The disbursement process issues checks/warrants or EFT records for payments that have been authorized from the Purchasing and A/P process. Payments are selected for disbursement based on payment schedule dates, vendor terms, and discounts. The disbursement process records, monitors, and controls all activities associated with the disbursement of funds. This includes generating checks/warrants/EFT, and posting the activity to the ledgers and tables.
The following are key tables and pages that are used to setup and manage disbursements and are discussed later in this guide:
Disbursement Parameter ( DISPA) table - Contains disbursement request selection criteria for the Automated Disbursement process. This is one of the primary inputs to the disbursement process.
Disbursement Management (DISBM) page - The Disbursement Management page displays payments scheduled for disbursement. The page accepts search criteria such as vendor, scheduled payment date, and priority, to narrow the selection of viewable payments. It also allows you to modify specific disbursement options on individual and multiple payments.
Disbursement Management by Document (DISBMD) page - This page provides all of the functionality of DISBM with the added capability of searching by Document ID when locating scheduled disbursements and it provides users with greater control over the scheduling and prioritization of payments.
Disbursement Request (DISRQ) table - The Automated Disbursement process generates payments from records on the Disbursement Request table. The Disbursement Request table is not only the main source of data for disbursement management, but is also the central point of control for the disbursement process. Once payment request documents are submitted to Final, the disbursement options can be modified on this page.
Disbursement Priority (DISP) page - The disbursement priority data structure is used to define varying degrees of priority that may be assigned to individual disbursement requests. Disbursement requests are processed in ascending order of priority. This allows payments with higher disbursement priorities to be processed first and reduce the chance that the payment may be stopped due to cash restrictions or disbursement limits. If a Disbursement Priority is not entered on the payment request document, it will default to 99 which is defined as the lowest priority.
Disbursement Format (DISF) table - The Disbursement Format table is used to define each electronic or hard copy format that may be produced by the disbursement process. These formats will be an element of payment consolidation as well as designating specific payment layouts. This page offers entries for a standard check, a standard warrant, a standard remittance advice, and the following electronic file formats: CCD+, PPD+, CTX/820, and IAT. To implement additional formats, a record must be entered on the Disbursement Format table and corresponding application code must be developed for the formatting section of the Automated Disbursements process. Default payment formats may be entered on individual vendor records. When a disbursement request is generated, the disbursement format is inferred for the vendor record but may be manually overridden on the payment request documents. Disbursement Format is mandatory on payment request documents.
Disbursement Category (DISC) table - The Disbursement Category table is used to classify and/or consolidate payments. You should enter a record for each type of disbursement or application of funds that you wish to track. Once a record is entered on this page, it can be entered on vendor records, as payment selection criteria on the Disbursement Parameters page, or as a payment consolidation object on the Disbursement Request page at any point prior to the Automated Disbursements process. Disbursement Category also allows to define Disbursements that can be used for internal purposes. Disbursement Category is optional on payment request documents.
Disbursement Management Restriction (DISBMR) table – The Disbursement Management Restriction table is used to enter specific vendors, chart of account elements, or budget lines that you do not want updated or changed by Disbursement Management. There may be certain budgets, or chart of account elements that are of such high priority, that, once a payment is scheduled, it should never be held, rescheduled, or placed at a lower priority. If you choose to implement this feature, you can enter restricted chart of account elements or budget lines on the Disbursement Management Restriction page.
DC Event Type Crosswalk (DCXWLK) table - The DC Event Type Crosswalk (DCXWLK) table defines the Event Types that will be used on the Disbursement Cancellation (DC) document. For each referenced Event Type on the AD or MD document, the associated DC Event Type is listed.
AP Event Type Crosswalk - The AP Event Type Crosswalk (APEVXW) table defines the Event Types to be used during the processing of Disbursement documents (AD/EFT/MD). The event types must be established before processing disbursement documents.