Service Cash Disbursement

The Service Cash Disbursement process allows handling of accounts that have a credit in one service and a charge in another. This situation can occur for a number of reasons, particularly due to overpayments from customers, which are typically applied to only one service.

The Service Cash Disbursement process takes a credit from one service on a customer and applies it as a payment for a charge on another service for the same customer. This is done through the EDIFICE cash receipts process. The transactions post to history with a reference indicating that the transaction was part of a disbursement routine.

The Service Cash Disbursement can be run at any time, but often it is helpful to run this process before you do your billing, and past due, or shut off process. This allows you to have accurate customer balances in each service for those processes.

Notes:

A disbursement transaction code must be added to each service that will be included when running Service Cash Disbursement. The disbursement transaction code can be a regular payment code or you can create another payment code for only handling disbursements. To add the disbursement transaction code, use Service Settings Maintenance. This is the only setup required for disbursements.
To complete the disbursement process:

After Service Cash Disbursement completes, run the Cash Receipts Edit Journal to list the disbursement transactions that were created here. You will see Disbursement listed as the transaction reference. Review the journal to confirm the transactions are correct. Maintain a final copy of the journal for a complete audit trail.
After proofing the journal and reviewing the disbursements, run the Cash Receipts Post to finalize the disbursements. This will apply the customer credits as payments to their charges on their other services. Maintain a posting summary for a complete audit trail.
After the Cash Post completes, you can see the disbursements from the Account Balances view, Payments view and the Transactions view as well as from the History Inquiry. In addition, you will see the entries in the GL that reflect the disbursements.

Directions

To open, click Daily Work from the Menu. Then, click Cash Receipts, Utilities, and Service Cash Disbursement.
Or, use the keyboard shortcut: [ALT] [y] [c] [u] [d].

Service Cash Disbursement Example:

Service Cash Disbursement Prompts Tip: To quickly select or de-select all items listed, click Check All .
Services	To select the services to include, click to check the appropriate services listed.
Companies	To select the companies to include, click to check the appropriate companies listed.
Finance Periods	To select the finance periods to include, click to check the appropriate periods listed.
Rate Class	To select the rate classes to include, click to check the appropriate classes listed.
Clerk ID	Enter the desired Clerk ID or click Search to look for the Clerk. Tip: You can set up a specific disbursement clerk ID for this process, if desired.
	To start the disbursements, click Proceed. Keyboard shortcut: [ALT + p] Or, to escape without performing the disbursements, click Cancel . Keyboard shortcut: [ALT + c]
	To close the routine when it is complete, click Done. Keyboard shortcut: [ALT + d] Note: Done displays when the routine is completed.