GL Cash Disbursements

This menu option produces a report of all checks within a specified range, along with the detail of for what the money was spent. In the case of checks written to pay for specific invoices, this is accomplished by scanning the Accounts Payable invoice file and retrieving the needed invoice disbursement data. When Cash Disbursement is selected from the General Ledger Main Menu, the following screen will come into view

Click on any column header to sort the listed items. This will be useful when the list of reports has grown.

To modify the information used in generating the report, press the Add button or highlight the desired report title and press the Change button. For more information, see Add or Change a Cash Disbursement Report

Press the Delete button and the following screen comes into view Press the Yes button and the highlighted record will be deleted and the previous screen comes into view. If the No button is pressed, the program returns to the previous screen.

To print a report, press the Print button For more information, see Printing Reports.

Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
A. There is no information within the selected limits. Remove all limits, then, one at a time, reinsert the limits. If the report still will not print, insert a new report title.
B. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.

1.	Report Description: Cash Disbursements Journal
	Report Sample: Cash Disbursements Journal
2.	Report Description: Summary of Cash Disbursements
	Report Sample: Summary of Cash Disbursements

To Add or Change a report, press the Add button or highlight the desired report title and press the Change button. The following screen will come into view. This screen displays the complete listing of every check in the Transaction File. Several limits may be set to narrow the list down to a very small range of checks.

Following is a description of each of the limits. Check the appropriate boxes and enter the desired limits. When all desired limits have been set, press the OK button.

The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.

If this option is selected, only the User listed in the User field can change or delete this report.

The journal can be printed for any account which has been specified as a Checking account using the General Ledger Accounts program. Specify the desired checking account or press the lookup button and the General Ledger Accounts screen comes into view. The description of the account will be listed next to the lookup button.

Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular fiscal period or range of fiscal periods. To limit transactions to a particular fiscal period, enter the first and last periods of the desired fiscal periods. To limit transactions to a single fiscal period, enter that period in both the From and To fields.

Selects the first period in a range of fiscal periods or a single fiscal period. Enter the fiscal periods or press the lookup button and the Fiscal Period Maintenance screen comes into view. Highlight the desired record and press the Select button.

Selects the last period in a range of fiscal periods or a single fiscal period. Enter the fiscal periods or press the lookup button and the Fiscal Period Maintenance screen comes into view Highlight the desired record and press the Select button.

Selects the dates to be reported on. Check the box. Specify the dates in the From and To box by clicking on the lookup button. A Calendar will come into view. Caution: Setting date ranges can greatly reduce the speed of report calculation.

Activates the ranges defined on the next lines. This option may be used to limit checks to a particular check number or range of check numbers. To limit transactions to a particular check number, enter that check number in both the From and To fields.

Selects the first number of a check or range of check numbers. Enter the check number.

Selects the last number of a check or range of check numbers. Enter the check number.

Activates the ranges defined on the next lines. This option may be used to limit check numbers to a particular check amount or range of check amounts. To limit check numbers to a particular check amount, enter the amount in both the From and To fields. Example: To print only checks that are under $100, check the Select Amount box enter $0.00 in the From . Enter $99.99 in the To Field.

Selects the first amount of a check or range of check amounts. Enter the check amount.

Selects the last amount of a check or range of check amounts. Enter the check amount.

Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.

Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.

Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.

Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.

Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.

The Cash Disbursement Journal is a very useful report for reconciling Bank statements. The limit field settings for this listing are displayed in the lower left hand corner.

This column show the description of the transaction. The name of the transaction will be listed. If this is a check transaction, the account and check number will be displayed. The name of the Subcontractor, Vendor or Customer will be listed if applicable.
Example
A. Invoice -> "Trade Invoice "
B. Check -> "Cash Account, Check # 12345"
C. Progress Billing --> "Trade Invoice Detail"
D. Subcontractor, Vendor, Customer --> " James Stewart" or "Jones Paint and Gas"

The amount of the check is listed. The Check amount is the sum of all the Detail Amounts.

This is the individual items that comprise the check. For example: In the Check Register below ABC Electric Corp has 3 Detail Amounts but only one Check amount. The Check amount is the sum of all the Detail Amounts.

These are accounts which will receive job or equipment cost transactions. It is a general ledger posting account.

The Cash Disbursement Summary is a simple report which lists the account number, cost disbursement and description, along with the date and amount of each transaction.

The amount of the transaction will be printed. Deposits and other debits will be listed as positive amounts. Checks and credits will be indicated as negative amounts.