Add a Disbursement

1. Access the Disbursements area.
   1. To access the General Ledger area from Home, 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.

   2. Click Disbursements on the navigation panel or Areas > Disbursements on the menubar.
2. Do one of the following:
   • Click the Add button to the left of the Disbursements list.
   • Click New > Disbursement on the options bar.
   • Click File > New > Disbursement on the menubar.
   • Press [Ctrl]+N.
   • With focus on the list, press [Insert] on your keyboard.
3. Select the appropriate bank account.
4. The Effective date defaults to the system date but can be changed if necessary.
5. The Accounting month defaults to the default system month but can be changed if necessary. For instructions on changing the default month, see Month-End.
6. Select a Default entry if applicable.
   
   Note: If you choose a default entry, some or all of the disbursement information is filled in automatically.
7. Enter a Description for the disbursement.
8. In the Pay to the Order of section, choose the entity Type.
9. In the field to the right, enter the lookup code.

To browse for the account, click the lookup button to the right of the field.

Make a selection in the Locate by field, enter at least one character in the field the right and then click Locate.

Select the entity in the list and click Finish or press [Enter].

10. The primary contact defaults into the Payee field but can be changed if necessary. Type the new name in the Payee field or click the lookup button to the right of the field to choose a different contact associated with the account, click the correct contact, and then click Finish or press [Enter].

Note: You must have Edit Payee rights to change this entry. See User Configuration.

11. The address for the selected contact defaults into the field but can be changed if necessary. If you type a new name into the Contact field, you can update the Address if necessary.
12. If you need to print a check, select the Print checkbox. If you are merely entering the disbursement as a record, enter the Check number.
    
    Note: You must deselect the Print checkbox in order to enter a check number.
13. If you are using Applied Epic to send an Electronic Funds Transfer, select the EFT checkbox and select a payment method from the corresponding dropdown menu.
14. If you selected Print, the Include check stub detail option is selected by default. Deselect this checkbox if you want to print the check only, with no supporting detail.
15. Optionally enter a Memo and/or Remittance.
16. In the Routing field, optionally enter any information dictating where the check should be sent (for example, if it should go to another employee before being mailed to the payee).
17. Use the Comments field to type any additional information that you wish to print on the check stub.
18. Click Continue.
19. Select the Premium checkbox (depending on the type of account you chose) if applicable (i.e. if this is a return premium or advance premium disbursement). If this disbursement is for a broker, you must select Return or Advance from the dropdown menu to the right; otherwise, this selection defaults according to the account type. Follow the instructions below.

Client, Finance Company, or Other Interest

• If you select the Premium checkbox

  20. Make a selection in the Apply to dropdown menu:
      • Account: The account displays.
      • Client: Click the lookup button in the field to the right. Locate the client and click Finish or press [Enter].
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the policy in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  21. Optionally select a GL Schedule from the dropdown menu.
  22. The current system date defaults in the Invoice date dropdown but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. The Description defaults from the previous screen but can be changed if necessary.
  25. If you chose anything but Selected Items in the Apply to field (step 20), enter an Amount and select Credit or Debit.
  26. To add another item to this disbursement, click the Add button to the left of the list. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if necessary.
      1. Click the Select Columns link label in the header bar.

      The Select Columns window displays.

      2. 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.

      

      3. 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.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  27. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

• If you do not select the Premium checkbox

  20. Enter the GL account number in the fields provided. To look up the account, click the lookup button .
      
      Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
      
      Highlight the appropriate account and then click Finish or press [Enter].
  21. Select a GL Schedule in the dropdown menu.
  22. The current system date defaults in the Invoice date field but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. Enter a Description and Amount.
  25. Select the Debit or Credit radio button.
  26. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  27. Choose an Agency and Branch.
  28. Select a Department and Profit Center if applicable.
  29. Click the Add button to the left of the list to add another item to this disbursement. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can change the columns that display in the list if you wish.
      1. Click the Select Columns link label in the header bar.

      The Select Columns window displays.

      2. 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.

      

      3. 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.
      4. Click OK or press [Enter] to save your changes.

      Click Cancel to close the window without saving your changes.

  30. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.

