Summary of Steps:
  1. Navigate to the Account Payable record you desire to pay in full or partially pay.
  2. Click the "Pay" button
  3. Adjust the amount for a partial pay if desired, discount or any of the editable fields
  4. Click"Pay"
  5. From the Cash Disbursement batch screen click to print a check if necessary. 
 
 
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9 Comments

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    Rebecca Ralls

    The heading of this article is a little misleading.  I was looking for best practice suggestions for cutting checks not based on AP. The only instructions regarding cash disbursements in the knowledge base assume they are being used to pay an AP. If creating checks that are not linked to an AP record is considered against best practice, it would be helpful to have that mentioned somewhere more specifically.

    The main question I was trying to find an answer to is, "Why does every Cash Disbursement *have* to belong to a batch?"

    I believe the main purpose of the batch is to manage posting/unposting and printing checks in a group, but requiring a batch even for 1-off checks can feel unwieldy for the users.

  • 0
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    Tony

    Hi Rebecca,

    Requiring the batch for the cash disbursement is just an architectural decision that was made to take advantage of some of the controls offered by Salesforce for objects with Master-Detail relationships. Accounting Seed does have plans for a quick Cash disbursement button off the Account record which would setup the batch and cash disbursement record all in one click. 

  • 0
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    Rebecca Ralls

    Thanks for the response, Tony.  That will be a useful button, once it's available :-)

    Prior to the implementation of that feature - what do you consider best practice for the creation of one-off Cash Disbursements?  

    Would you recommend creating a "default" batch on a daily/weekly/monthly basis (depending on the user's volume) so there is a batch handy to assign to the one-off payments?  Or is it better to create a separate batch for each check individually?

    Also - is it best to keep the disbursements in a batch to a single bank account? Or does it not matter if the Cash Disbursements within a Batch credit different bank accounts?

  • 1
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    Tony

    Rebecca,

    I would just create one batch called "Manual Disbursements" and assign them here. Maybe you would want to segregate this by year like "Manual Disbursements 2016".  The batch serves nothing more then the ability to unpost/post and delete a group of individual cash disbursements. 

  • 0
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    NATASHA PARKS

    Being able to cut checks without AP would definitely be a great add. Assigning it to multiple GL accounts would also help (for example, recording a monthly loan auto payment as one single disbursement assigned to Interest and Liability GL accounts).

    Edited by NATASHA PARKS
  • 1
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    Rebecca Ralls

    This seems like it should be obvious, but I'm coming up blank.  How do you record a payment to a credit card account and have it show up properly in the reconciliation to both the cash account and the credit card account.  Is the only option a journal entry?

    An AP doesn't work, because you can't clear AP in the reconciliation - although from a workflow perspective, this would be ideal so that you could put in the credit card bill and be reminded to pay it .  

    A Cash Disbursement directly from the cash account paid to the credit card doesn't appear to work - it appears that you can only clear the credit side of a cash disbursement. A negative cash receipt would show up on the credit card reconciliation, but not the cash, I'm guessing.

    I know a journal entry would work, but from a workflow perspective, it is the least desirable option.

  • 0
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    Tony

    Hi Rebecca,

    You do need to do a journal entry to record payment of a credit card account. We are adding the ability to create debit and credit journals via bank direct connect as well.

    Thanks,

    Tony

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    Christa

    Do Credit Card payments from A/P still require Journal Entry in order to Recon?  If so what is best practice?   Expense payment to a 'holding' acct, recon thru cash, but then JE from holding to credit card GL for credit card recon?

    Thanks!

    Christa

  • 0
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    Tony

    Christa,

    In the Buttercup release we are adding a reverse match from cash disbursements to accounts payable. This means that you can apply a payment made on a credit card to an account payable transaction. This will allow you to use the standard bank reconciliation out of the box. 

    Thanks,

    Tony

    Edited by Tony

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