This page 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 document, the Manual Disbursement document. The Manual Disbursement document 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 Manual Disbursement document has the capability to reference the Commodity based and Accounting based PR documents. Referencing of documents allows for easy document entry because the information on the document being referenced can be carried forward to the manual check. Referencing also backs out the appropriate accounting entries of the prior document. The Manual Check cannot be referenced by other documents except for the Disbursement Reclassification document. 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 number, check or EFT number, payment amount, and status of the disbursement;
The Payment Request document’s closed amounts and disbursement amounts are updated;
The corresponding Disbursement Request (DISRQ) table records are deleted if Payment Request document is referenced on the Manual disbursement document.
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 document inserts records into the FAPL table.
When the Disbursement document is cancelled with Cancellation type Hold or Reschedule, all the updates are backed out.
Modification to the Manual disbursement document 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 document.
If the Phase of the MD document is Final, you can transition to the Disbursement Query (DISBQ) page by selecting the Disbursement Query link, and you can transition to the Disbursement Detail Query (DISBDQ) page by selecting the Disbursement Detail Query link. You can then return to the MD document by selecting the Back link on the DISBQ or DISBDQ pages.
The following validations are needed when using Automated Payment Hold feature of Advantage:
On new or modified MD documents 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 Ref Doc Code populated with a Doc Code of either the PR or ABS Document Type.
If both of these conditions are true, the system will check DISRQ table for each MD Accounting Line that references a document of the PR or ABS Document Type. If the MD’s referenced document is not found on DISRQ then an error will be issued. If the MD’s referenced document 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 document 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 Ref Doc Code populated with a Doc Code of either the PR or ABS Document Type.
If both of these conditions are true, the system will check DISRQ table for each MD Accounting Line that references a document of the PR or ABS Document Type. If the MD’s referenced document is not found on DISRQ then an error will be issued. If the MD’s referenced document 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 has these sections:
For detailed steps of how to perform a particular task, select from the following tasks: