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

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, this field will contain the payee's address from the ID record. If a valid ID was not entered, 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. If this is not a manual check and is one that you want the system to print for you, leave the check number blank. If the check number is entered in this screen, the check will not be placed in the print queue.

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

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

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

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 category, 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 category for this expense. Choose the category by typing it in, clicking on the AFE/Cat button or by pressing the F2 key. PLEASE NOTE: only entries with both a well ID and an expense category 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 screen.

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 screen. When all entries have been entered, press the Save button in the toolbar to save this payment entry.

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

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

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 screen.

Changing an Existing Cash Disbursement/Payment

To change an existing disbursement, Choose Cash Disbursements from the Tasks menu. Find the payment that needs to be changed by clicking on the List button in the toolbar at the top of the screen and then choosing the payment from the list.

Make any necessary changes to the Cash Disbursement. A detail line can be modified by double-clicking on it at the bottom of the screen to bring it back up to the editing area. When you are finished modifying the payment, click on the Save button in the toolbar.

If you are editing an existing payment and want to cancel the changes you have made, click on the Revert button in the toolbar, or close the form without saving.

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