You use cash disbursements if you have created a manual cheque that does not have a payable invoice recorded in the system.

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1 Cash Disbursements You use cash disbursements if you have created a manual cheque that does not have a payable invoice recorded in the system. The System Default, TDES-CASH_DISBURSE_INVC_REQD should be set to: Y to indicate that an invoice must be entered in the Src Invc button OR N to indicate that an invoice does not need to be entered in the Src Invc button. To use cash disbursements: 1. From the Transactions menu, select Transaction Data Entry to open the Transaction Data Entry window (TDES001): 2. Enter cash disbursement information: In this field... Organization Act Date Source Status Qbyte Financial automatically enters the organization code for the organization receiving the invoice from the Maintain User Defaults window (ACTS043). To override this code, Select the List icon to open the List of Values pop-up window and select a different code. This automatically populated field displays the current open period information based on your User Defaults. Qbyte Financial automatically populates this field with information from the user-defined voucher source codes defined in the Maintain Validation Tables window (ACTS017) and more specifically from your User Defaults. The voucher status code. Qbyte Financial generates a voucher status using one of the following options from the drop-down list box: Archived voucher details are archived. Deferred voucher is saved but deferred until errors are corrected and it can be assigned a status of unposted. Posted voucher is posted to the G/L. Unposted voucher is saved but not posted to the G/L. Zapped voucher is deleted from the system. Type The user-defined cash disbursement voucher type. This code is set up in the Maintain Voucher Types window (ACTS080). select an accounts payable voucher type code. The default setting for voucher type is set up in the Voucher Type Code field of the Maintain Modules window (ACTS089).

2 Number Currency Remark Entered on Entered by Debits/Credits This automatically populated field displays a system generated number when an entry is saved or committed. You may be required to enter a number if your organization has not chosen the automatic voucher numbering default. This automatically populated field displays the currency code from the Maintain User Defaults window (ACTS043). To override this code, Select the List icon to open the List of Values pop-up window and select a different code. The control debit amount. Only required if the System Default ACTS012_BAL_ON_CONT_AMT is set to Yes. A user-defined description or remark about the voucher. This automatically populated field displays the current date. This automatically populated field displays the user ID of the person who entered the invoice information. This automatically populated field displays a current total of debits and credits and is updated after each entry. 3. Select the Cash Transaction tab to open the Cash Transaction window and Select the Cash Disbursement radio button to generate a cash disbursement: 4. Enter cash disbursement information: In this field... Bank Associate The bank account ID for the cash disbursements. Qbyte Financial automatically populates the description field. The client ID number for the associate being paid. Qbyte Financial automatically populates the name field.

3 AFE CC Activity Period Volume Continuity The AFE number. This field is required if the AFE requirement is set up in the The cost centre number. This field is required if the cost centre requirement is set up in the The production date, in the format YY/MM. This field is required if the activity date requirement is set up in the The volume amount for the invoice in the operating volume measurement. This field is required if the volume amount requirement is set up in the The continuity code for the transaction. This field is required if the continuity code requirement is set up in the select one of these codes: A(cquisition) D(isposal) N(ot applicable) O(ther) S(uccessful afford) T(ransfer) Medium Reference Transaction Date Translation Rate Rem The payment medium, such as cheque, funds, or wire transfer. The number of the manual cheque produced. The date to issue the cheque, in the format YY/MM/DD. The cash disbursement amount. This automatically populated field displays the latest translation/exchange rate. Qbyte Financial automatically calculates the product of the cash disbursement amount multiplied by the translation rate. The balance remaining when only a portion of the invoice is paid. 5. Select the Exit icon to return to the Transaction Data Entry window (TDES001). Qbyte Financial automatically populates certain fields in the Journal Entry tab with information from the Cash Transaction tab. 6. Recording a cash disbursement line items is similar to how you would enter an accounts payable invoice or journal entry line items, with a few key exceptions

4 In this field... Account AFE Item CC Num GL Sub Code Src Inv (button) The Major/Minor expense account number. The AFE number if required. The AFE Item number if required. The Cost Centre number if required. The GL Sub Code if required. The Source Invoice button is used to enter the invoice number, invoice date and invoice type for each expense line. If multiple expense lines are to be tied to the same invoice: the source invoice #, date and type must be entered exactly the same for each expense line. 7. Select the Save/Commit icon to save the information. After clicking Save/Commit the system automatically creates the payable entries and GST line(s) and pays the invoice.

5 8. Select the Exit icon to close the window.