Broker

• If you select the Premium checkbox and select Return
  20. Make a selection in the Apply to dropdown menu:
      • Account: The account displays.
      • Client: Click the lookup button in the field to the right. Locate the client and click Finish or press [Enter].
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct policy in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  21. Optionally select a GL Schedule from the dropdown menu.
  22. The current system date defaults in the Invoice date field but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. The Description defaults from the previous screen but can be changed if necessary.
  25. If you chose anything but Selected Items in the Apply to field (step 20), enter an Amount and select Credit or Debit.
  26. To add another item to this disbursement, click the Add button to the left of the list. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label to change the columns that display in the list if necessary.
  27. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
• If you select the Premium checkbox and select Advance
  20. Make a selection in the Apply to dropdown menu:
      • Broker, Client, Finance Company, or Other Interest: Enter the account Code. If you do not know the account code, click the lookup button to locate the account. In the Available Accounts window that displays, enter at least one letter of the lookup code and then click Locate. Click to highlight the account.
        
        Click Finish or press [Enter] to choose the highlighted account.
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct item in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  21. The GL account # defaults.
  22. Optionally select a GL Schedule from the dropdown menu.
  23. The current system date defaults in the Invoice date field but can be changed if necessary.
  24. Enter an Invoice # and P.O. # if known.
  25. The Description defaults from the previous screen but can be changed if necessary.
  26. If you chose anything but Selected Items in the Apply to dropdown (step 20), enter an Amount.
  27. Click the Add button to the left of the list to add another item to this disbursement.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label in the header to change the columns that display in the list if necessary.
  28. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement. Fill in the enabled fields.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
  29. To close the window, click the X next to the disbursement on the navigation panel.
• If you do not select  the Premium checkbox
  20. Make a selection in the Apply to dropdown menu:

  1. • Cash on Account: The disbursement pulls from the company's Cash on Account required account. Click the Return Commission link label.
       
       In the Return Commission window that displays, select the Outstanding Item that you want to pay and click either Partial Payment or Full Payment.
     • • If you click Full Payment, you pay the entire amount.
       • If you click Partial Payment, enter the Amount you want to pay and click Finish.

  Click Finish or press [Enter] when you are finished.

  18. • Commission Statement: After you have filled in all other required fields, click the Pay Items link label.
        
        In the Pay Statements window that displays, select the Include statements for all payment addresses checkbox if applicable.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select multiple statements. Click Finish or press [Enter] when you are finished.
      • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button .
        
        Type at least the first digit of the account in the first field or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the account and then click Finish or press [Enter].
      • Premium Statement: After you have completed all other required fields, click the Pay Items link label.
        
        In the Pay Company Statements window that displays, select the Include direct bill statements checkbox if applicable.
        
        Note: Direct bill statement amounts display with the opposite sign. Because paying a positive direct bill statement in Disbursements actually reduces the amount being paid, positive direct bill statements display as negative and vice versa.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select multiple statements. Click Finish or press [Enter] when you are finished.
        
        Note: If any of the selected statements pays a statement associated with an agency not associated to the current bank account, a warning message displays: "Agency associated to this statement is not associated with the selected bank account.  Do you wish to continue and generate interagency journal entries?" Click Yes to use the selected agency to perform inter-company payments, or click No to choose another.

  21. Select a GL Schedule in the dropdown menu.
  22. The current system date defaults in the Invoice date field but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. Enter a Description and Amount.
  25. Select the Debit or Credit radio button.
  26. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  27. Choose an Agency and Branch.
  28. Select a Department and Profit Center if applicable.
  29. Click the Add button to the left of the list to add another item to this disbursement. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label in the header to change the columns that display in the list if necessary.
  30. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
  31. To close the window, click the X next to the disbursement on the navigation panel.

Company

• If you select the Premium checkbox

  20. Make a selection in the Apply to dropdown menu:
      • Broker, Client, Finance Company, or Other Interest: Enter the account Code. If you do not know the account code, click the lookup button to locate the account. In the Available Accounts window that displays, enter at least one letter of the lookup code and then click Locate. Click to highlight the account.
        
        Click Finish or press [Enter] to choose the highlighted account.
      • Policy: Click the Select Policy link label. Locate the account and click Finish or press [Enter]. Choose the correct item in the list and click Finish or press [Enter].
      • Selected Items: Click the Pay Items link label. Click on the appropriate outstanding item in the list. Click the Full Payment button to pay the item in its entirety.
        
        To pay for a portion of an item, click the Partial Payment button. Enter the Amount to pay, and then click Finish or press [Enter].
        
