Process Step Details - Create Disbursement

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, specific client dates, or to select data from a CSV Import file.

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.

The job that the Disbursement will be assigned to. 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. When importing disbursements from a CSV Import file, use the Trigger Job section to select the job.

The name of the Disbursement, for example, Xero Subscription Fees.

Merge Fields can be used to customise the name as required, or to select data from a CSV Import file. 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).

Determines whether a standard or custom rate is used.

• Yes - you will be able to select from one of the existing rates in the next step.
• No - you will be able to enter a custom rate for the Disbursement, or use a Merge Field to select the rate imported from a CSV Import file.

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. Use Merge Fields to select data from a CSV Import file.

Archived rates are not displayed.

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 is used, the quantity would be the number of hours. A flat rate, like the monthly subscription fee, would be a quantity of 1.

Merge Fields can be used to select a relative number field or data from a CSV Import file.

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

When importing data from a CSV Import file to create Disbursements, only one status can be selected for all rows in the file. If required, create separate CSV files for Draft and Submitted disbursements.

Enter any notes associated with the entry, up to a maximum of 2048 characters.

When creating an invoice, the Notes will be displayed and can assist with ensuring the correct WIP entries have been selected for invoicing. 

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. Notes entered into a CSV Import file can be inserted using a Merge Field in the Trigger Data section.

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.

Merge Fields can be used to select a field value inherited from the job or from an imported CSV file. For example, selecting a Custom Field "Office" from the drop-down, a user can use the Merge Field Icon to open the Merge Field Selections. A user can expand the Trigger Client section and select "Office" to insert the merge field. When the Create Disbursement Step is run, the "Office" Custom Field value will populate from the associated client.

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.