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The Creation and Disposition of Provisional Disbursements

Provisional disbursements are client expense records created at billing time in anticipation of an invoice for a charge that has occurred against a client file that is about to be final billed.

  • When a bill is created as a draft bill, an expense record is created but not posted. This displays on the draft bill as printed and in modify draft. The database is populated as follows:

expense

expense_id     = e1 (a new expense record is created)
expense_type   = 'P'
bil_billing_id = b1 (id of the associated bill)
available      = 'N' (this makes it invisible to WIP)

expense_detail_wip

expense_detail_wip_id = edw1.1 (a new expense_detail_wip record is created)
amount                = 100 (for example)
thdr_tran_header_id   = the tran_header_id from the BIDR tran_header record 
exp_expense_id        = e1

  • If the draft bill is cancelled, the expense and the expense_detail_wip records are removed from the database.

  • If the draft bill is posted, a new record is created in expense_detail_wip with an amount equal to the original amount but with a negative sign. In this example the amount is -100. A new expense record is also created to put a credit into WIP. This new record is then available for billing or write down (to zero). The database is populated as follows:

expense

expense_id     = e2 (a new expense record is created)
expense_type   = 'P'
bil_billing_id = null available = 'Y' (this makes it visible to WIP)
exp_expense_id = e1 (this enables the system to find the source of the expense)

expense_detail_wip (for the new expense record)

expense_detail_wip_id = edw2.1 (a new expense_detail_wip record is created)
amount                = -100 (for example)
thdr_tran_header_id   = the tran_header_id from the DSB tran_header record 
exp_expense_id        = e2

expense_detail_wip (for the old expense record)

expense_detail_wip_id = edw1.2 (a new expense_detail_wip record is created)
amount                = -100 (for example)
thdr_tran_header_id   = the tran_header_id from the original BIDR tran_header record 
exp_expense_id        = e1
  • If the posted bill is ultimately reversed, the new expense (with expense_id = e2 in this example), is reversed. The database is populated as follows:

expense

expense_id   = e2 (the old expense record is updated)
available_yn = 'N' (this makes it visible to WIP)

expense_detail_wip (a reversing entry is created)

expense_detail_wip_id = edw2.2 (a new expense_detail_wip record is created)
amount                = 100 (for example)
thdr_tran_header_id   = the tran_header_id from the BLX tran_header record
exp_expense_id        = e2