        Click Finish or press [Enter] to record the payment.
  21. The GL account # defaults.
  22. Optionally select a GL Schedule from the dropdown menu.
  23. The current system date defaults in the Invoice date field but can be changed if necessary.
  24. Enter an Invoice # and P.O. # if known.
  25. The Description defaults from the previous screen but can be changed if necessary.
  26. If you chose anything but Selected Items in the Apply to dropdown (step 20), enter an Amount.
  27. Click the Add button to the left of the list to add another item to this disbursement.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label in the header to change the columns that display in the list if necessary.
  28. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement. Fill in the enabled fields.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
  29. To close the window, click the X next to the disbursement on the navigation panel.
• If you do not select the Premium checkbox
  20. Make a selection in the Apply to dropdown menu:

  1. • Cash on Account: The disbursement pulls from the company's Cash on Account required account. Click the Return Commission link label.
       
       In the Return Commission window that displays, select the Outstanding Item that you want to pay and click either Partial Payment or Full Payment.
     • • If you click Full Payment, you pay the entire amount.
       • If you click Partial Payment, enter the Amount you want to pay and click Finish.

  Click Finish or press [Enter] when you are finished.

  18. • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button .
        
        Type at least the first digit of the account in the first field or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the account and then click Finish or press [Enter].
      • Premium Statement: After you have filled in all other required fields, click the Pay Items link label.
        
        In the Pay Statements window that displays, select the Include direct bill statements checkbox if applicable.
        
        Note: Direct bill statement amounts display with the opposite sign. Because paying a positive direct bill statement in disbursements actually reduces the amount being paid, positive direct bill statements display as negative and vice versa.
        
        Click on the statements to be paid in the list. Press [Ctrl] while clicking to select multiple statements. Click Finish or press [Enter] when you are finished.
        
        Note: If any of the selected statements pays a statement associated with an agency not associated to the current bank account, a warning message displays: "Agency associated to this statement is not associated with the selected bank account.  Do you wish to continue and generate interagency journal entries?" Click Yes if you want to use the selected agency to perform inter-company payments, or click No to choose another.

  21. Select a GL Schedule in the dropdown menu.
  22. The current system date defaults in the Invoice date field but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. Enter a Description and Amount.
  25. Select the Debit or Credit radio button.
  26. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  27. Choose an Agency and Branch.
  28. Select a Department and Profit Center if applicable.
  29. Click the Add button to the left of the list to add another item to this disbursement. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label in the header to change the columns that display in the list if necessary.
  30. Click Finish to complete the workflow.
      
      Click the Add button to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.
  31. To close the window, click the X next to the disbursement on the navigation panel.

Employee

• Click here for instructions.

  1. 20. Enter the GL account number in the fields provided. To look up the account, click the lookup button .
         
         Type at least the first digit of the account in the first field or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
         
         Highlight the account and then click Finish or press [Enter].
     21. Select a GL Schedule in the dropdown menu.
     22. The current system date defaults in the Invoice date field but can be changed if necessary.
     23. Enter an Invoice # and P.O. # if known.
     24. Enter a Description and Amount.
     25. Select the Debit or Credit radio button.
     26. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
     27. Click the Add button to the left of the list to add another item to this disbursement. Fill in the enabled fields. For help with this, start again at step 19.
         
         To delete an item in this list, click to highlight it and then click the Delete button or press [Delete] on your keyboard.
         
         You can click the Select Columns link label in the header to change the columns that display in the list if necessary.
     28. Click Finish to complete the workflow.
         
         Click the Add button to add another disbursement.
         
         Click Cancel or press [Esc] to exit the workflow without saving the information.

Vendor

• Click here for instructions.
  20. Make a selection in the Apply to dropdown menu:
      • General Ledger: Enter the GL account number in the fields provided. To look up the account, click the lookup button .
        
        Type at least the first digit of the account in the first field or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
        
        Highlight the account and then click Finish or press [Enter].
      • Government Statement: Click the Pay Items link label. The Pay Statements window displays.
        
        Optionally check Include statements for all payment addresses to view statements for payment contacts on the vendor account other than the contact selected when you entered the disbursement.
        
        Select the statement(s) to be paid and click Finish.
  21. Select a GL Schedule.
  22. The current system date defaults in the Invoice date field but can be changed if necessary.
  23. Enter an Invoice # and P.O. # if known.
  24. Enter a Description and Amount.
  25. Select the Debit or Credit radio button.
  26. To allocate this item, click the Get Allocation link label. See Using Allocations for more information.
  27. Click the Add button to the left of the list to add another item to this disbursement. Fill in the enabled fields. For help with this, start again at step 19.
      
      To delete a detail row, select it and click the Delete button or press [Delete] on your keyboard.
      
      You can click the Select Columns link label in the header to change the columns that display in the list if necessary.  
  28. Click Finish to complete the workflow.
      
      Click Add to add another disbursement.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information.