Overview

Similar to Bank Deposits for Cash Receipts and Journal Entry Lines, you can create Bank Disbursements for Cash Disbursements and Journal Entry Lines. The Bank Disbursement screen allows you to group multiple Cash Disbursements and/or Journal Entry Lines that cleared the bank as one lump sum. These outgoing expense payments that appear on your bank statement as one combined amount, might also display on the Bank Direct Connect – Unmatched Bank Transactions tab as a possible match.

Note: Click here to view the above image in full screen. 

When you are ready to perform a Bank Reconciliation, a Bank Disbursement will display as one single line item, which can be cleared on the reconciliation.

Important: For existing AP Automation customers who are using automated payments: After the Winter '25 release has been installed, when Bank Reconciliations are performed on Cash Disbursements, and the Bank Disbursement field is NOT blank, you will need to clear the Bank Disbursement on the Bank Reconciliation instead of on the Cash Disbursement.

When creating a new Bank Disbursement, keep the following points in mind: 

• Ledger, Bank GL Account, and Disbursement Date are required fields. Fields, such as the Ledger Amount and Amount will be updated when you associate records with this Bank Disbursement.
  
  
• The End Date that displays above the data grid on a Bank Disbursement will default to the Disbursement Date, and the Start Date will be one month behind the End Date. However, the Start Date and End Date can be changed, as necessary.
  
  
• When a new Bank Disbursement is saved, since no records have been associated, the Unassociated tab will display, as in the sample screen below.
  
  Note: Click here to view the above image in full screen. 
  
  
• In addition to the dates, you can filter information on the data grid by Type, which includes All, Cash Disbursement, or Journal Entry Line. The data can also be filtered by Amount. And, there is a Filter Results textbox that you can use to enter desired data (such as a Vendor name) to filter information on the data grid.
  
  
• If changes are made to Start Date, End Date, Type, or Amount filters, the Search button can be clicked to update the search results on the data grid.  
  
  Note: When you enter search information in the Filter Results textbox, if search results are found, the data grid will automatically update without having to click the Search button. 
  
  
• Cash Disbursements and Journal Entry Lines can be selected and associated to a Bank Disbursement. Then, all associated records on a Bank Disbursement can display as one line item on a Bank Reconciliation.
  
  
• On the Associated and Unassociated tabs, you can click the View hyperlink to view additional information about the record.
  
  Note: Click here to view the above image in full screen. 
  
  Note: The fields that display in the View pop-up box are based upon the Bank Disbursement Search field set on the Cash Disbursement and Journal Entry Line objects. If you want to modify this field set on either of these objects, refer to the Edit a Field Set article.
  
  
• When a record has been associated with a Bank Disbursement, the Bank Disbursement field on the Cash Disbursement or Journal Entry Line is updated with a hyperlink to the Bank Disbursement number.
  
  Note: When a Journal Entry Line has been associated with a Bank Disbursement, it cannot also be associated with a Bank Deposit, and vice versa.
  
  
• Since the Bank Disbursement field will be on the Cash Disbursement and Journal Entry Line records, from the Detail tab, if you know the Bank Disbursement Name, you can manually associate a Bank Disbursement directly from these records without accessing the Bank Disbursement page.
  
  Note: If you manually associate a Bank Disbursement directly from a Cash Disbursement and/or Journal Entry Line, the Ledger, Bank GL Account, Currency, and GL Variables must be the same as on the Bank Disbursement. Additionally, the date on the Cash Disbursement and/or Journal Entry Line must be less than the Disbursement Date on the Bank Disbursement.
  
  
• In order to display in the data grid on a Bank Disbursement as an unassociated record,  a Cash Disbursement or Journal Entry must be posted.
  
  
• In Bank Direct Connect, you can manually match a bank transaction to a Bank Disbursement. Also, Bank Disbursements will be automatically matched on the Bank Direct Connect – Unmatched Bank Transactions tab based upon the Automated Match setting in Bank Settings.
  
  
• Once a Bank Disbursement has been cleared on a Bank Reconciliation, the records on the Bank Disbursement cannot be associated or unassociated. A message will display to indicate that the Bank Disbursement must first be uncleared.
  
  
• A Bank Disbursement is NOT the same as a Cash Disbursement batch.
  
  • • Bank Disbursements are used for Bank Reconciliation purposes, to clear payments that clear the bank in a batch.
    • Cash Disbursement batches are used for in-house check printing, to identify the starting check number.
      
      
• When using AP Automation, if a payment fails, the Status field on the Bank Disbursement will be set to “FAILURE.”
  
  Note: The Payment Service Status field on the related Cash Disbursement will display as “Declined.” Additionally, the Payment Service Status Note field will display with the “This payment failed, please contact Accounting Seed Support” message.
  
  
• Once a Bank Disbursement has been matched to a bank transaction in Bank Direct Connect, a warning message will display in the Associate/Unassociate section on the Bank Disbursement record. If you associate or unassociate records, this will un-match the Bank Disbursement from the bank transaction.

Related Cash Ledger JEL associated with Bank Deposit/Bank Disbursement

Note: This is only applicable if you are using Multi-book Accounting.

If you have Journal Entry Lines (JELs) that were only posted to a Related Cash Ledger, which display on a Bank Deposit or Bank Disbursement, and subsequently, on a Bank Reconciliation, unassociate the JELs from the Bank Deposit or Bank Disbursement.

Note: This issue will be corrected in a future release.

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Create a Bank Disbursement

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Bank Disbursements.
2. Click New. The New Bank Disbursement dialog box displays.
   
   
   
   
3. Complete the following required fields:
   
   1. Bank GL Account
   2. Ledger - if left blank, this will default to the user's default Ledger. 
   3. Disbursement Date - this defaults to today's date. Click the Calendar icon to change the date, if necessary. 
4. (Optional) Complete any additional fields.
5. Click Save.
6. Scroll down to the Associated/Unassociated tabs to view any unassociated records that are within the date range.
   
   Note: Remember that the End Date defaults to the Disbursement Date, and the Start Date will be one month behind the End Date.
   
   Note: Click here to view the above image in full screen. 
   
   
7. (Optional) Update any/all of the search filters, as necessary. Then, click Search to display the updated information in the data grid.
8. From here, select each row(s) that you want to associate with this new Bank Disbursement. Then, click Associate.
   
   The Associated tab will display all associated records, and the Ledger Amount and Amount fields will be updated with the sum total of the associated records.
   
   Note: Click here to view the above image in full screen. 
   

Note: All associated records will be included (as a batch or one line item) on this Bank Disbursement when you are ready to perform a Bank Reconciliation.

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