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QuickBooks Cash Disbursement Journal


There is no suitable accounting software other than QuickBooks, its advanced capabilities and a hand-free accessible interface make it adequate for all small and medium-sized businesses.

Cash Disbursement Journal is one journal that keeps a detailed record of all cash payments made in the business during a given time period. It helps the users to track every individual transaction effortlessly. 

What does a Cash Disbursement Journal stand for?

Cash Disbursement Journal 

Usually, when a payment is made, the journal registers the transactions and the amount paid, as well as the recipient’s name.  

Every entry on the cash disbursements page contains the value, the date, the reason for the transactions, and, most notably, the method of payment. It also encompasses payments made via electronic transfer, cheque, and cash. 

What does every cash disbursement entry include?

Every particular entry goes with the date, usually, the motive of the transaction made includes the amount also along with the method of payment held. 

Do you feel there is a need to create a Cash Disbursement Journal?

The creation of this journal report constitutes keeping a structured record of all the checks that are being noted during the specified time period. The report aslo includes a subtotal for each and every payee and a grand total at the bottom of the report. 

For creating a cash disbursement report, take a look at the steps mentioned below:

Following are the steps presented in a detailed manner for a better understanding. Ensure to take up the mentioned steps properly to avoid errors. 

STEP 1: 

For the foremost step, proceed to Open the QuickBooks account.

STEP 2: 

From the account, navigate to the QuickBooks menu and then click on the custom report option.


After the subsequent step, the custom report option will direct you to the option naming Transaction details, once you see this click on the same.

STEP 4: 

Now, proceed by entering the right date range for the transaction.

STEP 5: 

Once the date range is set, check if the columns are filled and updated correctly by navigating through the columns:

  • Date
  • Num
  • Type
  • Clr
  • Split
  • Memo
  • Amount

STEP 6: 

For the next step, proceed and hit on the Total by option.

STEP 7: 

From this Total by the drop-down grid, choose to select suitable criteria like Account, Payee, or Month.

STEP 8: 

Now, proceed to go to the Filters tab, and from this list, hit on the Transaction Type option.

STEP 9: 

After the subsequent step, from the Transaction type drop-down grid proceed to choose Multiple transactions. 

STEP 10: 

The next step is to check off the following:

  • Paycheck
  • Bill Payment
  • Sales Tax Payment
  • Check
  • Liability Payment 

STEP 11: 

Once the above-mentioned transaction types are verified, Choose OK.

STEP 12:

Proceed to select Detail level and then further hit on Summary only option. 

STEP 13: 

For the final step, hit on the OK tab again.

The above-mentioned steps are presented to successfully create a Cash Disbursement Journal. 

The Columns Used in Cash Disbursement Journal

There are a number of columns that are used in the Cash Disbursement Journal. Each column has some specific and detailed meaning. Take a look for a better understanding:

A. Date Column: 

Here is the date of the payment done to the vendor, customer, or anyone is mentioned. 

B. Cash Column:

The amount of cash to be paid is entered here in this column. The amount must be the net amount from any of the purchases discount received from the suppliers. 

C. Inventory Column: 

This column is meant for the discount allowed for the purchase through suppliers.

D. Payee Column: 

The name of the person or the name of the entity to whom the payment is addressed is supposed to be entered in this column.

E. Check Number Column:

This column is meant for the users who make payments via. Checks. 

F. Posting Reference Column: 

In this column, the number of the account is mentioned in the column of the account debited.

G. Accounts Payable Column: 

The user can certainly see and verify the amount that is debited from the supplier’s account.

H. Account Debited Column: 

This column holds the account title from which the payment is going to be debit.

I. Others Account Columns:

In this column the cash is recorded, if it is paid for other purposes that are not related to credit purposes.


The above-listed information is in regard to the QuickBooks Cash Disbursement Journal. The importance and the meaning of the concerned are also presented for a more detailed outlook about the same. Follow the blog to avoid any unnecessary errors.

If you are still facing any issues or have doubts, you can get in touch with the Quickbooks customer helpdesk. The team members are skilled and are available at the earliest.

Frequently Asked Questions (FAQs)

1. Is it possible to perform an Audit Cash Disbursements?

Yes, it is possible to carry out an Audit with Cash Disbursements. It can start off by determining how the audited client pays for all its invoices. 

Five assertions are to be tested: accuracy, occurrence, authorization, completeness, and cutoff.  

2. What does Payment Disbursed signify?

Payment Disbursed means the payment of money from a particular fund or account.

3. Where can one find the cash deposit Report in QuickBooks?

The Cash Deposit Report can be located by the following steps:

First, Open the Check/detail or Deposit/detail reports:

  • Now, Select Report at the top, and then Banking.
  • After the above step, hit on the desired report. 

4. How to account for cash withdrawals in QuickBooks?

Here’s how to account cash for withdrawals in QuickBooks:

  • First, on the cheque/expense page, click on the drop-down for Payee.
  • Now, select add a new option, and then proceed to enter the name in the column. 
  • Now, click on the drop-down for Type, and then enter the currency accurately. And then finally click on Save. 

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