Cancel and Reissue a Disbursement

The most common approach to reissue a payment is to cancel the original disbursement document and reschedule the referenced payment request documents.  This will be illustrated in this prototype script and referenced as Option 1 (disbursement cancel and reissue) throughout this document.  An AD document will be used, but the same steps may be followed for an EFT document. Similarly the steps can be followed on the Manual Document to cancel and Re-issue the disbursement since the steps are same for MD document also.

The steps below are for the cancellation and re-issuance of a check by canceling the original disbursement document.

1. Identify the disbursement document associated with the Check that requires cancellation and re-issuance. Ensure that it has not cleared the bank (i.e. marked Paid).

2. Discard (Select Edit from the Discard action menu) the disbursement document to create a cancellation version of the document.

3. Enter the information to cancel the disbursement:

   Set Cancellation Type to Reschedule. Select a Cancellation Reason. For example, set Cancellation Reason to Lost if the check is lost. Select a Scheduled Payment Date. For example, set it to 3/10/2006 if this is the date you would like this to re-disburse.

4. Submit the cancellation version to final and view updates.  The cancellation will reopen the referenced payment documents and place each line back on disbursement request with the rescheduled payment date entered on the cancellation.   The Cancelled Disbursement flag on the Disbursement Request (DISRQ) record being created for re-disbursement will be checked (set equal to True), thereby identifying the record as being created from a cancelled disbursement. If a discount was taken on a disbursement line, the system will set the Discount Term Applied (1-4) on the Disbursement Request (DISRQ) record to True, if the corresponding Discount Term Applied (1-4) on the AD/EFT Accounting Line is set to True.

5. (System Administrator) Execute AD Chain to reissue check. View the disbursement document that represents the reissued check. Note, this step is likely to occur as part of the regularly scheduled AD Chain run, but you could schedule a special (that is, online disbursement) run to print the check immediately.  In the case of the cancellation of the MD document, you can create another MD document by copy forwarding the Payment request document.