Cash Disbursements Journal

Cash Disbursements Journal is a report of all the items encoded through the Cash Disbursement Module. The report includes the fields on the Name of the Vendors, Document Reference, Payment Date, Amount of VAT and WHT and the Amount Due.

Overview & Purpose

The Cash Disbursements Journal Report serves as a permanent, chronological record of all cash outlays made by the business within a specified period.

Its primary purposes include:

• Tracking Outflows: Monitoring exact cash payments made to vendors, suppliers, and utility companies.
• Tax Compliance: Reviewing recorded Value-Added Tax (VAT) and Withholding Tax (WHT) amounts for local tax filing purposes (BIR compliance).
• Audit Trail: Matching internal document references (e.g., Payment Vouchers) against specific transaction numbers for transparency and reconciliation.

Key Information Captured

Every transaction recorded in this journal includes several vital data points:

• Cash Disbursements Number: The unique system-generated identifier for the disbursement transaction.
• Vendor: The entity or individual receiving the payment.
• Mode & Document Reference: The payment method and supporting document identifier (e.g., Payment Voucher number or descriptions like utility bills).
• Payment Date: The exact calendar day the funds were disbursed.
• Financial Breakdown: Detailed columns capturing the Total Amount, any applicable Discounts, the calculated VAT, Withholding Tax deducted, and the final net Amount Due.

Step-by-Step Instructions

Step 1: Accessing the Report

1. Look at the left-side main navigation menu.
2. Click on REPORTS to expand the section.
3. Select Receipts & Disbursements.
4. Click on Cash Disbursements Journal.

Step 2: Filtering by Date Range

1. Locate the date filter fields at the top of the report page.
2. Click the first date field to select your Start Date (e.g., 01 / 01 / 2026).
3. Click the second date field to select your End Date (e.g., 12 / 31 / 2026).
4. Click the [Go] button to refresh the table with the filtered date criteria.

Step 3: Changing Layout & Pagination

• To see more entries at once, locate the Per Page options above the table header.
• Select your preferred density: 10, 50, or 100 rows per page.
• Use the pagination numbers at the bottom right (1, 2, 3, etc.) to flip through large sets of transactions.

Step 4: Reviewing Totals

• Scroll to the very bottom of the table to find the Grand Total row.
• This aggregates the overall Total Amount, Discounts, VAT, WHT, and Net Amounts Due across all approved, non-reversed transactions for the selected period.

Step 5: Exporting Data

1. Find the [Export] button located at the top right of the report panel (next to the report title).
2. Click it to download the current data layout for spreadsheet analysis or external archiving.