Lesson 6.1: Cash Disbursements and Vendor Checks
In FastFund Online, managing cash outflows is handled through the Cash Disbursements window. This single interface serves two distinct functions: recording direct payments to “Other Names” (such as manual checks for expenses or bank charges) and recording payments to “Vendors” to pay off accrued liabilities (Accounts Payable). Understanding the difference between these two transaction types—CD (Cash Disbursement) and CD-AP (Vendor Payment)—is essential for accurate financial reporting.
Recording Manual Cash Disbursements (CD)
The default view of the Cash Disbursements window is designed for “Basic Accounting” transactions. This is used for:
• Writing manual checks to individuals or organizations that are not set up as Vendors (classified as “Other Names”).
• Recording non-check withdrawals, such as bank service charges, wire transfers, or automatic debit memos.
• Scheduling checks to be printed for one-time expenses.
Key Data Entry Rules:
1. Cash Account: You must select a cash account. FastFund restricts this list to accounts designated with the “Bank” Account Type in your Chart of Accounts.
2. Payee: You can select Other Names, Clients, Employees, or Constituents. Note: You cannot select a Vendor in this standard view; Vendors are strictly for the Accounts Payable workflow.
3. Reference: This is a required field.
◦ Manual Checks: Enter the physical check number. FastFund tracks the sequence and will auto-suggest the next number.
◦ Bank Charges/EFT: Enter a code like “ACH,” “EFT,” or “BankFee.”
4. Distribution: In the grid at the bottom, select the specific General Ledger expense account (e.g., Office Supplies, Postage) to debit. You can split the transaction across multiple accounts or Projects.
Printing Checks vs. Manual Entry
If you are entering a check that you intend to print through FastFund (rather than a handwritten check you are simply recording):
• Check the Print box in the “Options” area (top right).
• The system changes the “Cash Account” to the “Checks to be Printed” holding account.
• The check is added to the print queue, which you will process in Lesson 6.2.
Entering Vendor Checks (CD-AP)
If you are using the Accounts Payable module and have already entered a Vendor Invoice (AP-Bill), you must use the Vendor Payments mode to pay it. If you simply write a check to the vendor using the standard CD screen above, you will record the expense twice and leave the invoice open on your aging report.
To Pay a Vendor:
1. Click the Vendor Payments button at the top of the Cash Disbursements window.
2. The “Payee” field changes to Vendor. Select the vendor you wish to pay.
3. Invoice Selection: Instead of an account distribution grid, the bottom half of the screen displays a list of Open Invoices for that vendor.
4. Apply Payment: Enter the total check amount in the top Amount field. Then, distribute that amount against the specific invoices listed in the “Payment” column.
◦ Partial Payments: You can enter an amount less than the invoice balance to record a partial payment.
Duplicate Reference Checking
To prevent errors, FastFund checks for duplicate reference numbers. If you attempt to save a check number that has already been used for that specific Cash Account, the system will alert you. You can choose to proceed (if you intentionally have a duplicate) or cancel to correct the number.