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Disbersements and Disbersements Batch Reports

Article ID: 616
Last updated: 11 Mar, 2010

The Disbursement Subfile is where expenditures are recorded and stored. CM5 manages
Disbursement data to produce accurate state and federal financial disclosure reposts. This Subfile
is also where you process accounts payable and generate checks.
Disbursement Subfile entries have a positive, negative, or zero effect on the cash-on-hand
balance. CM5 uses the Disbursement Kind field to map expenditures to the correct schedule and
line on state and federal financial disclosure reports and the Purpose field to disclose the nature
of the expenditure. 
ADVISORY: Pay close attention to the many Advisory notes in this
section. The information they contain can affect your financial disclosure

Disbursement Kinds
For State and Federal financial disclosure reporting purposes, it is critical that you enter the
correct Disbursement Kind. To comply with disclosure laws and ensure that disbursements
appear delineated on the correct Schedule page and line, use the following table to help code
Disbursement Kinds correctly. The most basic Disbursement Kinds are pre-defined. The
definitions may vary from state to state. For additional Disbursement Kinds, refer to Aristotle’s
FEC Data Entry manuals and State Report readme texts.

ADVISORY: Do not create Disbursement Kinds unless you are certain
that the entry does not need to be calculated for Financial Disclosure
Reporting purposes or you have consulted the Aristotle Technical Support

Adding a Disbursement

 1.  Open the Record.
2.  Select the Disbursement Subfile by clicking the Disbursement tab or
pressing Alt+B.
3.  Open the Disbursement Subfile by double-clicking in the gray area
directly below the Disbursements tab, or type Ctrl+K to open the
Disbursement Edit Screen.
4.  To insert new entry, click the (+) button, or type Ctrl+I.
5.  The Disbursement Edit Screen appears:

Previously entered Disbursements appear in the window above the edit
screen. Note that there are List buttons   for the following fields: Period,
Kind, and Account.
6.  Date is auto-filled. Change the date by entering MMDDYYYY or move
the next field to accept the date shown.
7.  Enter the Amount. Do not enter the decimal point.
8.  Period is auto-filled. Change the period or move to the next field to accept
the date shown.
9.  Enter Purpose for the Disbursement. The Purpose entry will appear in the
memo section of the printed check and on your financial disclosure report. 
ADVISORY: To comply with State and Federal disclosure reports,
be sure to use appropriate and adequate wording in the Purpose

10. Enter the Item # if required. The Item number is a unique set of characters
that you create to link certain transactions to the others. You may make up
any number/letter sequence but be certain that you use the exact
number/letter sequence and the exact case for related transactions (e.g.,
credit card transactions and memos). For additional information, refer to
Aristotle’s FEC Data Entry manuals or State Report readme texts.
11. Enter the Budget Account if desired.

TIP: Click the List Button to the immediate right of the word
“Account” to select a Budget Account code. Click the List Button to
the extreme right to view a description of the entered Budget Account
code. You may create a code at any time by entering a unique number
and hitting the tab key then select Add.

12. Click check printing option:
•  Print: Prints check immediately.
•  Batch: Prints checks at a later time. For additional information, see
“Changing and Deleting Disbursements” on page 68.
To order check stock for Campaign Manager 5, call Deluxe Business
Forms at 1-800-328-7205. You will need to order form 081013 laser
13. Enter Reported [Bank Account] by clicking the down arrow and
highlighting the desired Bank Account. 
   ADVISORY: Do not enter Reported Account information in the
Disbursement Edit screen unless you have consistently selected a
bank Account for all operating credits and debits. If you have not
used standard data entry rules from the beginning of the fiscal year,
the system Bank Account Reports and financial disclosure reports
will not be accurate.

14. Check the 1099 Form Box if applicable.
NOTE: If you are required to produce a1099 Form for the IRS at the end
of the Fiscal Year, check the 1099 box for related Disbursements. At the
end on the Fiscal Year, select the Records that require a 1099 Form and
print a 1099 System Report. For specific information on 1099 or other
reports refer to the report documentation in Chapter 11.
15. Close and save the entry: 
TIP: You may close and save the entry at any time. It may not be
necessary for you to add information to all fields.
Changing and Deleting Disbursements

ADVISORY: To maintain the integrity of your data for financial
disclosure reports, it is important not to delete or overwrite
disbursement data unless you are absolutely sure you want to
remove the data from the Record’s history. Even if the person is
now deceased, it is a good idea to maintain the Master Record and
financial history (code the Record Status: “Deceased”).

1.  Open the Record you want to modify.
2.  Click the Disbursement Subfile tab or press Alt+C.
3.  Double-click the disbursement you want to change or delete.
4.  The Disbursement Edit Subfile is now open with the selected information
appearing at the bottom of the screen.

NOTE: You can select any disbursement from the disbursement history
by clicking on the desired data line in the disbursement history screen. The
complete disbursement data will appear in the edit portion at the bottom of
the screen. 
5.  Once the data line has been selected:
•   To Edit: modify the entry by typing over existing data.
•   To Delete: Click the Delete button (X) on the Toolbar.

