Overview

Allotments or Earmarked Funds refers to protecting Client/Trust monies for an intended purpose. Allotments/Earmarked Funds can be created from the Matter or when processing a Client/Trust Receipt. 

TABLE OF CONTENTS

• Overview
• Create Allotments/Earmarked Funds from the Matter
• Creating Allotments/Earmarked Funds when processing a Receipt
• Releasing Allotments/Earmarked Funds

Create Allotments/Earmarked Funds from the Matter

1. Navigate to the relevant Matter.

2. Select the Client/Trust Ledger and from the Drop-Down menu, select Allotments/Earmarked Funds > New Allotment/Earmarked Funds. 

3. Select an allotment type from the Type drop down menu. 

4. Select the date. 

5. Start typing a name in the Payment To field to select an entity from the directory. If the entity does not exist, a purple New symbol will appear to the right of the field and a note under the field will inform the user that an entity card will be created.
 

Note: When adding a new supplier during the processing of a transaction, additional address and payment details will need to be entered on the entity card and the newly created Supplier will be taken through a Supplier Verification process. This process allows Supplier banking information to be reviewed prior to any Payment being made to the supplier. Please see EvolveGo - Supplier Verification for a detailed explanation on the Supplier verification process and steps on how perform a Supplier verification.

6. Select the relevant Cashbook Account. 

7. Select the Currency. 

8. Enter an Amount. 

9. Enter a Reason. 

10. If required, enter a memo (internal note). 

11. Select Save. 

The Client/Trust Ledger will require a balance for an Allotment to be created

Creating Allotments/Earmarked Funds when processing a Receipt

Please refer to the Client/Trust Receipts guide for full instructions on posting receipts.

1. Enter a Client/Trust receipt as usual, in the Receipt Allocations toggle on the option for As Allotment/As Earmarked Funds

2. Complete the payment details and select Add. 

Releasing Allotments/Earmarked Funds

Allotments/Earmarked Funds need to be released before Client/trust funds can be used. Allotments can be released as follows: 

1. Navigate to the relevant Matter. 

2. Select the Client/Trust Ledger and from the Drop-Down menu, select Allotments/Earmarked Funds > View Allotment/Earmarked Funds. 

3. Select the currency symbol (release allotment/earmarked funds) on the line item. 

4. The payment screen will display the relevant matter number. 

6. Select the relevant Client/Trust account to pay from. 

7. Start typing a name in the Pay To field to select an entity from the directory. If the supplier does not exist, a purple New symbol will appear to the right of the field and a note under the field will inform the user that an entity card will be created. 

8. Select the payment method from the drop-down menu.

9. Adjust or enter the payment amount. 

10. Enter the relevant payment number. Otherwise leave the payment number blank and the number automatically populate based on the global settings. 

11. Select the Posting Date. 

12. Confirm the Reason for payment. 

13. Once all details have been recorded, select the Post button to record the payment, or the Post and New button to record the payment and open a new payment details screen.