Disbursements

Using Prism's Disbursements feature, retailers can record a variety of cash drawer actions that do not occur as a result of a transaction:

• Paid In - Cash received from other sources (e.g. money found on the floor).
• Paid Out - Cash disbursement for expenses and fees (e.g. payment for lunch or other miscellaneous expense.
• Cash Drop - Cash removed from the drawer, to a save or to the bank for deposit.
• Miscellaneous Drawer Open - Manually selected opening of a cash drawer (without key).
• Drawer Open (Z-Out) - Drawer openings resulting from Drawer Open part of a Z-Out report (structured Z-Out reports); only available in Disbursement Lookup.

Note: Former disbursements cannot be copied, reversed or voided

New Disbursement

1. Click the New Disbursement button on the RP Prism home screen.     
   
2. Tap or click the button for the desired disbursement type. (e.g. Paid In).    
3. Select a Disbursement Reason    
4. Tap or click the Add Tender button    
5. Enter the Amount of the disbursement and press the Enter key.    
6. Tap or click the Print/Update or Update Only button.    

Force Cash Drop preference
A preference enables users to set the maximum amount of cash that should be in the drawer at any one time. Users will see a prompt when the amount of cash in the drawer exceeds the amount specified in preferences. This helps avoid situations in which the amount of cash builds up to levels that make the business more vulnerable to loss from theft. The preference is found in the Admin Console > Preferences & Settings > Reporting > X/Z-Out area.

Foreign Currency Disbursements
You can create a disbursement for any of the foreign currencies that you use in RP Prism. Select the desired currency from the Currency Name drop-down and then enter the amount. The amount of the foreign currency disbursement is converted to the base currency and displayed in the Base Currency field.

Drawer Open Button
If a user uses the Drawer Open button on the RP Prism home screen and both the Reason Required and Note Required check boxes are cleared, then RP Prism will create the disbursement automatically. If either the Reason Required or Note Required check box is selected, then the disbursement dialog is displayed so the user can select a reason and enter a note. The Drawer Open button is only enabled if your system actually has a cash drawer attached and configured. If no cash drawer is available, the Drawer Open button is disabled.

Disbursement Lookup
Former disbursements cannot be copied, reversed or voided

1. Tap or click the Disbursement Lookup button on the RP Prism home screen.     
2. Enter Search criteria. You can adjust the From Date/To Date (Default = Month-to-Date), enter a Disbursement #, welect a Cashier, or select a Disbursement Type.    
3. Tap or click the Search button.     
4. Select the checkmark for the desired disbursement.     
5. Tap or click the View button.     

Viewing Drawer Open Events in Disbursement Lookup
You can view records for the Z-Out Drawer Open events in the Disbursement Lookup area. This enables you to quickly and easily verify the  open amount.

Editing a Disbursement
After a disbursement has been updated, the only fields that can be edited are the Disbursement Reason and Note fields.

Default Print Design Required
You must set up a default print design in order to print or preview disbursements.

1. In the Admin Console, select your subsidiary and then select Preferences & Settings > Hardware > Print Preferences.    
2. Scroll down to the Disbursements area. In the Default Action dropdown, select the default action to take when the user clicks the Print button.    
3. In the Print Design dropdown, select a default design: Prism Template - Disbursements 40col, or Prism Template - Disbursements 8x11    

Sequence Number for Disbursements
In Preferences & Settings > Sequences, you can define the starting document sequence number (Disbursement #) for disbursement receipts. The number will automatically increment for each new disbursement.

Disbursements on Z-Out Reports
During a Z-Out close, Paid in and Paid Out amounts are consolidated. Cash Drop amounts are listed separately.

Replication of Drawer Events
The Paid In, Paid Out and Cash Drop drawer events are replicated via the drawerevent resource. Pop Drawer events are not replicated.