Process Step Details - Create Disbursement

This article explains how to use the Create Disbursements Custom Process step to automatically add a Disbursement Entry for a Job.

Job Requirement

Before creating a Disbursement, either a Standard or Workflow Job must be selected or created by the Automation Process. This can be done by:

• Using a Job Filter to trigger the automation.
• Adding a Create Job step earlier in the process.

Refer to Setting up Automation Processes and Process Step Details - Creating and Updating Jobs.

Create Disbursement

The following is an example of a Create Disbursement step.

Date - The date the disbursement entry is generated. Today's date is selected by default. Merge Fields can be used to set to Current Date (the date the process runs and the Disbursement entry is created), Month End, or specific client dates. The "Select Date" option can be used to select a specific fixed date. If using the "Select Date" option, the same date will be used every time the automation process runs.

Job - The job the Disbursement will be created for. By default, the Current Job will be selected. Merge Fields can be used, for example, to select the job that triggered the automation, or if using the Look Up Job step earlier in the Process Actions. If there are multiple jobs in the selected Filter, a Disbursement will be created for each job.

Name - The name of the Disbursement, for example, Xero Subscription Fees. Merge Fields can be used to customise the name as required, for example, to enter the date of the disbursement in the name. For example, using the General - Current Date selection from the Merge Field section will create a Disbursement with the name of "Xero Subscription 10 September 2024" (matching whatever the current date is when the Disbursement is created).

Use Standard Rate - If toggled to Yes, you will be able to select from one of the existing rates in the next step. If toggled to No, you will be able to enter your own custom rate for the Disbursement.

Rate - Depending on your selection in the "Use Standard Rate", you can either select from the drop-down or enter the value to be charged to the client, e.g. 55.00. Archived rates are not displayed.

Quantity - The number of units for the provided service or product rate. For example, if charging for photocopying per sheet, the quantity would be the number of sheets copied. If an hourly rate, the quantity would be the number of hours. A flat rate, like the monthly subscription fee, would be a quantity of 1. The Merge Fields Section can be used to select a relative number field. 

Status - The status of the Disbursement entry when created. If using workflow processes, this can be set to Draft and combined with a step to notify another team member they will need to review the entry.

Notes - Enter any notes associated with the entry. When creating an invoice, the Notes will be displayed and can assist with ensuring the correct WIP entries have been selected for invoicing. You can enter a maximum of 2048 characters. The Merge Fields Section can be used to add additional information relative to the Client or Job. For example, expanding the Trigger Job Merge Field Section will display the available values inherited from the Job. Users can select the appropriate value to add to the Notes.

Set Custom Field - Used to add a Custom Field to the Disbursement entry (if enabled for Time and Disbursements).

To add a Custom Field, select the Custom Field from the drop-down. A new drop-down for that Custom Field will be displayed, where the value can be selected. Alternatively, Merge Fields can be used to select a Field value inherited from the job. For example, selecting a Custom Field "Team" from the drop-down, a user can use the Merge Field Icon to open the Merge Field Selections. A user can expand the Trigger Job section and select "Team" to insert the merge field. When the Create Disbursement Step is Run, the "Team" Custom Field value will populate from the associated Job.

 If a Custom Field is enabled for both Jobs and Time & Disbursements, and a value hasn't been specified in the Automation Process actions, the Custom Field will be automatically updated when the disbursement is created.

Refer to Managing Custom Fields and Job Custom Fields.