Creating a Disbursement Template (Admin)

In this article:

• Creating the Template
• Editing or Deleting an Existing Disbursement Template 

Using disbursement templates, you can create a pre-defined set of disbursements which you can then use when creating actual disbursements in your system. If you're frequently creating the same types of disbursements, being able to apply a template that already includes the information you want to enter can save you time and reduce the chance for errors. 

Creating the Template

To create an expense / disbursement template:

1. In Actionstep, go to Admin > Billing. The Billing page appears.
2. Find the Disbursement templates section. (It may be called Expense templates in your system.)
3. Click Create new template. The New Disbursement Template window appears.
4. Provide the following information:
   • Description: Enter a description of the disbursement. (This text will appear on the invoice.)
   • Unit of Measure: Click the drop-down list to choose unit of measure: Each or Hour.
   • Sort Order: Enter a number so you can arrange your disbursements in order of most used. For example, if you enter a higher number, this template will be sorted lower in your list (meaning it is less used.)
     NOTE:  Consider entering numbers in groups of ten so you can fit disbursements you create later in between. For example, if one template's sort number is set to 10 and another is set to 20, when you create a third template and you want it sorted before third position, you would want to add a sort number between 11-19. 
   • Amount per Unit: Enter the cost of the disbursement and optionally select Is this amount inclusive of Tax if you want taxes applied to the amount. (The tax amount used will depend on the option chosen in Tax Code.)
   • Default Quantity: Enter a quantity. (Normally for a template, this would be 1. But, for example, let's say you typically complete 6 property searches. You could enter 6 and add them at once rather than six times.)
   • UTBMS Expense Code: Optionally, if you use UTBMS, enter the code associated with the expense.
   • Account Code: Enter the GL account this charge will post to when charged to the client.
     NOTE:  In some cases, you may choose for this to be a clearing account to offset the cost. It does not need to be an income account unless you are using Xero.
   • Tax Code: Enter the tax code applicable to the disbursement.
     NOTE:  If you are using Xero, Xero requires that the tax code maps correctly to the defined account code in Xero so if you are charging tax, the income account must be a tax applicable account in Xero
5. Click Save to save your changes when you're finished.

Now, when you create a disbursement, you can choose this template and have the details for the disbursement automatically entered: