Creating Disbursements

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Disbursements are used to charge clients for costs incurred in the process of completing a job, for example, software subscription fees or filing fees.

When creating a Disbursement, the Status can be set to either Draft or Submitted. 

Create a Disbursement

  1. In FYI, click the button in the menu bar.

  2. Select Disbursement.
    Tip: Use the keyboard shortcut X on any workspace to automatically open the Create Disbursement drawer.

  3. The Client may have been automatically selected for you, depending on the screen of FYI you're currently on. Otherwise, click in the field and begin typing to search for your client.

  4. Select the Job to be invoiced.
    Note: When adding a Disbursement to a Billing Job, the Workflow Job drop-down will display in the Create Time drawer, displaying all linked Workflow Jobs for the selected Billing Job. You must select a Workflow Job to record the disbursement to.

  5. Additional fields will be displayed.
  6. Update the fields as required.

    The Date is the date the Disbursement has been charged and will be populated automatically with the current date. Click the field to open the calendar and select a new date for the Disbursement. If the period has been locked by the practice, users will be presented with a warning and will be unable to submit the Disbursement. 

    The Name is used to describe the Disbursement, for example, Xero Subscription Fees. When creating an invoice, users will be able to see the Name and determine whether to include the Disbursement in the invoice.

    Click the Use Standard Rate to switch the option between On and Off. If toggled to Yes, you will be able to select from one of the pre-defined rates in the Rate field for your practice. If toggled to No, you can enter a custom rate for the Disbursement.

    The Rate field is used to either select a billable rate from the drop-down or enter a custom value.

    Quantity is 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 Unit Cost is displayed by calculating the Quantity x Rate.

    The Status is the status of the Disbursement entry when created. 

    Use the Notes field to enter any additional information about the entry. Disbursement Notes are displayed when selecting WIP entries on an invoice, and can be added to the Invoice Description. 

  7. Click Create.

The Disbursement Entry will be created and can be viewed in the Client - Time tab. FYI Admins or a user in a User Group that has Permissions enabled for Practice Activity can review Disbursements for the practice in the Practice Activity - Time tab.

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