Financial Distributions

Modified on Thu, May 28 at 9:51 AM

TABLE OF CONTENTS

What is Financial Distribution in FCX
- Financial Distribution card
  - What is a Financial Distribution Line?
    - How lines are grouped
  - FD Allocation Table
- Tools in FD card
Access to Financial distribution reference
When FD is created and updated
Where we use FDs
Financial Distribution errors
FAQ

What is Financial Distribution in FCX

Financial Distributions reference holds details of actual spends and incomes. A Financial Distribution (FD) is a record that represent a financial transaction that we used in Fieldclix financial reporting.

Each Financial Distribution record shows the distribution of a specific source of financial funds: within a financial account and Build Plan.

We distinguish several source types of financial distributions.

Revenue group — CIM Invoices.
Expenses group: Bill of Materials (BOM), COD Purchases, Employee Payroll Period Overhead, Time Keeping, VIM Invoices.

Financial Distribution card

Source type shows where we exactly get data in a financial distribution. Let's look closer on the Financial Distribution card.

1. Type — source type: where we pull in amount, hrs, BP allocation, etc.

2. Source Object Name. It shows you the name of the FD's source: a Time Card name and so on.

3. Source Object Date: Invoice date, BOM date, COD Purchase date, etc.

4. Confirmed — indicates that the Financial Distribution is correct and can be used in financial statements.

The FCX system automatically marks FDs as confirmed when:

CIM Invoice – as soon as the invoice stage becomes submitted, received, accepted or paid.
BOM – once a BOM goes to the Kitted or Completed stage.
COD – when a COD is approved (if COD Purchase Category does not stipulate transforming to VIM Invoice).
Employee Payroll Period Overhead – when the related payroll period is paid. Overhead type of payroll period includes all payroll overhead expenses, and it's factored into the Corporate Overhead Build Plan.
TK – when a Time Card paid date is passed.
- At first, the system checks whether the Time Card's payroll period is paid. If YES, then marks FD as confirmed.
- If the payroll period is not paid yet → it checks that the paid date in the related payroll check is passed → if yes, it will confirm the TC's financial distribution.
VIM Invoice – after an invoice is approved or paid.

5. Locked — use to block the Financial Distribution from automatic changes. In this case, the system will not update the FD if source data is changed. The Recalculate action is also not available for locked FDs.

If you lock an unconfirmed FD, you need to confirm it manually: check the box “Confirmed”.

6. Total Amount ($) — sum of the Amount column.

7. Allocation table — shows the amount summarized and recorded in the particular financial account.

Lines in the table are summed over BP and Financial Account.

8. Financial Period closed — indicates that the corresponding period is closed. No changes to the FD are allowed: recalculation, manual changes to the table, locking the FD.

What is a Financial Distribution Line?

A Financial Distribution (FD) line is one row that shows how part of money from a source object is assigned for financial reporting.

Think of it as a single allocation unit:

one part of cost/revenue,
linked to business context (for example project/build plan, employee, service item, date, source object),
prepared for finance analytics.

A full Financial Distribution record is a set of these lines that splits one source (like a time card or invoice) into clear financial pieces.

They are used in:

P&L dashboard (details and grouped totals),
profitability and variance analysis,
drill-downs back to source documents (time cards, invoices, etc.).

How lines are grouped

There are two grouping levels:

Inside FD (line uniqueness control):
- lines are treated as duplicates if they have the same key combination (build plan, financial account, employee, and notes). This helps prevent repeated allocation rows.
In analytics (for example P&L dashboard):
- FD amounts are aggregated by business dimensions, including build plan, service item, and financial account, then summed into totals.

Also important: grouped analytics use only lines that are ready/approved: free of missing data.

FD Allocation Table

How the system fills each FD line in the table depends on Source Types and several rules:

FD CIM Invoice	From CIM Invoice
Financial Account	← static value from the system setting FAForFSMInvoices Generally, it is Total Revenue.
Amount	← Invoice Total
Build Plan	← Build Plan
Service Item	← from the CIM Invoice SO's Allocation table

FD BOM	From BOM
Financial Account	← static value from the system constant FABOMBillableAccounts
Amount	← BOM Total
Build Plan	← Build Plan
Service Item	← from the BOM's billable/non-billable Financial Account

FD COD	From COD Purchase
Financial Account	← Financial Account
Amount	← Total Amount
Build Plan	← Build Plan
Service Item	← from the COD's Financial Account

FD Employee Payroll Period Overhead	From Cost Rates table in Payroll Period
Financial Account	← static value from the system setting PayrollOverheadFAID
Amount	← Total amount of lines with “AdHoc Overhead” applied addition type from Cost Rates table in Payroll Period
Build Plan	← static value from the system constant NonWorkBuildPlanID
Employee	← Employee from lines with “AdHoc Overhead" applied addition type in Cost Rates table in Payroll Period
Service Item	← pulled from the Financial Account mapped to the Payroll Item where the addition type is "AdHoc-Overhead". If that is missing, it falls back to the Financial Account specified in the Employee Payroll Period Overhead setting, and the Service Item is taken from there.

