MD Transaction Type

The Manual Disbursement transaction has the capability to reference the Commodity based and Accounting based PR transactions. Referencing of transactions allows for easy transaction entry because the information on the transaction being referenced can be carried forward to the manual check. Referencing also backs out the appropriate accounting entries of the prior transaction. The Manual Check cannot be referenced by other transactions except for the Disbursement Reclassification transaction. When the Manual Disbursement is processed to final, it updates the following:

• 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 transaction number, check number, payment amount, and status of the disbursement;

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

• The corresponding Disbursement Request (DISRQ) table records are deleted if Payment Request transaction is referenced on the Manual disbursement transaction.

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

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

When the Disbursement transaction is cancelled with Cancellation type Hold or Reschedule, all the updates are backed out.

Modification to the Manual disbursement transaction is permitted until the Check is printed.  Once the check is printed, online modification is not permitted. Only the Cost Accounting Reclassification job can modify the transaction.

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

This transaction records manually written checks or warrants in the Advantage Financial system. On-demand checks are usually issued immediately, when the recipient of the check or warrant cannot wait for the normal disbursement. In Advantage Financial, the above situation can be handled in two ways: issue an on-demand check from the system or manually write/type a check. Both situations can be handled with one transaction, the Manual Disbursement transaction. The Manual Disbursement transaction can be used to do the following:

• To record manually written checks or warrants in the system after they have been written

• To enter the Manual Disbursement first then submit the check data to be printed on the physical check

The Expense Adjustment Manual Disbursement (EAMD) page is an adjustment entry transaction, which can be used to both liquidate a payment request and also move funds to a revenue source/liability/asset account; however, it cannot create checks. The Adjustment Entry flag on this page is automatically set to True upon Validate/Submit of the transaction. You have the option of creating two accounting lines or one that references the payment request transaction or general accounting expenditure by using the copy-forward functionality to this transaction. This page functions similarly to the Manual Disbursement (MD) transaction in that it provides the ability to reference and close a payment request transaction without producing a check. It can also record manually written checks or warrants in the system after they have been written, and additionally enter the Manual Disbursement first then submit the check data to be printed on the physical check. However, the EAMD page differs from the MD transaction in that it allows you to make adjustments to payment requests by updating the event type, whereas the MD transaction does not allow adjustments. Also, the EAMD transaction cannot be modified or cancelled and the Modify and Cancel flags on the Transaction Control (DCTRL) page should remain unchecked.

The following validations are needed when using Automated Payment Hold feature of Advantage:

On new or modified MD transactions with the Manual Check flag set to Yes on the MD Header, the following validation will be performed:

• On a Validate/Submit, the system will determine if both of these conditions are true:

• The Automated Payment Hold parameter on Application Parameters (APPCTRL) page is set to True, and

• At least one of the MD accounting lines has the Referenced Transaction Code populated with a Transaction Code of either the PR or ABS Transaction Type.  

• If both of these conditions are true, the system will check DISRQ table for each MD Accounting Line that references a transaction of the PR or ABS Transaction Type. If the MD’s referenced transaction is not found on DISRQ then an error will be issued. If the MD’s referenced transaction is found on DISRQ then the system will generate errors based on these combinations:

Bypass Non-System Holds	Current Hold Type	Outcome
Yes	Blank (Null)	No error message
Yes	Not Blank (Not Null)	Warning Message
No	Blank (Null)	No error message
No	Not Blank (Not Null)	Warning Message

On new or modified MD transaction types with the “Manual Check” flag set to No on the MD Header, the following validations will be performed:

• On a Validate/Submit, the system will determine if both of these conditions are true:

• The Automated Payment Hold parameter on Application Parameters (APPCTRL) page is set to True, and

• At least one of the MD accounting lines has the Referenced Transaction Code populated with a Transaction Code of either the PR or ABS Transaction Type.  

• If both of these conditions are true, the system will check DISRQ table for each MD Accounting Line that references a transaction of the PR or ABS Transaction Type. If the MD’s referenced transaction is not found on DISRQ then an error will be issued. If the MD’s referenced transaction is found on DISRQ then the system will generate errors based on these combinations:

Bypass Non-System Holds	Current Hold Type	Outcome
Yes	Blank (Null)	Warning Message
Yes	Not Blank (Not Null)	Overrideable error Message
No	Blank (Null)	No error message
No	Not Blank (Not Null)	Overrideable error Message

The Manual Disbursement (MD) Transaction Type has the following Transaction Codes (listed alphabetically by Transaction Name).

Name	Transaction Code	Intended Use
Expense Adjustment Manual Disbursement	EAMD	This is an adjustment entry transaction, which can be used to both liquidate a payment request and also move funds to a revenue source/liability/asset account; however, it cannot create checks.  The EAMD page differs from the MD transaction in that it allows you to make adjustments to payment requests by updating the event type, whereas the MD transaction does not allow adjustments.
Manual Disbursement	MD	This transaction records manually written checks or warrants in the Advantage Financial system.

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

• Create a Manual Disbursement Referencing a Payment Request

• Create a Manual Disbursement with No Reference

• Create a Manual Check with Adjustment Amounts