Process Step Details - Create Disbursement

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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 - Updating Clients, Creating and Updating Jobs.

Create Disbursement

The following is an example of a Create Disbursement step.

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

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 month in the name. For example, using the merge field {{ "now" | date: "%B %Y" }} will create a Disbursement with the name of "Xero Subscription September 2023" (matching whatever the current month 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. Merge Fields can be used in the rate to calculate the amount.

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.

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.

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. 

Custom Fields are inherited from the 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.

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