Payroll check disbursements

Security

Built-in filters

Disbursements determine how an employee receives his/her pay.

Disbursement rules can be set up for each disbursement set assigned to an employee. Disbursement rules are defined on the Disbursement tab of the employee record. These rules are applied whenever a check is created by the Process Payroll Run wizard. These disbursements cannot be changed unless the check is merged and the disbursement line does not have a reference.

Some more fun facts about disbursements:

Printed check disbursements and direct deposit disbursements cannot be changed once they have a reference. Although these disbursements cannot be changed, they can be voided. When a disbursement is voided, a reversal line is created. After that, new disbursement lines can be entered.
Disbursements on a manual check can be changed up until the corresponding GL entry is merged.
Disbursements cannot be changed if the underlying check is a voided check or a reversal check.
Disbursements cannot be deleted from a voided check.

Maintain a payroll check disbursement

Disbursements for printed checks and direct deposits can be edited until a reference is entered. Manual checks can be edited until the GL entry is merged.

To maintain a disbursement:

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Disbursements folder.
In the HD view, locate and double-click the disbursement you want to change to load it in the Disbursement window.

Perform only the steps you need to update the disbursement record.

From the Method drop-down list, select how to disburse the check. Your options are:
- Direct Deposit
- Manual
- Printed Check
- Reversal
If "Manual" is selected in the Method field, the Reference field is enabled. Enter a reference note about the disbursement such as the check number or direct deposit batch.
Enter the Amount of the disbursement.
Enter the Date of the disbursement. This date is typically the check date or direct deposit date.
If "Direct Deposit" is selected in the Method field, the Direct Deposit Account field is enabled. From the drop-down list, select the routing number and account number of the direct deposit account for this disbursement. The options listed come from the disbursement accounts defined on the employee record.
The Source field shows the source amount of the disbursement. Valid sources are:
- Net Pay. The disbursement amount is calculated from net pay.
- Deduction. The disbursement represents an employee-specific payment of a deduction or tax. A deduction disbursement can be used to make deposits to accounts such as an employee's Health Savings Account (HSA).
If necessary, select the correct source from the drop-down list.
In the GL Bank Account field, enter the GL bank account for the disbursement. This field defaults to the bank account designated on the check's Payroll Run tab.
Save your changes.

Void a payroll check disbursement

Check Disbursements Listing

Purpose

The Check Disbursements Listing provides a list of checks disbursed from Payroll.

Content

For each check disbursement included on the report, the listing shows:

batch - entry - disbursement number
disbursement method
disbursement date
amount disbursed.

The following totals appear on the report:

bank account totals
employee totals
grand totals.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Checks > Disbursements folder.
Start the report set-up wizard.
- To report on all or a filtered subset of disbursements:
  1. Right-click the Disbursements folder and select Select and Report > Check Disbursements Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected disbursements:
  1. In the HD view, select the disbursements to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular disbursement from the Disbursement window:
  1. In the HD view, locate and double-click the disbursement to report on. The Disbursement window opens with the disbursement loaded.
  2. Click .
Select the Options tab.
In the Group By field, select how to group disbursement records on the report. Your options are:
- Employee
- GL Bank Account
- GL Liability Account
In the Include field, select the information to include on the report. Your options are:
- Detail
- Totals Only
In the Employee Order field, select the sort order for employee records on the report. Your options are:
- Code - Base the sort order on the employee code.
- First Name First
- Last Name First
Select the Output tab.
In the Design field, look up and select the report design to use.
There are two built-in report designs for the Check Disbursements Listing:
- Check Disbursements - This design lists disbursements by employee then by account or by account then by employee (depending on the grouping you select) and shows the batch - entry - disbursement number, disbursement method, disbursement date, and amount disbursed.
- Check Register - This design lists disbursements in check number order followed by direct deposits and shows check number, void flag, check date, employee code and name, and check amount.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Employees
Checks
Check disbursements

Disbursement Record ID

Check

Displays the batch name and entry number of the check associated with this disbursement.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Disbursement

Displays the number of the disbursement line.

Check Date

Displays the check date for the check associated with the disbursement.

Employee

Displays the employee code for the employee on the check associated with the disbursement.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Net Pay

Displays the net pay amount on the check associated with the disbursement.

Disbursement tab

Void?

Displays "Void" if this disbursement has been voided.

Method

The disbursement method for this disbursement. Valid options are:

Direct Deposit
Manual
Printed Check
Reversal

Reference

A reference note for the disbursement; e.g., check number, direct deposit batch, or a manual entry.

Amount

The amount of the disbursement.

Date

The date of the disbursement. Typically, this is the check date or the direct deposit date.

Direct Deposit Account

If the disbursement is by direct deposit, this field shows the routing number and account number of the account receiving the direct deposit. The options available in the drop-down list are the disbursement accounts defined on the employee record.

Nickname

If the disbursement is by direct deposit, the nickname of the direct deposit account.

Type

If the disbursement is by direct deposit, the type of direct deposit account. Valid types are:

Checking
EFT Canadian
Savings

Source

The source amount of the disbursement. Valid sources are:

Net Pay. The disbursement amount is calculated from net pay.
Deduction. The disbursement represents an employee-specific payment of a deduction or tax. For example, a deduction disbursement can be used to make deposits to an employee's Health Savings Account (HSA).

GL Liability Account

The liability account for the disbursement. This is the same account as the liability account on the check's Payroll Run tab.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

GL Bank Account

The GL bank account for the disbursement. Unless changed, this is the same account as the GL bank account on the check's Payroll Run tab.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Payee

The name and address information for the payee for this disbursement. This information corresponds to the employee's disbursement location.

Common accesses available on check disbursements

Access	A user with this access can...
Change	Use the mass change action on check disbursements.
Data	Have read-only access to check disbursements from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete check disbursements.
Edit	Edit check disbursement records.
Read	Have read-only access to check disbursement records.
Report	Run reports with check disbursement information.
Report Designs	Create and edit report designs with check disbursement information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to check disbursements.
Shared Filters	Create and edit shared filters on check disbursements.
Visible	View the Disbursements folder in the Navigation pane.

The following built-in filters are available for disbursements:

Filter Name	Effect
? Batch	Prompts for a batch name and lists disbursements in a batch with a name that contains the specified search string.
? Check Date Range	Prompts for a range of dates and lists the disbursements for check dates in that range.
? Disbursed By	Prompts for the user name of the user who made a disbursement and lists the disbursements by users with a user name that contains the specified search string.
? Employee Code	Prompts for an employee code and lists disbursements to employees with an employee code that contains the specified search string.
? Employee Name	Prompts for an employee name and lists disbursements to employees with a name that contains the specified search string.
Canadian EFT	Lists disbursements made by Canadian EFT.
Current Employees	Lists disbursements for current employees.
Direct Deposits	Lists disbursements made by direct deposit.
Manual	Lists manual disbursements.
Printed Checks	Lists disbursements made by printed check.

From

The email account from which to send the email. Valid options are:

Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.

The email address(es) to which to send the email. Separate email addresses with semi-colons.

The email addresses to copy on the email. Separate email addresses with semi-colons.

BCC

The email addresses to blind copy on the email. Separate email addresses with semi-colons.

Subject

The subject line.

Text box

The body of the email.

AccountingWare, LLC

5225 S Loop 289, #207

Lubbock, TX 79424

806.687.8500 | 800.354.7152