Contents of the Cash Disbursements Form

After you open a cash disbursements transaction file, the fields that display in the header fields at the top of the form apply to the entire transaction. The grid fields represent individual transaction line items.

Fields

Field	Description
Payment	Enter the payment number for this cash disbursement. If the selected bank has automatic numbering for transactions set up, [AUTONUMBER] displays in this field and you cannot enter a payment number. In this case, the payment number is based on the reference number specified on the Transaction Auto Number tab in Configuration > Accounting > System Settings.
Bank	Select the bank code to associate with this transaction. The bank code directs the implicit posting for the transaction entry file.
Date	Enter the date for this transaction or click and select the appropriate date.
Payee	If you want a specific name to display on the payment, enter that name in this field.
Diary	This field displays only if you have set up a diary in Accounting System Settings Configuration for the fiscal period or fiscal year in which you are entering transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as an accounts payable payment processing run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering tab in Configuration > Accounting > System Settings that have the same fiscal period or fiscal year in which you are entering transactions, or no fiscal period or year entered for them. If you have multiple companies, the Diary drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction, or enter a reversing transaction.
Diary Number	This field prefills with an auto-generated number when you save a transaction. The diary numbers tie the specific transactions to debit and credit entries that are posted to the general ledger for the purpose of producing diary reports. The auto numbering ensures that the diary numbers are sequential, based on the order that transactions are posted. The next number to use for a diary is specified in the Next Diary Number field on the Diary Auto Numbering tab in Configuration > Accounting > System Settings.
Status	This field displays the current status of the transaction file.
Approved By	If the transaction file has been approved, then this field displays the approver.

Cash Disbursements Grid Fields

Enter each line item for the cash disbursement in a separate row in the grid.

Field	Description
Description	Enter a description for the cash disbursement line item.
Project	Perform one of the following actions to enter the project number: In this field, enter all or part of the project number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the project from the list. Click to display the lookup and select the project record.
Phase	Perform one of the following actions to enter the phase number: In this field, enter all or part of the phase number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the phase from the list. Click to display the lookup and select the phase record.
Task	Perform one of the following actions to enter the task number: In this field, enter all or part of the task number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the task from the list. Click to display the lookup and select the task record.
Account	Enter a general ledger account for the cash disbursement line item. The project type and account number must be compatible. If the disbursement is for a regular project, enter a reimbursable or direct account. If the disbursement is for an overhead project, enter an indirect account. Perform one of the following actions to enter the account number in this field: In the Account field, enter all or part of the account number. Vision searches for matching records in your database. If only one possible match is found, Vision enters the record. If more than one possible match is found, Vision displays a list of all possible matches. Select the correct account from the list. Click to display the lookup and select the account record. For expense transactions, this amount is charged to the project, task, and account combination. For labor transactions, this amount is charged to the employee, project, task, and labor code combination. If you are using the Multicurrency feature and a currency has been specified for this account (on the General tab of the Accounts Info Center), the account is a foreign denominated account. All transactions affecting a foreign denominated account must be in the same currency.
Net Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings. Enter the disbursement item's net amount that does not include the tax amount. After you enter an amount in this field, a tax amount is calculated automatically and prefills in the Total Tax Amount field if there were any default tax codes entered in the Default Taxes grid on the New File dialog box. (This dialog box displayed when you entered a new transaction file for the cash disbursement transaction entry.) If you change the amount in the Amount field, the amount in the Net Amount field is recalculated automatically.
Total Tax Amount	This field displays only if the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings. This field prefills with the calculated tax amount for a disbursement item after you enter an amount in the Net Amount field. The calculation is based on the net amount and the default tax codes that were entered on the New File dialog box when you created the transaction file for the cash disbursement. The tax amount that is automatically calculated, or the 0.00 that displays in this field if no tax codes are entered, is a blue underlined hyperlink. Click the hyperlink to open the Tax Codes dialog box where you can change the tax codes to recalculate the taxes. You can also directly change the tax amounts. When you change the amount in the Total Tax Amount field, the amount in the Amount field in the grid is updated automatically.
Amount	If you do not use the Tax Auditing feature, enter the amount of the disbursement item. If you use the Tax Auditing feature (the Enable Tax Auditing Feature check box is selected on the Tax Auditing tab in Configuration > Accounting > Company Settings), the Amount field prefills with the sum of the amounts from the Net Amount field and the Total Tax Amount field. This is the total amount for the disbursement item. If you change the amount in the Amount field, the amounts in the Net Amount and Total Tax Amount fields are recalculated.
Exchange Override Rate	If you use the Multicurrency feature, you can use this field to override the exchange rate for a single line item. Vision stores each transaction amount that you enter in the currency that you selected on the New File dialog box. Vision also stores the amount in the functional currency of the company that owns (via organization structure) the project, phase, or task charged for the transaction. If the transaction currency and functional currency differ, Vision uses the daily exchange rates that you establish in Configuration to calculate the amount in the functional currency. Usually, a transaction is recorded using the exchange rate in effect on the date the transaction took place, unless you specify an override in this field.
Due to Company	Vision enables this field if you use the Multicompany feature and an intercompany account is selected in the Account field. Use this drop-down to select the company to which the account balance is due. The drop-down lists all companies other than the company that owns the project/phase/task. If you are also using the Intercompany Billing feature, within Multicompany, it is possible for your company to generate intercompany invoices and Accounts Payable vouchers. In this case, the Due to Company field is filled in with the name of the company to which the balance is due. You must also enter a Due To company on any record associated with an Account defined in the Intercompany Billing feature. This field is required when you select an account that is defined as a journal entry account or transfer cost account within the Intercompany Billing feature. This field is available but not required when you enter an account associated with a tax code defined within intercompany billing.