Distributors automations

Distributors runs no scheduled job and has no automation rule. What it does by itself happens when a record is saved or a button is pressed, plus a few options filled once at installation. The options are explained in Distributors settings.

E-mail template

Send Distribution Details

• When: only by hand, from Send by Email in the Actions menu of a confirmed distribution.
• What it does: opens a message to the customer's e-mail, subject "Distribution Confirmation", from the e-mail of the user who sends it, written in the customer's language. It tells the customer the distribution is confirmed and names the payment type, printed as its stored value (direct or deferred).
• How to stop it: nothing to stop; it never leaves unless someone sends it.

When records are saved

Branch and distributor provisioning

• When: a branch or a distributor is created.
• What it does: creates its two warehouses, its analytic account, a cash account numbered after the default of the settings and a cash journal on it; for a distributor, also his user with the Distributor access right. Renaming the record renames them.
• How to stop it: it cannot be switched off.

Link to the open opening

• When: a distribution or an expense of a distributor is created.
• What it does: links it to the distributor's confirmed opening that has no closing yet, so that the closing counts it.
• How to stop it: it cannot be switched off. A distribution or an expense recorded while the distributor has no open opening stays outside every closing.

When buttons are pressed

Expense approval to-do

• When: Send on an expense.
• What it does: schedules the to-do "Expense Approval Required" for the distributor's expense officer, or for the officer of the settings on a branch expense. Approve and Reject mark it done.
• How to stop it: it cannot be switched off.

Payment of a distribution

• When: Create Payment in the Register Payment dialog of a distribution.
• What it does: posts the draft credit notes and the invoice, matches them, and records the payment in the distributor's cash journal.
• How to stop it: nothing runs until the button is pressed.

Closing

• When: Compute, then Next and Confirm in Receive.
• What it does: Compute posts and pays, from the distributor's cash journal and on the closing date, the Direct distributions still unpaid. With Compensate Shortage ticked, Next on step 2 already creates, confirms and pays the shortage sale; closing the dialog afterwards does not undo it. Confirm validates the transfers of leftovers and returns to the Returns warehouse of the branch and posts the two paired payments through the transit account.
• How to stop it: choose Deferred for the distributions the closing must not pay.

Set once, at installation

Default settings

At installation, the app fills the empty options of Distributors settings for the current company: the two cash default accounts (Cash on Hand - Distributors and Cash on Hand - Branches, created when missing), the transit account (the company's liquidity transfer account, also set on the company when it had none), a closing cash journal (Closing Cash, created when the company has no cash journal) and the expense product Generic Distributor Expense. The Expense Officer stays empty. Change them in the settings; a later update does not touch them.