Defining distribution rules

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Defining Distribution Rules

    Defining distribution rules in ServiceNow allows users to manage and view distribution costs effectively. This process is essential for ensuring costs are allocated according to specific guidelines set by the organization.

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    Key Features

    • Name: Assign a unique identifier for each distribution rule.
    • Active: Toggle to determine if the rule is currently in use.
    • Advanced: Check to utilize scripted distribution; if unchecked, distribution relies on table and conditions.
    • Description: Provide details regarding the rule's purpose and usage.
    • Script: When Advanced is enabled, this field contains the script that dictates the rule’s functionality.
    • Table: Specifies the tables involved if Advanced is set to false.
    • Condition: Utilizes a condition builder to select records eligible for cost distribution when Advanced is false.

    After submission, related distribution costs can be viewed to assess the application of these rules.

    Key Outcomes

    By implementing distribution rules, customers can achieve:

    • Customizable cost distribution through scripted logic for varied allocation amounts.
    • Automated daily processing of distribution costs via a scheduled job, ensuring timely updates and accuracy.

    This structured approach to cost management enhances financial oversight and aligns with organizational fiscal strategies.

    Define distribution rules to view distribution costs that are distributed according to the rules.

    To define new distribution rules, navigate to Financial Management > Admin > Distribution Cost Rules, and select New and populate the following:
    Table 1. Distribution Rules form
    Field Input Value
    Name A unique name for the rule.
    Active Determines if the rule is actively used.
    Advanced If checked, the distribution rule will be determined by script. If not checked, it will be determined by table and conditions.
    Description A description of the rules and any notes on its use.
    Script If Advanced is true, the script which will determine the rule's behavior.
    Table If Advanced is false, a list list of tables to find the records to distribute the cost to.
    Condition If Advanced is false, a condition builder to determine which records will receive the distributed cost, on the table determined by the Table field. Cost amount will be distributed evenly across the records identified by the table and condition values. This field uses the Condition Count Widget to preview what records would be returned by the conditions.

    Once submitted, the Distribution Costs related list is displated, which helps determine which costs will be distributed according to the rules.

    Scripted distribution

    Scripted distributions allow for custom distribution amounts, versus the evenly split distributions when using table and condition filters.

    To enable scripted processing on a distribution rule:
    • Check the advanced field check box, this will display the script field.
    • Build the script using the following concepts:
      • Query for target records and data to use for calculating the allocation amount.
      • Create expense line records using the ExpenseLine API.

        For more information, see ExpenseLine.

    As noted in the default script, when the advanced field is enabled, the following variables are available during the script processing:
    • distCost - GlideRecord for the distribution cost, allowing access to all fields.
    • distCostAmount - cost amount in the system currency.

    Processing Distribution Costs

    A scheduled job called Process FM Costs automatically processes distribution costs daily.