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Jan 6, 2026

Creating a New Disbursement Item

 

 

Disbursements are typically used for petty cash transactions but can also be used to record accounting entries for items such as check refunds, bad checks, or uncollectible debt. They can also be used to create additional payment types for account payments, such as direct payments made to your bank account. All disbursements will be reflected on your daily General Ledger (G/L) report, and if you are importing them into your accounting software, they will be imported accordingly.

 

 

Topics Included in This Article

 

 

How to Get There

Expert: From the Program Menu > select #9 Configuration > Accounting Configurations > Disbursement Items.

Elite: Configuration Gear > App Configurations (under core options) > Accounting Configurations > Disbursement Items

 

How to Create a Disbursement Item

 

  1.  Click on the ‘Add’ button.

     

  2. If you have multiple stores and want to use the disbursement at a specific location, use the ‘Store’ field to select the desired store location. Select all stores to grant access to all stores.


  3. Enter a name for the Disbursement.
      

  4. Enter a General Ledger Account number (if you are importing to an accounting program).
      

  5. Decide whether users should be able to select the disbursement item from either the counter or the account payment drop-down. Checking one of these options will allow users to use the disbursement as a payment method.

     

  6. You can separate your GL entries by checking the "Separate GL Entry per Distribution" box. With the box checked, your GL entries will be separated by disbursement, and it will create a separate GL file at the End of the Day in your IIF files to be imported.

  7. Finally, enter the maximum amounts allowed per password level. Please note that these security features are not necessary when using it as an Account Payment method. 

💡Did you know that you can create a disbursement item to be used as alternative payment types such as EFT, PayPal, and Direct Deposit? This disbursement becomes a payment option when processing an Account Payment.

 

 

How to Deactivate a Disbursement Item

  1. Go to Disbursement Items and open the disbursment. Follow the path below for your product:

    Expert: From the Program Menu > select #9 Configuration > Accounting Configurations > Disbursement Items.

    Elite: Configuration Gear > App Configurations (under core options) > Accounting Configurations > Disbursement Items

     

  2. Check the Inactive box to make it inactive. This will mark this disbursement in red and hide it in the background.

  3. To view the deactivated disbursments, check the Show Inactive box in the Disbursement Items window.

 

Disbursements Report

 

This report will print the individual details for each disbursement for the month you select. For more information, refer to the Disbursements Report. 

 

 The report will look like the following:

 

image004_039

 

 



 

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