Posting a Cash Disbursement Journal
Munis Version 10.3
Posting a Cash Disbursement Journal
Objective
This document provides step by step instructions on how to post the Cash Disbursement
Journal using the Cash Disbursement Journal program.
Overview
The Cash Disbursements Journal program performs two functions:
The program prints a list, or journal, of all checks processed in the Print Checks program,
and those created as direct disbursements in the Invoice Entry program.
The program creates journal entries to the cash and accounts payable accounts associated
with each invoice record created. An audit record is written for a check if the invoice paid
is liquidating a purchase order and the purchase order activity has an existing inventory
proof posted record for the paid invoice. You can see this record by selecting the Activity
option in Purchase Order Inquiry.
The successful execution of the Cash Disbursements Journal is a mandatory step in the
accounts payable process. This program cannot be run if certain other programs, such as
Invoice Entry, Print Checks, or another Cash Disbursements Journal, are being executed
simultaneously.
The program makes the necessary journal entries, debiting the accounts payable accounts and
crediting the cash accounts related to each invoice. Due-to/due-from accounts, if necessary, are
debited or credited. The source journal type for these transactions is APP - Accounts Payable
Payments.
Prerequisites
Before you can successfully complete this process, you must ensure that roles granting the
necessary permissions have been assigned to your user account. If the roles have not been
established, contact the system administrator to have them updated or added into the Munis
system.
Confirm the following:
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You have menu access to the Cash Disbursements Journal program.
The Invoice Entry process is complete.
The Select Items to be Paid program has been completed.
The Print Checks or the EFT Processing programs have been completed.
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Posting a Cash Disbursement Journal
Munis Version 10.3
Procedure
Complete the following steps to complete the Cash Disbursements Journal program:
1. Open the Cash Disbursements Journal program.
Financials > Accounts Payable > Cash Disbursements > Cash Disbursements Journal
2. Click Define.
3. Complete the fields according to the following table.
Field
Check Information
Execute This Report
Cash Account
Check Run
Description
This list allows you to use Munis Scheduler to process the report. If you
select Now to process the report immediately, click the Print or Text File
button to print or save the file. If you select In Background (now) to
process the report a single time using the event log and e-mail
notification features, or At a Scheduled Time to establish a specific time
when the report runs, the program uses Munis Scheduler.
This is the cash account number for the checks that were printed and
need journal entries created for them.
Because it is possible to post disbursements to more than one cash
account, run this journal for each cash account used when creating
vendor checks.
The default value for this box is the cash account established in
Accounts Payable Settings, but you can change this.
The check run is the name or number identifying the group of checks
that were processed.
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Field
Checks Dated Through
Description
This list identifies the date through which checks dated are included in
the journal.
Each selection updates the dates in the Date box. The program uses
the dates relative to your selection at the time you Execute This Report.
For example, if you select Today, the program uses the current date at
the time the report is run.
If you select Enter Check Date, you must complete the subsequent
Date box with a specific date through which you want checks to be
selected. The default value is the current date, but you can change this.
The date is required.
Include Alignments/Checks This check box, if selected, directs the program to include all void and
Without Check Run
alignment checks in the journal posting process up to the defined
“Checks dated through” date. If not selected, the program only includes
checks with the defined check run number in the journal posting
process.
This check box is only accessible if you define a check run number in
the Check Run box.
Include/Exclude/Select
This option determines whether the journal should include voided
Only Void Checks
checks.
Journal Entry Data
GL Effective Date
This list identifies the effective date the program uses to select records
for the report. This is the effective date to be recorded on the journal
entries being created. This date does not determine the period the
journal entries post, but is informational, indicating the date they were
created.
Each selection updates the dates in the Date box. The program uses
the dates relative to your selection at the time you Execute This Report.
For example, if you select Today, the program uses the current date at
the time the report is run.
If you select Enter Effective Date, you must enter a specific effective
date in the subsequent Date box.
The default values are a blank value to the current date.
