Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available: FYI Admins or User Group permissions
Practice Management Source: Not Available: Xero Practice Manager, APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI
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.
FYI Admins and users assigned to a User Group with the Edit Timesheets permission enabled will be able to create and manage disbursements for all users. Without this permission, users will be able to create their own disbursements only.
Create a Disbursement
- In FYI, click the + button in the menu bar.
- Select Disbursement.
Tip: Use the keyboard shortcut X on any workspace to automatically open the Create Disbursement drawer.
- 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.
- Select the Job to be invoiced.
Note: When adding a Disbursement to a Job, both Standard Jobs and Workflow Jobs will display in the drop-down. Billing Jobs will be hidden to provide efficiency when creating the Disbursement entry.
- Additional fields will be displayed.
- Update the disbursement fields as required.
- 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.
Disbursement Fields
| Field | Details |
| Date | 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. |
| Name | 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. |
| Use Standard Rate |
Click the Use Standard Rate to switch the option between On and Off.
|
| Rate |
The Rate field is used to either select a billable rate from the drop-down or enter a custom value. Note: The Rate cannot be a negative value. |
| Quantity |
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. Note: The Quantity cannot be a negative value. |
| Unit Cost | The Unit Cost is displayed by calculating the Quantity x Rate. |
| Status | The Status is the status of the Disbursement entry when created. |
| Notes | 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. |