Void a Disbursement

Voiding a disbursement creates an equal but opposite disbursement that offsets the original. If you void a disbursement that was used to pay a voucher or reconciliation statement, you will need to determine the appropriate action to take on the voucher or statement:

When voiding a disbursement used to pay one or more vouchers, you can choose to void and/or reopen the associated vouchers (meaning that they are no longer paid).

When voiding a disbursement used to pay a reconciliation statement, you can choose to leave the statement Unpaid (but still finalized) or to reopen it. If the statement is premium payable or commission payable, you can also choose to reverse it, and then determine whether to recreate the reversed statement.

Access the Disbursements area.
1. To access the General Ledger area from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. Click Disbursements on the navigation panel or Areas > Disbursements on the menubar.
The Disbursements screen displays. Enter your desired search criteria to populate the list.
To locate disbursements that match specific criteria, use the search bar. Make a selection in each dropdown menu to locate the desired disbursement. The fields vary, depending on the menu options you choose.

To sort by a different column, click the column heading by which you want to sort. Click one more time to change the sort order (from ascending to descending or vice versa).

The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.
To see the filter that is currently applied to the list, hover over the Search where text.
1. You can apply multiple filters if necessary.
  1. To apply multiple filters to the list, do one of the following:
  2. The Edit Filter pop-up window displays.
    
    Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.
  1. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
  2. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
  3. Click Finish when you have applied all of your desired filters.
    
    To exit the dialog without applying any filters, click Cancel.
You can change the columns that display in the list if you wish.
1. Click the Select Columns link label on the right side of the header bar.
The Select Columns window displays.
1. Select the checkbox next to each column that should be included in the list.
Deselect the checkbox next to each column that should be removed from the list.
1. Columns will display in the order in which they are listed. In the example above, Refer # would be the first column and Amount would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
2. Click OK or press [Enter] to save your changes.
Click Cancel to close the window without saving your changes.

Select the appropriate disbursement in the list.

Do one of the following:

Click Actions > Void Disbursement on the options bar.
Click Actions > Void Disbursement on the menubar.
Right click the disbursement and select Void Disbursement.

A Description of "Void Disbursement" defaults but can be changed if necessary.

The Accounting month defaults to either the current accounting month or the month on the disbursement if it is still open. This can be changed to any open month.

Optionally select a Reason for the void.

Enter additional Details if necessary.

If the disbursement was used to pay one or more vouchers, the Related Vouchers frame is enabled. Select the appropriate radio button:

Void: All vouchers associated to the disbursement are voided. The voided vouchers retain their association to this disbursement, and the offsetting vouchers are associated to the void offset disbursement.
Reopen: The vouchers are reopened with a status of Unpaid. They no longer retain any association to the disbursement.

If the disbursement is associated to a premium payable or producer/broker payable reconciliation statement, make the appropriate selection in the Update Payable Statements frame. If this frame does not display, continue to step 12.

Selections in this frame may default based on the void Reason selected.

Note: If the disbursement is in a locked, posted, or finalized month, Reverse is the only option available. The same is true if you opted to void related vouchers and the vouchers are in a locked, posted, or finalized month.

Unpaid: The statement’s paid status is changed to Unpaid, and it no longer retains any association to the disbursement. The statement status (Finalized or Approved) is not affected, so no further work can be done on the statement and it is once again available to be paid. Select this option if nothing on the statement needs to be modified. This option is not available if you chose to reopen related vouchers in the previous step.
Paid: This option only displays if you chose to reopen related vouchers in the previous step. The statement’s status is not affected.
Reopen: The statement’s paid status is changed to Unpaid, and it no longer retains any association to the disbursement. The statement status is changed to Suspended, meaning it can be worked on further. Select this option if items were flagged incorrectly on the statement. This is not an option if you chose to reopen related vouchers in the previous step.

Note: If suspended statements with the same criteria currently exist, you will receive a message that you cannot reopen the statement until they are finalized.
Reverse (not available for Combined Reconciliations): The statement is reversed. The original statement is associated to the voided disbursement, while the offsetting reversal statement is associated to the void offset disbursement. This is not an option if you chose to reopen related vouchers in the previous step. If you select Reverse, you must make a selection from the dropdown list to the right:
- <Do Not Recreate>: The statement is reversed and not recreated. Select this option if the statement was entered with incorrect criteria and must be started over.
- Recreate Finalized: A recreated version of the statement is generated with a status of Finalized, meaning it cannot be edited and is available for payment.
- Recreate Suspended: A recreated version of the statement is generated with a status of Suspended.
  
  Note: If suspended statements with the same criteria currently exist, you will receive a message that you cannot recreate a suspended statement until they are finalized.

If the disbursement is associated to a direct bill commission statement, make the appropriate selection in the Update Direct Bill Statements frame. If this frame does not display, continue to step 13.

Selections in this frame may default based on the void Reason selected.

Unpaid:The statement’s paid status is changed to Unpaid, and it no longer retains any association to the disbursement. The statement status is still Finalized. This is not an option if you chose to reopen related vouchers in step 10. No additional work can be done on the statement and it is once again available to be paid. Select this option if nothing on the statement needs to be modified.
Paid: This option only displays if you chose to reopen related vouchers in step 10. The statement’s status is not affected.
Reopen: The statement’s paid status is changed to Unpaid, and it no longer retains any association to the disbursement. The statement status is changed to Suspended, meaning it can be worked on further. This is not an option if you chose to reopen related vouchers in step 10.

Click Finish or press [Enter] to void the disbursement.

Click Cancel or press [Esc] to exit the workflow without voiding the disbursement.

Note: If you selected to reopen or reverse a statement, you may be prompted to enter an activity (depending on your system event configuration). This activity can be used to notify the activity owner to take the necessary follow-up actions on the reopened/reversed statement.