FD Time Keeping	From Time Card payroll allocation table
Financial Account	← follows the priority
Amount	← Hrs * Rate. Cost Rates also use the priority.
Hours	← from the Time Card payroll allocation table. Hrs are summed over a Build Plan and FA.
Build Plan	← from the Time Card payroll allocation table
Employee	← Employee from Time Card
Service Item	← from the Time Card's Payroll Allocation Table: 1) from Activity 2) if empty → from Cost Type 3) if empty → from the type of the associated Work Order

FD VIM Invoice	From VIM Invoice PO/FD allocation table
Financial Account	← Financial Account
Amount	← Amount
Build Plan	← Build Plan
Notes	← FA Notes
Service Item	← from the VIM Invoice Service Items/Accounts Allocation table

Tools in FD card

Access to Financial distribution reference

Accountants and Bookkeepers user group has full access to the Financial Distributions reference.

When FD is created and updated

You do not need to create a financial distribution manually, the system creates it automatically with a script.

The script runs 4 times a day (from 6 am to 6 pm), creates financial distributions according to Fin. Analysis settings, and updates the allocation table in existing unlocked FDs (pulling actual data from source objects: Time Cards, Invoices and so on).

We use the Financial Analysis Reference to set:

the start date for generating FDs within a source type,
conditions for confirming an FD record.

For TK FDs we do not fill in the table if we do not have any cost rates (synced from the payroll system or specified in Employee, Site or WO Type Cost).

Where we use FDs

We use Financial distributions data to calculate actual amount of revenue and expenses in dashboards, like Status, Executive, WIP, P&L dashboards.

We show all FDs (confirmed and not) in the following dashboards: Budget, BP, Executive, Status.

We show FDs according to the filter “Confirmed Only” in the next dashboards: P&L and WIP.

Financial Distribution errors

Incomplete FDs must be corrected to maintain the integrity of financial reporting.

To keep track of errors in Financial Distributions calculation, you can use the corresponding notification. This notification event will remind an Employee your specified about errors in FDs, for example, about incomplete allocation: empty FA or Build Plan.

Send a request to FCX Support to set up a notification to your liking: recipient, notification channel and so on.

FAQ

Q1: Why is Financial Account empty in FD line?

If a Financial Account (FA) is empty on a Financial Distribution (FD) line, check these four areas in order:

Verify Source Rules:
- TK: Check payroll item, cost type, WO, or category rules. Follow the priority scheme.
- CIM Invoice: Check the FAForFSMInvoices setting. Available for Administrators only.
- BOM: Check the FABOMBillableAccounts setting. Available for Administrators only.
- VIM/COD/Payroll Overhead: Ensure the FA is selected or derivable on the source record.
Complete Source Data: For TK, ensure required fields (Work Order, Cost Type, Payroll Item) are filled so the system can map the account. Use the Payroll Period's dashboard Details tab.
Recalculate: After fixing the source data, trigger a recalculation/refill of the distribution.
Check Compatibility: If the FA is selected but blocked, ensure the account type (Revenue vs. Expense) matches the FD source type.

Q2: Why is Amount missing in Time Card Financial Distribution?

Q: Why is the amount missing or zero in Time Card distribution lines?

A: In most cases, the system could not calculate a valid labor cost rate for that entry. When rate is unavailable, the line is usually calculated as zero.

Q: What are the most common reasons?

payroll mapping is missing for the time entry;
mapping conditions do not match the actual entry context (time type, wage conditions, state/location, activity, shift, employee classification);
no cost rate is configured for the matched context;
a rate record exists but has no numeric value.

Q: Is this the same as “amount not set” validation error?

A: Not always.

For Time Card sources, missing rate usually results in zero amount.

“Amount not set” is more often a sign that distribution lines were not built correctly, not just that rate is missing.

Q: What should I check first?

The Time Card has no allocation problems.
Payroll mapping is configured for this scenario.
Cost rates exist for the exact employee/context/date conditions.
Recalculate payroll/time-card costing.
Rebuild financial distribution.

Q: What is the expected result after fixing setup?

A: Distribution lines are rebuilt with valid amounts, and zero/missing amount cases disappear for corrected entries.

Q3: Why line is not approved even if present?

FD line is considered approvable only when all key fields are present:

Financial Account
Build Plan
Amount
Source Date
If one is empty, line stays unapproved.