Bank Reconciliation > Recurring Bank Transactions > Recurring Disbursements > Amend, Update or Void Recurring Disbursement Template

To amend or update a recurring bank disbursement template, perform the following steps:

1.Access the Recurring Disbursement Setup function from the Transactions Menu of the Bank Reconciliation module. The Recurring Disbursement Setup function tab will automatically display the Search grid.

2.Select from the Search grid the recurring disbursement template you want to amend. Alternatively, enter in the Search field the transaction # or bank code of the recurring disbursement template you want to amend.

3.Once a recurring disbursement transaction # is selected, the Information page is automatically displayed showing the details of the selected bank disbursement template.

Note: The Recurring Transaction #, Bank # and Transaction Code fields are grayed out and inaccessible once the recurring disbursement template has been saved.

4.The Information Page allows you to set up the transaction code, required settings and general information about this recurring disbursement. You must enter the appropriate values in all fields; otherwise, the transaction will not be saved. Perform the following steps on this page:

oTransaction Code

Enter in this field the transaction code to identify the nature of this recurring disbursement. The transaction codes that will be accepted in this field are those that are assigned "Other Receipts" or "Interest Earned" transaction types. Alternatively, click on the List box button to display the available Transaction Codes; then, select an option from the list.

oDescription

Enter in this field a brief explanation of the recurring disbursement for your reference. This description becomes the default value in the GL Distribution Page's Line Item Description grid column.

Note: If the value in the Description field is changed, a message window pops-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, select No to configure AccountMate that only the GL Distribution Accounts entered after the change will be affected by the change.

oReference

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

oDisbursement Amount

Enter in this field the amount of the recurring 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.

oStatus

Click the List box button to select the appropriate status for this recurring transaction. You may select either "Active" or "Inactive" status. Note that you cannot generate transactions from inactive recurring disbursement templates.

oRecurring Frequency

Select in this field the frequency of occurrence for the recurring transaction. Click the List box button; then, choose to generate this recurring disbursement template either Daily, Weekly, Bi-Weekly, Semi-Monthly, Monthly, Bi-Monthly, Quarterly, Semi-Annually, or Annually.

oNumber of Cycles

Enter in this field the number of times you allow generation of disbursement transactions from this template. AccountMate automatically updates this field when you update the End Recur. Date field.

oNext Recurring Date

Enter in this field the next date when you need to generate a transaction from this template. AccountMate automatically updates this date by one cycle each time you generate a transaction from this template.

Note: The next recurrence date only serves as reminder as to when you need to generate a transaction from this template again since AccountMate will not automatically generate a transaction when that date comes. You must access the Generate Recurring Transaction function to generate the recurring transaction.

oLast Day

AccountMate will automatically mark the Last Day checkbox if the next recurrence date you entered was the the last day of any given month. This behavior is true when you select either monthly, bi-monthly, quarterly, semi-annually, and annually recurring cycles. Marking this checkbox indicates that the succeeding next recurrence dates will fall on the last day and not the same day of the respective month in the recurring cycle.

oEnding Recurring Date

Enter in this field the date when you want to stop generating disbursement transactions from this template. The end recurrence date must be greater than or equal to the next recurrence date. AccountMate automatically updates this field when you update the Number of Cycles field.

oLast Recurring Date

This read-only field displays the date when you last generated a disbursement transaction from this template. This field is blank until a transaction is generated from this template.

oPost to GL

Accept or amend the setting on this checkbox. Note that marking this checkbox configures AccountMate to transfer the transaction to the General Ledger module during period-end closing or transferring of data to GL. This checkbox is enabled only if the Prompt Before Posting option was selected in the BR Module Setup function; otherwise, this checkbox is inaccessible and marked by default.

5.The GL Distribution Page allows you to define the GL Account IDs to which you want to post the bank disbursement transaction whenever the recurring disbursement template is generated.

Note: This page is accessible only if the Post to GL checkbox in the Information Page of the Recurring Disbursement Setup function is marked.

a.In the Bank-Account ID field, review the read-only information about the GL Account ID, GL Account ID description, and amount to be credited for this transaction. The GL Account setting for the bank is configured in the bank account maintenance record.

b.In the grid section of this page, accept or amend the default values in the following columns:

oGL Distribution Account

Accept or amend the default GL Account IDs to be credited for this transaction. The default GL Account ID comes from the transaction code record. To change the GL Distribution Account ID, click the appropriate field under the column; then, enter the desired GL account ID. Alternatively, you may click the List box button to display all available GL account IDs; then, select your choice from the list.

oAccount Description

Review the GL Account ID description. The default value comes from the GL Account ID's description in the General Ledger Chart of Accounts.

oAmount

Accept or amend the default amount to be posted in the specified GL Account ID. The default amount is system-calculated based on the disbursement amount entered in the Information Page's Disbursement Amount field and the respective GL Account ID's distribution percentage specified in the transaction code maintenance record. The total distribution amount must be equal to the Bank-Account ID's amount field; otherwise, this transaction will not be saved.

oLine Description

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

c.To add a GL Account ID in the grid, click the Append row to end button or the Insert row before current button. If you want to delete a GL Account ID from the grid, highlight that ID; then, click the Delete selected rows button. A pop-up window appears when the Delete selected rows button is clicked. Select Yes to confirm; otherwise, select No to cancel.

6.In the Remarks Page, enter a narrative information about this disbursement transaction. 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 recurring bank disbursement template, click the Save button in the function Transactions toolbar; otherwise, click the Cancel button to remove all the settings made or click the Close button to exit from this function without saving your settings. After the save process is complete, a message window pops-up informing you that the recurring disbursement template is successfully saved and shows the recurring transaction # for the template. Click Ok to close the window and return to the Recurring Disbursement Setup function tab.

To void a disbursement transaction, perform the following steps:

1.Access the Record Bank Disbursement function from the Transactions menu. The Search screen will automatically display in the Record Bank Disbursement function window.

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

3.Click the Void button in the Transaction menu.

4.In the Void Date field, enter the date when the bank disbursement transaction will be voided in the system. The system 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 bank disbursement transaction. A message window will pop-up asking for confirmation to void the bank transaction. Click Yes to confirm, otherwise, click No.

Amend, Update or Void Recurring Disbursement Template

Amend, Update or Void Recurring Disbursement Template

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