Defining distribution rules

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Defining Distribution Rules

    Defining distribution rules allows ServiceNow customers to manage how distribution costs are allocated based on specific criteria. This functionality is essential for ensuring accurate financial management by automating the distribution of costs according to defined rules.

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    Key Features

    • Name: Assign a unique identifier to each rule.
    • Active: Toggle to enable or disable the rule.
    • Advanced: Option to use scripting for custom distribution logic.
    • Description: Provide context and notes for the rule's application.
    • Script: Define custom behavior if the advanced option is enabled.
    • Table: Specify tables for cost distribution when not using scripts.
    • Condition: Utilize a condition builder for determining applicable records.

    When distribution costs are processed, they are evenly allocated among records identified by the specified table and conditions. Customers can preview affected records using the Condition Count Widget.

    Key Outcomes

    By implementing these distribution rules, customers can expect automated and precise allocation of costs, reducing manual errors and improving financial reporting accuracy. The scheduled job, Process FM Costs, ensures that distribution costs are processed daily, maintaining up-to-date financial records.

    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.