ADVISORY: When adding a NEW Subfile entry, click the (+) on
the toolbar. If you do not, you may begin to mistakenly overwrite
existing data.

7.  Close and save entry.

Disbursements Batch
What is it? A Disbursement Batch is a utility tool that acts as a safety net allowing you to verify
that the total sum of disbursements (accounts payable) in-hand match the total sum of
disbursements entered into CM5
When would I use it? Say you pay hundreds of bills per month and you have multiple data entry
operators/personnel/volunteers to enter disbursements. You may want to have someone in
Management calculate the total sum of Disbursements before releasing to data entry operators
for processing. This hand-calculated tape, along with invoices would then be given to the data
entry operator(s) and entered into a Disbursement Batch.
How do I use it? Prior to processing the disbursements, Management (or the data entry operator)
would open a Disbursement Batch and enter the hand-calculated sum in the Disbursements field
of the New Batch screen. This “expected” Disbursement total is then used to verify that what the
data entry person entered, matches the amount Management calculated. If the Actual amount
does not match the Expected amount, you can quickly Browse the Batch for errors and make
changes to the amount field. Modifications will be reflected in the Record’s Disbursement
Subfile--hence, your safety net! This also provides a simple way to use our Bank reconciliation

Creating a Disbursement Batch 

1.  From the Main Menu Bar, select Records > Batch > New.
2.  A New Batch screen will open as shown:

3.  Enter a unique name for the Batch in the Name field.


 NOTE: This can be a combination of letters and numbers. For example,

“03/17/2004 Deposit”.


4.  Enter the Date as the date you open the batch.


5.  Enter the expected disbursement total in the Disbursements field. The

expected total is the sum of disbursements in hand that you will be



 6.  Click the New button.


 7.  Your Disbursement Batch is now open. You may begin entering

disbursements. When you enter disbursements, you will see the Batch

name appear in the Batch field the lower right corner of the Disbursement Edit screen as shown:

While the batch is open, any disbursement you enter will be assigned to the open batch. If
you exit out of CM5 prior to closing your Disbursement Batch, you must reopen the
Disbursement Batch before you continue to enter disbursement transactions or the entered
data will not be added to your batch. 
NOTE: You may also assign previously entered disbursement data to your
Disbursement batch if desired. You may need to do this if you exited CM5
and forgot to re-open your Batch before entering additional disbursement

Closing a Disbursement Batch
Once you have finished entering all of the Disbursements, close the Batch to verify the
balance. The expected balance should match the actual balance.
When you opened the Batch and entered the total sum of all disbursements in the
Disbursements field, the amount you entered is called the Expected amount in the Close
Batch screen. CM5 adds each disbursement transaction and displays the balance of all
entered disbursements in the Actual field on the screen.
You can only close a Batch if the Expected and Actual totals balance.

 1.  From the Main Menu Bar, select Records > Batch > Close.
2.  A Close Batch screen will appear:

The Force Deposit fields enable you to force the Date, Kind, and Reported to
Bank Account fields prior to closing the batch.
If the Expected balance matches the Actual balance, the Batch is accurate.
3.  Click OK to close and save your Batch.
Browsing a Disbursement Batch
If the Actual balance does not match the Expected balance you will want to Browse your Batch
to ensure that each disbursement was entered correctly. 
 1.  From the Main Menu Bar, select Records > Batch > Browse.
2.  Select Disbursement.
 3.  The disbursement Browse screen will appear as illustrated. On it, you may
quickly discover data entry errors. The Disbursement Batch Browse list
sorts in the order disbursements were entered. 

4.  If a disbursement amount or date was entered incorrectly, you may correct
the amount or date by modifying those fields directly in the Disbursement
Batch screen. This will automatically update the record.
5.  Compare the checks in hand against the entered amount. Modifications to
the amount will be corrected in the Disbursement Subfile.

Deleting a Disbursement Batch Identifier
You may delete a Disbursement Batch at any time. The disbursement data will not be deleted
from the Disbursement Subfile, but the Batch identifier will be removed from the Batch field in
the Disbursement Edit Screen.

1.  From the Main Menu Bar, select Records > Batch > Delete.
2.  Highlight the batch to delete.
3.  Click the Delete button.

Disbursement Batch Reports
A Disbursement Batch Report may be run on any Disbursement Batch. This report will include
the Disbursement check number if you print this report after processing checks. To run a Batch
Report you must first open the Batch.

1.  From the Main Menu Bar, select Records > Batch > Open.
2.  Highlight the Disbursement Batch you want to run a report on.
3.  Select OK.
4.  From the Main Menu Bar, select Reports > Batch > Disbursements. 
NOTE: The Disbursement Batch Report will print directly to the printer. You cannot preview
this Report.

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Article ID: 616
Last updated: 11 Mar, 2010
Revision: 1
Views: 761