nextgen trustee department disbursements this class will cover the various methods of handling...

NextGen Trustee Department

Disbursements

This class will cover the various methods of handling department disbursements. Whether entering them

manually or importing a file, we will cover the process from bringing them into your system to the end by

reconciling them manually or by file import from your bank. We will also discuss the best reports needed for

handling the department disbursement cycle.

Department Disbursements - InquiryTrustee – Department Disbursements - Disbursements

There are several “View” options to use when searching for Department Disbursements

All search view options will allow you to select the department and type or leave those as “all” if desired

View by department allows you to search by disbursement number

All other options are by date range for the date type selected in the view

Department Disbursements - InquiryAfter doing a search for disbursements, double click on the record you want to view to open it.

You can view the detailed information for the disbursement, including any bank reconciliation and export batch information

Department Disbursements - InquiryIf the disbursement has been distributed, go to the Distributed Transaction tab and double click on the transaction record to view it

The General Tab shows basic information about the transaction, including the date, transaction number and the total debit and credit amounts

The Internal Notes tab will have any notes that have been added for the transaction

Department Disbursements - Inquiry

Click on the Entries tab to view the GL entry for the distribution.

Note: The transaction information and GL entry is for all disbursements that were distributed with the selected record.

Department Disbursement Corrections & Voids

If a department disbursement has not been distributed or reconciled, you can make corrections to any of the data fields except Bank Reconciliation, Export Batch, and Void information.

If a department disbursement has been distributed or reconciled and you need to make corrections, you will have to void and re-enter it

To void a disbursement, bring it up on the disbursements screen, click on the Options Wheel in the ribbon bar and select “Void Department Disbursement”


• Enter the void date

• The period should default in after the date is entered

• Select or enter the void reason

• Click “Next” to continue

The summary screen comes up with the void transaction information.

Click “Finish” to continue


A confirmation screen comes up

Click “Close” to finish

Disbursements that were distributed and then voided will have the “Void Transaction” tab where you can view the void transaction information.

If you need to void a disbursement that has not been distributed or reconciled, you will still need to click on the Options Wheel and choose “Void Department Disbursement”

Since there is no entry to make for voided disbursements that have not been distributed, you only have to enter the void date and reason

Click “Next” to continue

A summary screen comes up

Click “Finish” to complete the void


Add Department Disbursements ManuallyAdding Department Disbursements manually is done from Department Disbursements - Disbursements

Click on “New” in the ribbon bar

Note: if you need to add a new Department, Type, or Bank Account, you can do this by clicking on the ellipsis in those fields

Select the Department and Type

Enter the Disbursement Number, Disbursement Date and Transaction Date (the disbursement date and transaction date are usually the same date)

Select the period or tab through the field and it will fill in for you

Select the bank account (this is the bank account the disbursement will clear though)

Enter the disbursement amount and description

Add Department Disbursements Manually

Bank Reconciliation information cannot be entered on this screen. This information pulls in after the disbursement has been reconciled in the bank reconciliation process.

When finished entering the disbursement, click on Save and New to add another disbursement or click on Save and Close if you are finished entering new disbursements.

Import Department DisbursementsTo import department disbursements using a file from your departments, go to Trustee – Department Disbursements – Import Disbursements

The file definition defaults in for you

Click on the ellipsis button in the file field to browse to where your import file is saved

Select the file you are importing and click “open”

Import Department DisbursementsClick “Next” to continue

Disbursements from the file pull into the grid with a total at the bottom


Import Department DisbursementsMake sure the Bank Account for each department is correct

If the Bank Account is not correct, click on the drop down arrow in the Bank Account field to select the correct bank.

Note: The default bank account is set up by department, so pay close attention to the bank account selected for the import if you use a separate clearing account for vendor and payroll checks for the same department


Import Department Disbursements

A summary screen comes up. If there are any errors, those records with errors will not be imported.

Click “Finish” to continue.

A confirmation screen comes up indicating the number of disbursements that were imported.

