📀Create and Publish Disbursement Cycle

**Client HR Processes Credit Contract Through B2B Portal**

Role: Client HR

  1. Email Notification After Finance approves the credit release, client HR receives an email notification regarding the contract and its credit readiness for disbursement cycle creation.

  2. Login to B2B Portal Client HR logins the B2B Portal

  3. Access B2B Portal Client HR locates and clicks on the "Credit Contract" widget in the B2B dashboard.

    • A list of credit contracts is available on the credit contracts page for further action by Client HR.

  4. Credit Contract Status There are three types of contract status

    1. 'Not Started' and 'In Progress' status

      1. These contracts are valid for the creation of a disbursement cycle.

      2. They are within the validity period.

      3. Not Started - The contract has not yet started (the start date is a future date).

      4. In Progress - The contract has begun (the start date can be a past date or today's date)

      5. The status remains 'In Progress' regardless of whether the purchased credits are fully allocated as long as the contract is valid (within the validity period).

      6. The user can access the contract by clicking the 'View Disbursement' button.

      7. 'Create Disbursement Cycle' is available on the Contract Details page

    2. 'Complete' status

      1. These contracts have ended or expired

      2. The user can access the contract by clicking the 'View Disbursement' button.

      3. No 'Create Disbursement Cycle' button on the Contract Details page

      4. The user can access and view details of each disbursement cycle

      5. There is no option to edit the contract or disbursement cycle

  5. Credit Contract Detail

    Click the' View Disbursement' button to access the contract details page. Client HR can view and verify the following details:

    • Contract SKU

    • Validity Period

    • Credits Purchased (amount)

    • Unallocated Credits (amount) -> refer to the credit balance after creating disbursements.

    • Status: [Not Started/In-Progress/Completed]

    • A list of disbursement cycles that was created for that contract.

    • If multiple disbursement cycles are under one contract (a mix of the draft, in progress, and completed), the contract status is 'In Progress.'

  6. View Disbursement Details If there is an existing disbursement cycle, click on the 'View Details' button associated with that disbursement cycle to access the 'View Disbursement Cycle' page. Client HR can view and verify the following details:

    • Disbursement Cycle SKU

    • Validity Period

    • Total Amount Allocated/Disbursed (amount)

    • Total Amount Utilised (amount)

    • Status: [Not Started/In-Progress/Completed]

    • Selected Employees

      • Name, Email, Employee ID, Amount Allocated, Amount Utilised

  7. Create Disbursement Cycle Client HR clicks on the 'Create Disbursement Cycle' button on the contract details page and updates the following details:

    • Valid From: * [disbursement cycle start date]

    • Valid To: * [disbursement cycle end date]

    • Amount Per Employee: *

    • Unique SKU: * [disbursement cycle unique SKU - free text]

    • Description: * [disbursement cycle description - free text]

    • Select Employees to receive the credits : [This is the employees of the organization, created in Avalon]

    Client HR can save the disbursement cycle as a draft or click the 'confirm' button to proceed.

    • Disbursement cycle status = Not Started

    • At this stage, client HR can still edit the disbursement cycle.

  8. Publish Disbursement Cycle Client HR clicks the 'confirm' and 'publish' buttons to release the credit allocation to the selected employees.

    • Disbursement cycle status = Not Started

    • At this stage, client HR can no longer edit the disbursement cycle.

    • The status of the disbursement cycle changes to 'In-Progress' on the day of the start date.

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