The Disbursements module manages all outgoing school expenditures—from classroom supplies and athletic equipment to bus transportation and competition registration fees. It provides end-to-end controls for invoice recording, payment approval, and check printing.
Disbursements Sub-Navigation
Click Disbursements in the top navigation bar. The module is divided into four functional sub-tabs:
Invoices: Track incoming vendor bills, due dates, approval states, and supporting documentation before issuing payment.
Payments: View issued checks, electronic fund transfers (EFT), voided transactions, and printed voucher copies.
Vendors: Maintain your school's vendor directory with Tax ID/EIN verification, payment terms, and contact profiles.
Payment Files: Manage batch ACH export files for electronic district bank submission.
💡 Best-Practice Adoption Tip: Always record vendor invoices before creating payments. Entering an invoice establishes a clear liability on the fund, tracks payment terms (e.g., Net 30), and prevents duplicate check disbursements.
Issuing a New Payment
Navigate to Disbursements > Payments and click the blue New Payment button.
Vendor: Select an active vendor from your approved vendor directory.
Payment Method: Choose Check, ACH / Electronic, or Credit Card.
Fund Account: Select the source fund account being debited. The system verifies that the fund possesses sufficient unencumbered cash balance.
Print or Process: For check payments, assign the starting check number and generate the printable check voucher layout.
Related Articles