With the Disbursements Journal you can create checks for purchases that don’t involve inventory or accounts payable transactions. You can also record checks that were written manually.
Saving a Disbursements Journal check automatically updates the general ledger.
Important: Vendor Payments against outstanding payables should be recorded inVendor Payments, not the Disbursements Journal.
Disbursements Journal Field Descriptions
The following section discusses the individual fields on the Disbursements Journal.
If you have Disbursements Journal checks that occur on a regular basis, you can save them with Recurring checked. You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created. For more details on working with recurring entries, see “Recurring Entries.”
Print on Save
If checked, the Print dialog box appears immediately after a check is saved in the Disbursements Journal.
The account shown will be decreased by the Check Total when you save the check. This account is initially the account that was assigned to Cash Account on Interface Accounts. To change accounts, click the account shown and select another cash account from the pop-up list.
Enter a check number up to eight characters long to identify the disbursement. The last character must be a number.
After the disbursement is saved, the check number is automatically increased by one.
A pop-up list of vendors appears. If the pop-up list does not appear, vendors have not yet been set up.
On Windows, you can either enter a name from this pop-up list or type a 25
character name that’s not in the Vendor list and click “1 Time”. If the vendor name is typed in, MultiLedger won’t save the vendor name or track payments made to that vendor. To keep track of payments by vendor name, you must add the vendor on Vendor Setup.
On Macintosh, you can either enter a name from this pop-up list or click Cancel in the pop-up list box and enter a 25 character name that’s not in the Vendor list. If the vendor name is typed in, MultiLedger won’t save the vendor name or track payments made to that vendor. To keep track of payments by vendor name, you must add the vendor on Vendor Setup.
You should not use the Disbursements Journal to pay outstanding payables you’ve entered in Item Purchases or the Payables Journal. Those payments should be made in Vendor Payments.
Simply type over the highlighted day or use the +/- keys on your keyboard to increment/decrement the date. You can enter a date from the 30 open months, provided the month isn’t locked, in the form MM/ DD/YY.
Select a ledger account from the pop-up list. For more information on using pop-up lists, see “Using Pop-Up Lists.”
When you save the check, the account entered here is increased by the amount for the detail line. Usually, this is an expense account in the
Select a job for this detail line from the pop-up list. If the Jobs pop-up list does not appear, no jobs have been set up, or Skip Jobs (Ctrl-K on Windows or K on Macintosh) under the Edit menu is checked.
When the cursor enters this field, the name entered for Paid To is automatically copied to it and highlighted.
You can enter up to 25 characters of descriptive text for a particular detail line on the disbursement. The text entered here appears on the check stub and on reports.
Enter an amount for the detail line. If the amount has zero cents, you don’t have to enter .00.
New Line (Windows Only)
To enter another detail line to the check, click New Line or press ENTER.
This shows the current balance (from the general ledger) for the account listed for Cash Acct.
This shows the total for the check as you add detail lines to it. When you save the check, the Check Total amount decreases the account selected for Cash Acct.