Distribute Department Disbursements

Department Disbursements can be distributed daily after loading them into your system or your office may choose to distribute only disbursements that are reconciled

Trustee – Department Disbursements – Distribute Disbursements

To Distribute reconciled disbursements, leave the box checked for “Reconciled Only”

Enter the From and Thru reconciled date range & the Transaction Date

The period should default in for you



If you distribute Department Disbursements as they are loaded, remove the check mark from the “Reconciled Only” box

Enter the Transaction Date and the period should default in


Select the check box in the menu bar to select all disbursements or click the check boxes beside the ones to distribute if you don’t want all



A summary screen comes up showing the GL entries that will be posted for the distribution

Click on the Options Wheel in the ribbon bar and select “Print Distributed Report” to print the pre-post report for the distribution


Distribution Pre-Post Report:

Click “Close” when finished

Reconcile Disbursements - ManuallyTo manually reconcile your department disbursements, go to Financial Management – Bank

Reconciliation – Reconcile Bank Accounts

Click on “New” in the ribbon bar to start a new bank reconciliation batch

Note: If you already have a reconciliation batch started and are just going back to it to finish, search for the reconciliation batch and double click on it to open and continue

Make any desired changes to the batch ID and the reconciliation date

Click “Add Statement”

Select “Yes” when asked if you want to save the batch

Reconcile Disbursements - Manually

You can choose reconciliation type of Bank Account, Cash Account or Department Disbursement

In this example, we will choose Department Disbursement – this is the most common type of reconciliation used by Trustees

Make any desired changes to the description. Enter the reconcile date and reconcile amount.

Click on the Transactions tab to continue

Reconcile Disbursements - ManuallyEnter filter criteria (or leave blank for all) and click on Filter Transactions for a list of items to reconcile

Click on the checkbox in each bank transaction line that has cleared the bank to mark it as reconciled

The number of cleared payments and amount are displayed at the bottom. These amounts are updated each time you click on a cleared item

The difference between the cleared amount entered on the previous screen and the items marked as cleared also appears on this screen

Click on “Save and Close” in the ribbon bar to save the statement

Reconcile Disbursements - ManuallyYou are returned to the Bank Reconciliation Batch Process screen where you can add another statement if necessary

When finished adding statements, you can print the Reconciliation Report, create entries as needed for interest or fees, and complete the reconciliation from the links on this screen (Note: Most trustee offices will not use the bank rec for entering interest or fees)

After you have completed the reconciliation, click on Save and Close in the ribbon bar.

Reconcile Disbursements – Import File

You can reconcile department disbursements using an import file from your bank

To reconcile disbursements using an import file, you will need to go to Financial Management – Bank Reconciliation – Import Bank Statement

Click on “New” in the Ribbon Bar

Reconcile Disbursements – Import File• Make any desired changes to the Batch ID• Enter the Batch Date• Select the Bank Account associated with the file you are importing• The File Definition defaults in for you

Click on the “Import Statement link in the tasks box

Click “Yes” when prompted to save the batch

Reconcile Disbursements – Import FileBrowse to where the import file from the bank is saved, click on the file to select it and click “open”

An Import Complete message comes up

Click “OK” to continue

Reconcile Disbursements – Import FileClick on the “Print Batch” link in the tasks box to print the disbursements imported with the bank statement

Import Statement Report Example:

Reconcile Disbursements – Import FileAny records on the import file that do not match the department disbursements on your system will appear on the Exception Report

Those records will not pull in for reconciliation and will need to be manually reconciled

A window comes up to browse to the location of the import file

Select the file and click open (When this is done, the system does a comparison of records in the import file to those actually imported)

Click on the “Print Exception Report” link to run the exception report

Reconcile Disbursements – Import FileException report example:

Click on the “Transactions Imported” tab to view the imported transactions

Click on “Save and Close” in the ribbon bar when finished with the import statement option

Reconcile Disbursements – Import FileAfter you have imported the bank statement, go to “Reconcile Bank Accounts”

Click “New” in the Ribbon Bar

Make any changes to the Batch ID as needed

Enter the reconciliation date

Click on Add Statement

Reconcile Disbursements – Import FileSelect the Reconciliation type from the dropdown arrow and Use the check boxes select the bank

Make changes as needed to the description

Enter the Reconcile Date and Amount

Go to the “Transactions” tab and click on “Filter Transactions”


• The disbursements imported from the bank statement are automatically marked as cleared

• If there were any records on the exceptions report from the statement import process, those would need to be marked as reconciled manually

• Click on Save and Close in the ribbon bar when finished

Reconcile Disbursements – Import FileYou are returned to the Bank Reconciliation Batch screen

