# Distributors automations

What Distributors does by itself: the records created when a branch or a distributor is saved, the to-do of a sent expense, the payments made at closing, the settings filled at installation, its e-mail template.

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](distributors-settings).

## E-mail template {#email-template}

### Send Distribution Details {#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 {#on-save}

### Branch and distributor provisioning {#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 {#link-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 {#on-buttons}

### Expense approval to-do {#expense-todo}

- **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 {#distribution-payment}

- **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 {#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 {#at-installation}

### Default settings {#defaults}

At installation, the app fills the empty options of [Distributors settings](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.

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- Source: https://jaah.app/docs/distributors/distributors-automations
- Updated: 2026-10-23
- Version: Distributors 19.0.1.1.0