Disbursements

Disbursements are payments your organization makes for expenditures such as brokerage fees, event and mailing expenses, and payments made back to constituents. You can use disbursements to track differences in stock prices between donation and sale. If you return unused grant funds, use disbursements to track the money.

When you enter a disbursement, the negative amount appears on your received totals, giving you a more accurate picture of your organization's revenue.

  1. From a constituent record, click Journal.

  2. Click Add. The Add Journal Entry screen appears.

  3. Select Disbursement. The New Disbursement screen appears.

    Tip: You can also add a disbursement from the Quick Add Menu on the Find Account page.

  4. Under Basic Information, complete the disbursement details.

    In the Disbursed Amount field, enter the amount that will be paid out or returned. Parenthesis appear around the total to indicate that the amount is negative and will count against the received total.

  5. Click Save And to save the disbursement to the constituent’s account.

  6. If your organization uses the Attachments module, you can edit the disbursement to add an attachment.

From a constituent record, click Journal, select the disbursement from the entry list, enter your changes, and click Save.

Tip: If your organization uses the Attachments module, you add an attachment when you edit t`he disbursement.

Warning: When you delete a disbursement, the disbursement record is erased. If your organization exports disbursements for use in an accounting software, such as Quickbooks, or if you want to easily audit all transactions entered in the database, reverse the transaction instead of deleting it. For instructions, refer to Reversing Finalized Transactions.

  1. From a constituent record, click Journal.

  2. Select the disbursement from the entry list. The disbursement appears.

  3. Click Delete.

  4. Click OK to confirm you want to delete the disbursement.