Print any Bank Account Statement Reconciliation Reports you need and then click on the link to complete the process

Bank Reconciliation Batch Report – Ran for Reconciled items only

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The reconciliation report from the bank reconciliation batch process can be ran for Payroll, Vendor, or all and it can be ran for reconciled, unreconciled or all

Click on Save and Close in the ribbon bar when done

Export Department Disbursements

To export the reconciled department disbursements for your departments, go to Trustee – Department Disbursements – Export Disbursements

Click on “New” in the ribbon bar


• Make sure the Batch ID is correct and enter the batch date

• You can choose to export any type disbursement (payroll or vendor) or all and you can select a specific bank account or leave the selection as “All”

• Enter the From and Thru reconciled dates for the export

• The export path and file name defaults in for you

Select the departments you are exporting the disbursements for and click “Next” to continue

Export Department DisbursementsThe department disbursements for export are listed in the grid

Select the disbursements you want to export



The Summary Screen comes up

Click “Finish” to create the export file

A confirmation screen comes up indicating the total number of disbursements exported


• If you need to recreate an export file, search for the export batch the file was created from originally.

• Double click on the batch to open it.

• This will take you through the same screens as the original export, creating a new file.

Balancing DisbursementsBalancing Department Disbursements varies from county to county because of the many ways disbursements are handled. In this example, the “Undistributed Warrants” account on the Trial Balance or Balance Sheet should balance to the total of unreconciled disbursements.

If your county carries a balance in clearing accounts and the undistributed warrants account then those balances should equal the unreconciled disbursements report. Trial Balance:

Unreconciled Department Disbursements Report

The Department Disbursement Status report can be ran in multiple ways to fit your balancing needs (Trustee – Reporting – Reports – Department Disbursement Status Report)

Choose the status appropriate for the report you need – select from All, Reconciled, Unreconciled, Distributed, Undistributed, and Voided status

The Date range “type” to select depends on which status is chosen – Date range types to select from are All, Transaction Date, Disbursement Date, Reconciled Date, Distributed Date and Void Date range

Select the Disbursement Types and Department numbers to include in the report – if you don’t select a type or department, the report will include all types and departments

Click “Next” to run the report

Balancing Disbursements

You can run the report for “Summary Only” to get just the totals

Balancing DisbursementsIf you are trying to balance your unreconciled disbursements to the Trial Balance report, run the Department Disbursement Status Report for Unreconciled

• Select status of Unreconciled• The date range selected should be either Transaction Date or Disbursement

Date (those are usually the same)• Leave the “From Date” blank and enter the “Thru Date” as the last day of the

period you are balancing• Select disbursement types and departments as needed

Click “Next” to generate the report

Balancing DisbursementsIf you are trying to balance the Reconciled Disbursements to GL entries, run the Department Disbursement Status report for Reconciled

• Select status of Reconciled• The date range type selected should

be the Reconciled Date Range• Enter the From and Thru dates for

the period you need the report for• Select disbursement types and

departments as needed

If you distribute Disbursements as they are reconciled, you can make sure all your reconciled disbursements have been distributed using the Department Disbursements Status Report

• Select the status of Undistributed• Use Date Range type of

Reconciled• Enter the From and Thru dates for

the period you are working on• If any disbursements are on the

report, you should check those disbursements to make sure they are correct and then distribute if needed

Balancing DisbursementsIf you distribute Disbursements as they are loaded, you can also make sure all disbursements have been distributed using the Disbursements Status Report

• Select the status of Undistributed• Use Date Range type of

Transaction or Disbursement• Enter the From and Thru dates for

the period you are working on• If any disbursements are on the

report, you need to make any corrections and distribute if needed

You can also run this report by Status of Distributed for a listing of the disbursements that make up distribution entries

• Use the Date Range type of Distributed

• Enter the date range needed for the report

Balancing DisbursementsRun the Department Disbursement Status report for a status of Voided and date range type of Void Date for a Voided Disbursement listing for your records if needed.

You can run the report for Voided status and various Date Range Types to use in researching balancing issues as well.

Example: You can run the Voided report by reconciled date to list disbursements that have been voided that were reconciled.

Questions?

nextgen trustee department disbursements this class will cover the various methods of handling...

Documents

department disbursement

void information

void transaction information

void date

disbursements screen

disbursement number

void transaction tab

voided disbursements