AD Transaction Type

This transaction allows you to disburse payments to a vendor that have been authorized in Accounts Payable. AD transactions are generated for sites that process warrants, as well as those that process checks.

In disbursement request processing, the total amount paid to the vendor can be affected by the Discounts, Penalties, Interest, Retainage, Backup Withholding, and Contract Withholding.

If the Phase of the AD transaction is Final, you can transition to the Disbursement Query (DISBQ) page and the Disbursement Detail Query (DISBDQ) page. You can then return to the AD transaction by selecting the Back link on the DISBQ or DISBDQ pages.  

The following main events occur when processing a disbursement transaction:

• Budgets are updated by booking the cash expenditure;

• System control tables, such as Fund Balance and Balance Sheet Account Balance, are updated;

• The Check Reconciliation (CHREC) table gets updated to record the Disbursement Number, Check or EFT Number, Payment Amount, and Status of the disbursement;

• If the payment was eligible for intercept, the Intercept Request (INTR) table gets updated with the disbursement amount, which will reduce the outstanding amount to be intercepted

• In the case of intercepted External debts, the transaction insert records into the Pending Intercept Payment (INTP) table when the External entity requested a physical check for the amount intercepted on their behalf.

• If the payment was eligible for intercept, the Intercept Activity table (INTA) gets updated with the disbursement Transaction Code, Amount and Check or EFT Number;

• The Payment Request transaction’s closed amounts and disbursement amounts are updated;

• The corresponding Disbursement Request (DISRQ) table records are deleted;

• If retainage is taken, the Retainage Summary (RTGSUM) and Retainage Detail (RTGDET) tables are updated with the disbursement’s impact on retainage

• If the Disbursement is for a Fixed Asset Payment Request, the transaction insert records into the FAPL table.

• The View Procurement Folder link allows you to transition to the Procurement Management (PRCUID) page if this transaction is associated to a Procurement Folder. Once you transition to the PRCUID page from this transaction, a Back link will be visible. Selecting the Back link will transition you back to the Header section in the transaction before the PRCUID.

This transaction allows you to disburse payments to a vendor that have been authorized in Accounts Payable. An EFT transaction is generated for those vendors (and their corresponding disbursement requests) that are marked as EFT eligible and Generate EFT Payment flag is yes on Vendor/Customer (VCUST) table.  Once the EFT transaction has been processed and accepted it is passed to an EFT file generation process. This process generates an EFT file in record formats consistent with The Electronic Payments Association (NACHA) standards. The formats supported by Advantage Financial are:

• Cash Concentration and Disbursement (CCD): Developed by NACHA for the electronic transfer of funds between companies and trading partners.

• Corporate Trade Exchange (CTX): An electronic funds transfer format compatible with ANSI ASC X12 that carries information about both payments and transferring values.

• Prearranged Payment or Deposit (PPD): Developed by NACHA for the electronic transfer of funds between companies and trading partners.

• International ACH Transactions (IAT): Developed by NACHA for the electronic transfer of funds between countries.

If the Phase of the EFT transaction is Final, you can query it on the Disbursement Query (DISBQ) page or the Disbursement Query (DISBDQ) page. You can then return to the EFT transaction by selecting the Back link on the DISBQ or DISBDQ pages.  

If the Check Assignment in AD Processing (BATCH_CHK_ASSIGN) in APPCTRL is set to True, Check numbers will be assigned through the batch job "Check Number Assignment" in the AD chain.

If the Check Assignment in AD Processing (APPCTRL) is set to False, the AD transaction will execute logic to assign the Check Number when the AD transaction is successfully submitted to Final. To save check numbers for preprinted check stock when overflow checks are not to be printed, the check number assignment processing logic will perform the following for selected disbursements:

If the Print Overflow Check Stubs For Preprinted Stock (APPCTRL) equals Yes, the process shall void additional check numbers for overflow stubs on preprinted checks. For plain check stock, overflow stubs will print on additional stubs without any need to void checks.

If the Print Overflow Check Stubs For Preprinted Stock (APPCTRL) equals No and the Check Stock Type for the Bank Account Code of the disbursement equals Preprinted, the process shall only assign one check number for the disbursement, including the overflow check stubs.

If the Disbursement Type is equal to Check or Warrant, the process will set the Check/EFT Number on the Header equal to the Next Available Check Number on the BANK table.

If the Disbursement Type is equal to EFT, the process will set the Check/EFT Number on the Header equal to the Next Available EFT Number on the BANK table.

For EFT payments generated by the Automated Disbursement (AD) Chain, if the EFT_NUM_USE_DATE (EFT Number Use Date) parameter on the Application Parameter table is set to true (or if a value is not provided), then the Next Avail EFT No on the Bank table will use the first 8 digits for the current date and the remainder of the digits a sequence number for the EFT Number generated by the AD Chain. If the EFT_NUM_USE_DATE parameter is set to false, then the Next Avail EFT No on the Bank table will not include the date in the EFT Number generated by the AD Chain, but will use all allowed digits for the sequence number.

If the External Disbursement Option on SOPT is Disbursements & Claims, disbursement transactions for Claim Schedule generated through the AD Chain will not have check numbers assigned. Instead, these transactions will be assigned a Claim Schedule Number through the Claim Schedule Numbering process. When generated for Claim Schedule, the Claim Schedule Number Processed indicator is selected, and the Claim Schedule Print Indicator is set to Ready to Print.

On successful submission to Final, the disbursement transaction will call the Disbursement Stub Summarization routine prior to determining if check numbers should be assigned within the transaction or by the Check Number Assignment job.  The process shall perform the following:

• If the Transaction Function is Modification or Cancellation, the process shall delete the STUBDET records associated with the transaction.

• If the Transaction Function is New or Modification, the process shall perform the following:

• Summarize the disbursement transaction Accounting Lines using summarization parameters specified on the DISF for the Disbursement Type specified on the AD and EFT transaction and write the summarized records to the STUBDET table.

• Recalculate the Stub Detail Line Count field on the disbursement transaction Header setting the value equal to the number of records written to the STUBDET table.

For more detailed information, refer the Disbursement Stub Summarization process topic in this guide.

The Automated Disbursement (AD) Transaction Type has the following Transaction Codes that can be utilized by Disbursements (see below).

Transaction Name	Transaction Code	Intended Use
Automated Disbursement	AD	This transaction allows you to disburse payments to a vendor that have been authorized in Accounts Payable. AD transactions are generated for sites that process warrants, as well as those that process checks.
Electronic Funds Transfer	EFT	This transaction allows you to disburse payments to a vendor that have been authorized in Accounts Payable. EFT transactions are generated for payments that process Electronic Fund Transfer.

For detailed steps of how to perform a particular task, select from the following tasks:

• Create an Automated Check – cash model

• Create an Automated Disbursement with Adjustments

• To create an EFT, go to Create an automated Electronic Funds Transfer – cash model.