AP Disbursements

When you enter Accounts Payable (AP) Disbursements, you simultaneously enter a manual payment and an Accounts Payable voucher for the vendors in your database.

Multiple Companies

If you use multiple companies, you can modify or post only those transaction files owned by the active company.

Multiple Currencies

For Intercompany Billing, if the Post as they are generated option is not selected and the Enable for all transaction types configuration option is selected, then you may also need to put the created AP Disbursement transaction file through the manual approval process. If this process creates one or more AP Disbursement files, then these Intercompany Billing processes will be marked as Submitted.

AP Disbursements Paid With Credit Cards

If you use the Credit Card feature, you can enter an AP disbursement to pay a vendor invoice with a credit card. When you enter an AP disbursement, you select Credit Card in the Payment Method field on the New File dialog box when you create a new transaction file for the AP disbursements. This allows the AP disbursement to be included in the list of charges when you reconcile a credit card statement in Accounting > Credit Cards > Credit Card Reconciliation.

Posting

When you post an accounts payable disbursement transaction file in which the transactions have a payment method of Bank, Deltek makes the following entries:

• On both the accrual basis general ledger balance sheet and the cash basis income statement:
  • Debits the account specified in the accounts payable disbursement transaction data entry file's detail line, for the payable amount.
  • Credits the account associated with the bank code specified for the accounts payable disbursement, for the voucher line item amount.
• On the cash basis income statement, when the Enable detailed subledgers for intercompany billing option is selected in Settings > Advanced Accounting > Intercompany Billing:
  • For each intercompany transaction in which an expense is associated with a project owned by a company other than the company that owns the liability, Deltek posts a debit for the voucher line item amount to the cash basis suspense account.
  • When the intercompany voucher is paid, Deltek debits the expense account for the voucher line item amount.
• Posts the amount to the project specified. No projects are associated with balance sheet or other revenue and expense accounts, unless you use Organization Reporting.
• Updates team information for each level of the work breakdown structure when you use Planning.

When the AP disbursements in a transaction file have a payment method of credit card, the following general ledger entries are made:

• For the accrual-basis general ledger balance sheet:
  • The account that is specified in the AP disbursement transaction detail line is debited for the accounts payable amount.
  • The company-paid credit account that is specified for the secondary credit card that is entered for the voucher line item expense amount is credited. The company-paid credit account for a secondary credit card is entered in Settings > Advanced Accounting > Credit Cards.
• For cash-basis financial statements, the general ledger is not updated when the payment method for an AP disbursement is Credit Card.

Posting Log

Use a posting log to view information about a batch of transactions. Deltek produces a posting log each time that you post a transaction file.