Bank Reconciliation > Bank Disbursements > Amend or Void Bank Disbursements

Bank disbursement transactions that are not yet posted to the General Ledger (GL) can be amended or voided, provided that these transactions are not yet reconciled and the period is not restricted for posting. The rule is that once these disbursements are posted to GL, they can not be amended nor voided.

To amend a bank disbursement transaction, perform the following steps:

1.Access the Record Disbursement function from the Transactions menu. The Search screen is automatically displayed when this function is accessed.

2.Select from the Search grid the disbursement record that you want to amend. Alternatively, enter in the Search box the transaction #, bank code, transaction code, or description of the disbursement record that you want to amend.

3.Once a disbursement transaction is selected, the Information Page showing the details of the selected bank receipt transaction is automatically displayed.

Note: The Transaction #, Bank # and Transaction Code fields are inaccessible and grayed out once a bank disbursement record has been saved.

4.In the Information Page, amend or update the following fields:

oDisbursement Date

Enter in this field the date when the disbursement record will be posted in the system. AccountMate will not allow you to save this transaction if you have not entered a date in this field.

oDescription

Enter in this field a brief explanation of the disbursement for your reference. AccountMate will not allow you to save this transaction if you have not entered a value in this field.

Note: If the value in the Description field is changed, a message window will pop-up asking if you want to use the new description as the line description of all GL Distribution Accounts assigned to this transaction. Select Yes to confirm; otherwise, click No to tell the system that only the GL Distribution Accounts entered after the change will be affected.

oReference

Enter in this field any information that will help you identify the transaction such as customer number, document number or transaction type. This field is optional.

oCurrency Exchange Rate

If the bank account record is a foreign currency bank account, this field is displayed adjacent to the Currency field. You may amend the exchange rate in this field when necessary.

oDisbursement Amount

Enter in this field the amount of the disbursement. If you are using a bank account that uses a foreign currency, the amount entered in this field is shown in foreign currency amount to which the system will automatically convert when you save this transaction.

5.In the GL Distribution Page, you may add or delete GL accounts in the GL Distribution grid. For the existing GL accounts in the grid, you may amend or update the values in the following fields:

oAmount

Accept or amend the amount previously entered in this field. Take note that the amount entered in this field must be based on the GL Account ID's distribution percentage specified in the transaction code record. The total distribution amount must be equal to the amount in the Bank-Account ID field; otherwise, AccountMate will not allow you to save this transaction.

oLine Description

Accept or amend the description for the GL Account ID entry. The default value comes from the Information Page's Description field.

6.Review or update the narrative information about this disbursement record in the Remarks Page. You can enter an extensive description of the transaction in this area. The remarks will stay with this transaction and will be available whenever you open the transaction record.

7.To save the updates for this bank disbursement transaction, click the Save button in the Transaction toolbar; otherwise, click Cancel to revert your changes.

Note: The Reconciled checkbox is inaccessible once the disbursement record is saved. To mark or unmark the Reconciled checkbox, you must use the Reconcile Bank Account function. Please refer to the Reconcile Bank Account function topic for the details.

To void a bank receipt transaction, perform the following steps:

1.Access the Record Disbursement function from the Transactions menu. The Record Disbursement function tab will automatically display the Lookup grid.

2.Select from the Lookup grid the disbursement record that you want to amend. Alternatively, enter in the Lookup search box the transaction #, bank code, transaction code, or description of the disbursement transaction that you want to amend.

3.Click the Void button in the Transaction menu.

4.In the Void Date field, enter the date when the disbursement record will be voided in the system. AccountMate will not allow you to proceed with voiding the transaction if you have not entered a date in this field.

5.Click Save to proceed voiding the disbursement transaction. A message window will pop-up asking for confirmation to void the disbursement record. Click Yes to confirm, otherwise, click No.