Disbursements Entry

Use this form to enter job disbursement transactions, which represent expenditure for a job, not related to labour or purchases. You can access this form from the JC Maintenance form or from the Data Entry > Job Cost menu.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Batch

This updates with generated transaction batch number when the first transaction is saved.

Branch

The default value is the branch assigned on the JC Module Control form. You can change the batch.

Last Reference Number

This field displays the reference number of the last transaction saved in the batch.

Disbursement Detail

Enter a transaction reference, up to 15 characters. The date defaults to today's date. You can change the date.

The posting date defaults to the date entered in this field, and the period end date updates to the end date of the period in which the posting date falls.

Totals

Greentree Desktop updates the Totals fields as you enter disbursement lines. These fields represent the total quantity, cost, and selling price values of the current reference.

Line Details

You can enter disbursement lines after saving the header or by using the Line Items form. The Date defaults to the header document date, but you can change it to represent the date of the disbursement. Select the Job the disbursement relates to.

Select an activity code for the transaction - you are able to select activity codes that are of type Disbursement. The Work Centre defaults to the activity code's default work centre, but you can change it.

Enter the Quantity associated with the disbursement. This is multiplied by the Cost to determine the total line cost. Disbursement costs are derived based on the activity code.

Click the Save icon to save disbursement lines.

You can recall transactions to edit or delete them as long as the cost has not been invoiced, and the transaction posting period is still open.

You can view transactions for any job on the Transactions tab on the JC Job Maintenance form.

Note: If the Fixed Asset module is in use, and the Fixed Assets Module Control option Post Depn to Job Cost is selected, depreciation costs associated with job assets update to the job when depreciation is calculated.

You can generate disbursements using the CRM Service & Support module.