Year/Period
This list identifies the year and period for the journal entry records. The
default value is the value of the Default Year/Period box in General
Ledger Settings, but you can change this if you have the appropriate
permissions.
If you do not have Override Accounting Period permissions, these
boxes are not accessible. You can only post to the default year and
period.
Each list selection updates the dates in the Year and Period boxes. The
program uses the dates relative to your selection at the time you
Execute This Report. For example, if you select Today, the program
uses the current date at the time the report is run.
If you select Within Year/Period, you must complete the subsequent
Year and Period boxes to establish when the transactions are posted.
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Posting a Cash Disbursement Journal
Field
Reference
Munis Version 10.3
Description
This box allows you to enter any reference information that should
become part of each journal entry created. For instance, the initials of
the person who updated the journal can be entered.
This box updates the Ref1 box in Journal Entry/Proof.
Print Options
Include the Invoice
GL Accounts
Print
This check box, if selected, causes the report to include invoice general
ledger accounts in the report.
This option causes the program to print either the org/object codes or
the full general ledger account number.
This option is accessible and required if the Include the Invoice GL
Accounts check box is selected.
Include Invoice Project
This check box, if selected, directs the program to include the project
Accounts
account strings in the report.
Include Invoice Detail
This check box, if selected, causes the report to include the invoice
Descriptions
detail description on the disbursement report.
If checked, the invoice detail description prints on the second line of
invoice detail.
Include Invoice Number
This check box, if selected, causes the report to include invoice
numbers. The default value is cleared.
Include Document Number This check box, if selected, causes the report to include document
numbers. The default value is cleared.
If you clear the Display Document Numbers check box in Accounts
Payable Settings, this option does not function.
Include Voucher Number This check box, if selected, causes the report to include voucher
numbers. The default value is cleared.
If you clear the Display Voucher Numbers check box in Accounts
Payable Settings, this option does not function.
Positive Pay Options
This group is designed for use with BizTalk software.
Generate Positive Pay
When this check box is selected, the program generates a positive pay
XML File
export file in XML format. This export file is saved to the directory that
was defined during initial setup of your organization's BizTalk interface
with Munis.
Bank Account
This box contains the bank account for which to generate the positive
pay file. The program retains the last entered bank account number as
the default value for all program screens that contain a Positive Pay
Options section. Updating the default bank account causes the new
entry to become the new default value.
Click Accept
.
In the status bar, the program displays the number of checks found matching the selection
criteria.
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Click Browse
to view a list of journal entries containing account, invoice number, and
amount details.
Click Print on the ribbon to print the Cash Disbursement Journal.
The program displays the Output dialog box.
Select the Save output option, and then click OK.
If the Update Cash During Cash Disbursements Journal check box is selected in Accounts
Payable Settings, when you choose the Print or Text File option from the ribbon to create
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the Cash Disbursements Journal report, the program displays the AP Cash Disbursements
screen for entry of a cash flow reference code. Enter the reference code and click Accept
to continue.
The program displays a Post confirmation message.
Click No in order to proof the journal report before you post it.
Open the Saved Reports program.
Double-click the Cash Disbursement Journal Report to review.
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Review the Cash Disbursement Journal.
The first section of the report is a detailed list of the cash disbursements to be included in
the cash disbursement journal.
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The second section of the Cash Disbursement Journal displays the Grand Total of the
disbursement.
The third section of the report displays the Journal Entries to be created at the time the
Cash Disbursement Journal is posted.
The last page of the journal details the journal entries that are made once the update
occurs.
Once the Cash Disbursement Journal has been proofed, output the report again and on the
Output dialog box, choose the output type option or printer you would like to use, and then
click OK.
The program displays a Post Disbursements confirmation message.
Click Yes to output and post the journal.
Results
The checks have been posted to the general ledger.
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GL Impact
A journal entry is created with a source code of APP crediting cash and debiting accounts
payable.
What’s Next?
The positive pay file can be created and transmitted to the bank.
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