a locked period a dialog box is displayed letting the staff member know they are posting to a locked period. If the staff member does not have rights to post to a locked period, the only option is to change the date booked to an unlocked period. More information on rights for staff members to post to locked periods can be found at Transactions > Reconciliation Security.

  1. Once the disbursement has been posted, only the 1099 check boxes are editable. If it is necessary to update a 1099 selection, make the new selection and click [Update 1099].

To Print the Disbursement Checks

  1. On the Navigation Toolbar, click Print. The Print Disbursement Selection dialog box is displayed.

  1. In the Print Disbursement Selection list, select the appropriate check style.
  2. Select the Print Remittance Advice check box to open a separate PDF containing the remittance advice(s) for printing.
  3. Click OK. The check is then printed to Adobe® PDF format.
  1. On the Adobe PDF toolbar, click the File > Print. The Print dialog box is opened for print options.

Related Topics

Batch Printing