Overview

This guide covers the process of transferring funds from your Client/Trust account to your office account on an individual and bulk basis. A Client/Trust to Office transfer will perform both the Client/Trust payment and the Office receipt sides of the transfer. 

An optional approval process for receipting invoices from Client/Trust funds is also available. 

TABLE OF CONTENTS

• Overview
  • Performing a Single Matter Transfer
  • Performing bulk Client/Trust Transfers
  • Client/Trust to Office Transfer Approvals
    • Settings Required
    • Approving Invoices for Receipt
    • Viewing Approved for Receipt Invoices

Performing a Single Matter Transfer

1. Navigate to the Matter you wish to make the transfer for. 

2. On the Matter Card select the Client/Trust Ledger from the Matter Actions menu.

3. Select the Client/Trust Cash Account from the drop-down menu, then select Client/Trust to Office. 

4. The Client/Trust to Office transfer screen will appear.  The Matter and Invoices to Pay will pre-populate. 

5. The Invoices to Pay section will display a listing of all outstanding invoices on the matter. The invoice balance payable will display below the invoice (1) and the balance of any unpaid disbursements (if any) included in the invoice. The total amount of each invoice is listed on the right (2). 

6. To remove an invoice from the Transfer, the Bin icon to the left of the invoice can be selected.

If you need to review an invoice in further detail, click on the Select Invoices button.  

7. Confirm the Total to Transfer and Remaining Trust balance.

8. Confirm the Office Cash Account which the payment should be made to.

9. In the Payment Details area of the screen confirm the Date of Transfer.

10. The Payment Method will be pre-populated with the Office Cash Account default. Or select another payment method from the drop-down menu.

11. If required update the Reason for Transfer field.

12. To complete the transfer, select Transfer in the bottom right of the screen.

Performing bulk Client/Trust Transfers

Client/Trust Transfers can be performed in Bulk via the Accountant Dashboard. 

1. Navigate to the Accountant Dashboard and select Pending Transfers. 

Select within the white space of the widget beside the relevant Client/trust account to open the bulk trust to office transfer screen.

2. The bulk Client/Trust Transfer screen will appear. All Matters which have a Client/Trust Balance and an Outstanding Invoice will appear in the list as available for transfer. 
By default, all invoices in the screen will be selected, as can be seen in the screenshot below indicated by the selected tick boxes. To deselect, tick the box at the top of the screen (1) or tick individual line items for transfer (2).  

The transfer screen displays the following totals;

• Client/Trust Balance = Total Client/Trust Balance on the matter
• Available to Transfer = Matter Balance less any retained or allotted funds
• Transfer Total = Total amount to be transferred

To view the breakdown of individual invoices against a matter, expand the matter by clicking on the arrow.

3. Tick any matters to include into the transfer.  To exclude any invoices linked to a matter from the transfer, untick.

To adjust the amount to transfer against any of the invoices, highlight the total amount and adjust accordingly.

Additional filters can be applied by selecting Add Filter at the top of the screen

4. Complete the payment information. The Date will default to today's date.  Select the relevant Office Cash Account and Payment Method. Then enter the transfer reason into the Reason field, this will be auto generated if left empty.

5. To export a listing of client to office transfers into an excel report, select the Export button in the bottom right of the screen. The excel report will save to your Downloads folder in your computer.
Ensure that you export this report as this will be the only time for you to get this particular format report. 

The office transfer excel report is as follows. 

6. Select Transfer to process the Client/Trust to Office Transfer.

To view previous transfers, select the History button at the bottom of the Pending Transfers widget.

Client/Trust to Office Transfer Approvals

The system allows for automatic or manual approvals of Client/Trust to Office Transfers.  When the setting is enabled, Client/Trust to Office transfers will be automatically approved. 

When the setting is disabled, it will allow staff with the relevant approval permission to approve the invoice for Receipt (via a Client/Trust receipt), via the invoice process.

Important note regarding this setting:
- For firms located in Australia, by default this setting is enabled.
- For firms located in UK/Ireland, this will need to be manually turned on.

Settings Required

The Auto Approve Invoices for Receipt setting is located under 'Firm Settings.

For firms requiring an approval, this setting must be disabled as shown below. When disabling this setting, ensure you save the changes.

The user/s who will be able to approve an invoice for receipt from trust will need to have the 'Approve Invoice for Receipt' permission set against their employee profile.

This feature is designed to function so that only invoices approved for receipt will display in the bulk Client/Trust to Office screen. Invoices with no approval will need to perform the Client/Trust to Office from the matter.

Approving Invoices for Receipt

1. Navigate to the invoice requiring approval and open the invoice. Select the Approved for Receipt toggle to on. 

Once approved, a pop up will appear; "Invoice approved for receipt". 

2. The approved invoice for receipt will now appear in your Pending Transfers list as available to include in your transfer.

Viewing Approved for Receipt Invoices

Navigate to the Invoices listing via the Invoices - All Invoices menu. The 'Approved for Receipt' column can be added via the column chooser to view the Approval status. A filter can also be applied in this screen to view approved or unapproved Invoices.