Update Cash Disbursements

Use this program to correct any errors made when entering miscellaneous cash disbursements and checks. TAM does not let you file an out-of-balance entry. Errors can occur, however, such as applying the entry against the wrong account or typing the wrong description or schedule for an entry. Keep the following items in mind when using this program:

• You cannot change the agency to which a cash disbursement has been posted. To change the agency, void the entry and then re-enter it under the proper agency.
• You cannot change cash journal numbers on cash disbursements that have already been entered into the system. To change the cash journal numbers, you can 1) use the Transfer of Funds option to move the cash disbursement to the proper account, or 2) void the entry and reenter it under the proper journal number.
• You cannot change a client code, offsetting account, or amount on a cash disbursement. To change any of these, void the line and enter the proper information in a new cash disbursement.
• You can use this program to update UNPOSTED cash disbursements only.
• You may not delete cash journal entries once they have been filed. If they are no longer needed, use Void a Disbursement to cancel the entry.
• To update POSTED cash disbursements, in the current accounting month, record a cash receipt or disbursement entry that makes the needed adjustment to the cash account balance and the balances of any offsetting accounts, or use the Backpost Adjustments option on the Journal Entries menu to make the necessary adjustment.

Use the following steps to update cash disbursements.

1. At Home Base, click Accounting.
2. Click Disbursements.
3. Click Update Cash Disbursements.
4. Double click in the Journal Number field to list the cash journal accounts. Select the desired account from the list and click OK.
5. Double click in the Agency field to choose the agency for which the disbursement is being updated.
   
   If only one agency has been installed or if the selected cash journal is used by only one agency, no agency code is required.
6. Choose whether to update a Check or Miscellaneous disbursement by clicking the desired radio button in the lower left corner.
7. The number of the last disbursement of this type displays in the Last Check Number/Last Misc. Number field. In the Check Number/Misc. Number field, enter the number of the check/miscellaneous disbursement to update, then press [TAB].
   
   Note: If this disbursement was entered in a month that has already been posted, you are only able to update the Schedule and Description, or add accounting notes.
8. Click Revise to display the selected cash disbursement data. See Enter Cash Disbursements for more information on the fields available on this screen.
9. Click Detail to display the disbursement detail window and make any necessary changes to offsetting entries.
10. Revise the disbursement entry as desired and click Accept. The updated entry displays in the lower half of the window. Make sure the Entry Totals (debits and credits) are in balance.
11. Click OK to confirm the revised disbursement entry.
12. Click Yes to file the revised disbursement.