Processing Office Payments

Last updated

Overview

Office Payments can be processed either:

This guide covers both methods, including how to allocate payments, attach documents, and finalise posting.

Payments are posted immediately and recorded in the ledger. Always review allocations and amounts before posting.

How to Access Office Payments

You can create an Office Payment from multiple locations:

Step-by-Step: Processing an Office Payment

Step	Action	Notes / Callouts
1	Select Pay From Account	Pre-populates if accessed via Office Account; otherwise select manually
2	Enter Pay To	Start typing to search directory or create a new entity
3	Review Allocations	Purchases / disbursements auto-populate if available
4	Select Payment Method	May pre-fill if default exists; otherwise select and enter details
5	Open payment details (ℹ icon)	View or update banking details if required
6	Set Posting Date	Defaults to current date; can be amended
7	Enter Reason	Required for audit trail
8	Attach documents	Use Attach Files or drag & drop (e.g. invoices)
9	Remove allocations (if needed)	Tick items → click Remove Selected
10	Add new allocations	Click Add Allocation
11	Complete allocation details	Enter Matter / Entity / Invoice
12	Confirm allocation fields	Description auto-populates
13	Enter Amount & Tax	Include Tax Code and Billing Tax Rate
14	Check Tax Inclusive toggle	Turn OFF if tax exclusive
15	Review Total	Displayed bottom right
16	Click Post or Post and New	Finalises the payment

When to Use This

When created from a matter, allocations default to Matter Credit Funds.

Step-by-Step: From a Matter

Step	Action	Notes / Callouts
1	Open Matter	Navigate from Matters list
2	Go to Office Ledger	Via Matter Actions
3	Click Post Payment	Opens payment screen
4	Select Office Account	Choose relevant account
5	Enter Pay To	Select or create entity
6	Review Allocations	Auto-populates if applicable
7	Select Payment Method	Add details if not pre-configured
8	Open details (ℹ icon)	Edit/view payment info
9	Set Posting Date	Adjust if required
10	Enter Reason	For audit purposes
11	Attach documents	Upload or drag & drop
12	Remove allocations	Tick and remove unwanted lines
13	Add allocations	Use Add Allocation if needed
14	Enter allocation details	Matter / entity / invoice
15	Confirm auto-filled fields	Description + type
16	Enter Amount & Tax	Include tax settings
17	Check Tax Inclusive toggle	Turn off if required
18	Review Total	Bottom right
19	Click Post or Post and New	Completes payment

Enable Automatic Filing

Only Firm Administrators can configure this setting.

Step	Action
1	Go to Settings → Firm Settings
2	Select Notification Preferences
3	Expand Matters section
4	Locate Office Payment Posted
5	Tick File checkbox
6	Click Save