Cash Disbursements

The cash disbursements is where you can enter manual checks or "quick checks" that you would like the system to print for you. This will credit the cash account given and debit the expense accounts entered in the detail lines. Access this by choosing Cash Disbursements from the Tasks menu. Click the New button on the toolbar to add a new record.

Editing a Cash Disbursement

ID
Enter the ID of the payee to which this payment was made. If the ID entered is not in the file, the system will allow you to enter a payee's name and address for a payee that is not in the system already.

Address
This is the address of the person or company for which this payment was made. If a valid ID was entered above, no address will appear in this section and it will be grayed out. However, if a valid ID was not entered, the software will let you type in the address of the person or company for which the payment was made.

Cash Account
Choose the cash account that should be credited for the amount of this transaction. Only those accounts that were marked as bank accounts in the chart of accounts will be available for selection.

Check Number
Enter the check number that is/was on the manual check that was written.

Create a check to print out of the software - If this is not a manual check and is one that you want the system to print for you, leave the check number blank and a check will be placed in the print queue to be printed.

Check has already been written - If this is for a check or cash amount that has already been paid then enter anything in this field and a check will not be created or put into the queue to be printed. The check register will show this as already printed.

Invoice Number
If there is an invoice number associated with this payment, enter it here.

Post Date
Enter the date the payment should be posted to the general ledger. If today's date is correct, just press tab and the system will fill it in automatically.

Acct Date
Enter the date the payment was made, or the date of the check. If today's date is correct, just press tab and the system will fill it in automatically.

Account
Enter the account number for the expense you are entering. This will usually be one of the expense accounts. Choose the account from a list by typing it in, pressing the F2 key or by clicking on the Account button. If this is a well expense, you can leave the account blank. Once you enter a well and expense code, the system will fill in the Expense Clearing account automatically.

Item Description
Enter a description for this line item. The description describes the expense line being entered.

Well/Lease
Enter the Well Lease to which this expense applies. Choose the well from a list by typing it in, pressing the F2 key or by clicking on the Well/Lease button.

Exp Code
Enter the expense code for this expense. Choose the code by typing it in, clicking on the Exp Code button or by pressing the F2 key. PLEASE NOTE: only entries with both a well ID and an expense code on them will get processed by revenue distribution or run closing.

Dept
Enter the department code to which this expense applies. Choose the department by typing it in, clicking on the Dept button or by pressing the F2 key.

Amount
Enter the amount for this line item.

Prod Period
Enter the production period to which this expense should be allocated. If left blank, this expense will be left in the allocation file. To allocate this expense to a well, you would need to use the Tasks> Disbursement & JIB Tasks> Allocate Held Expenses .

Allocate All To
If this is a well expense that needs to be charged entirely to a single investor, enter the owner ID here, or pick them from the list by clicking on the lookup button or pressing the F2 key. An owner is eligible to have an expense allocated entirely to them only if they have a working interest in the specified well.

As each line item is entered, it will be added to the list box at the bottom of the . When all entries have been entered, press the Save button in the toolbar to save this payment entry.

Total Amount
This displays the amount of the payment as calculated by the number of detail lines entered below. This field is display only.

Print Notes on Check Stub
To print the notes on the check stub mark this option.

Notes
Enter any notes pertaining to this cash disbursement. These notes will print with the journal entry created for this disbursement.

If a check number was entered on this cash disbursement, there will be a new check in the register with that check number on it. If a check number was not entered, there will be a vendor check waiting to be printed on the Tasks> Check Processing> Print Checks .

Editing a Cash Disbursement

A check is added to the check register when a Cash Disbursement is saved. This can make it tricky to edit a Cash Disbursement record afterwards, since it is tied to a check register record that won’t allow you to edit it.

If you do need to edit a Cash Disbursement Record, you may need to first edit the check in the check register.
Create a backup prior to attempting these changes.
Locate the check in the check register and take a screenshot of it. Then delete the check number and unmark the printed option. If this has been reconciled then you will also need to delete the reconciliation date and unmark the Cleared option. Once these changes are made, you can edit the cash disbursement record. After the changes are made, go back to the check register record and fill in the fields that were previously deleted if they aren’t already filled in for you.
Only keep one window open at a time when you do this. Having multiple windows open can cause issues since these windows are dependent on each other.