Office Receipts
Overview
Office Receipts can be processed from:
- Office Cash Account
- Matter
- Invoices screen
This guide explains how to record receipts, issue them directly to matters or invoices, and how to file them automatically.
Processing Office Receipts
Office Receipts can be accessed from multiple system menus:
| Menu Path | Notes / Callouts |
|---|---|
| Home → Create new (+) → Office Receipt | Quick access for general receipts |
| Home → Banking → Office Account → Receipt | Access via cash account ledger |
| Dashboards → Accountant Dashboard → Office Account → Receipt | Bulk processing or dashboard access |
| Invoices → All Invoices → Tick invoice → Actions → Record Receipt | Receipting directly to invoice |
Recording an Office Receipt
Step-by-Step Guide
Step 1 – Access Office Receipt
Navigate via one of the menus above
Choose the path that fits your workflow. Screens may vary depending on your role and permissions.
Step 2 – Select Account
- Received to Account pre-populates if accessed from the Office Account.
- Otherwise, select the relevant Office Cash Account.
Step 3 – Received From
- Type a name to select an entity from the directory.
- If the entity does not exist, a purple New icon appears → a new entity card will be created automatically.
Step 4 – Invoice Population
- If the client has outstanding invoices, the system populates all matters with invoices.
Step 5 – Receipt Method
- Choose from the dropdown.
- A pop-up screen may appear depending on the method → complete required fields → Save.
Step 6 – Payment Information
- Enter Amount.
- Check Posting Date (date recorded) and Original Date (funds received).
- Enter Reason or accept default.
- Add Memo if relevant.
Step 7 – Allocations
- Select Add allocation to allocate the receipt to a:
- Matter
- Invoice
- Account
- Search using the matter number, entity or invoice. The relevant allocation fields are populated automatically.
- Select Add allocation again to split the receipt across multiple allocations.
- For Tax Exclusive receipts, switch off Tax Inclusive.
- The total allocated amount is displayed in the bottom-right corner.
- A negative invoice can be included with positive invoices for the same client where the signed allocations result in a positive amount of cash received.
- A negative invoice cannot be allocated to an Office Receipt by itself. Use Refund Invoice to pay the credit directly to the client.
Tax codes for general ledger account allocations
When allocating an Office Receipt to an Account, select the appropriate active tax code:
- N-T is displayed at the top of the list.
- The remaining tax codes are grouped under Purchase and Sales, making similarly named codes easier to distinguish.
- A Purchase tax code posts the calculated tax to the firm’s Tax Paid account.
- A Sales tax code posts the calculated tax to the firm’s Tax Collected account.
Existing tax calculation and rounding rules continue to apply. This change applies only to general ledger account allocations; tax-code selection for Matter and Invoice allocations is unchanged.
Step 8 – Post Receipt
Click Post or Post and New to complete.
Verify all allocations, amounts, and dates before posting. Posting is immediate.
Issue a Receipt from a Matter
| Step | Action | Notes / Callouts |
|---|---|---|
| 1 | Navigate to relevant Matter | Use Matters screen |
| 2 | Open Office Ledger | Matter Actions → Office Ledger |
| 3 | Click Post Receipt | Dropdown menu option |
| 4 | Select Received to Account | Only if multiple accounts exist |
| 5 | Received From auto-filled | Based on client |
| 6 | Choose Receipt Method | Complete pop-up → Save |
| 7 | Enter Amount, Posting Date, Original Date | Can type or select from calendar |
| 8 | Update Reason and Memo | Optional but recommended |
| 9 | Post receipt | Click Post or Post and New |
Issue a Receipt Directly to a Client Invoice
| Step | Action | Notes / Callouts |
|---|---|---|
| 1 | Navigate to Invoices → All Invoices | - |
| 2 | Click Ellipsis → Receipt Invoice | Next to issued invoice |
| 3 | Select Received to Account | Dropdown list - only if multiple accounts exist |
| 4 | Confirm invoice details | Pre-populated |
| 5 | Choose Receipt Method | Complete pop-up → Save |
| 6 | Enter Amount, Posting Date, Original Date | Verify dates |
| 7 | Update Reason and Memo | Optional |
| 8 | Post receipt | Click Post or Post and New |
Negative Invoices: The Receipt Invoice action is not used for an invoice with a negative outstanding balance. Select Refund Invoice to pay the credit directly to the client.
Settling Negative Invoices
A negative invoice represents an amount owed to the client. It remains an invoice and does not become a Credit Note.
There are two ways to settle a negative invoice:
Include it with positive invoices in a Cash Allocation.
Pay the credit directly to the client using Refund Invoice.
Include a Negative Invoice in Cash Allocation
Use this method when the client has both positive and negative invoices and is paying the net amount.
Navigate to Invoices → All Invoices.
Select the positive and negative issued invoices for the same client.
Select Actions → Record Receipt.
Enter the amount of cash actually received.
Review the invoice allocations:
Positive invoices have positive allocations.
Negative invoices have negative allocations.
Check that the signed allocations equal the amount received.
Post the Cash Allocation.
The selected invoices must belong to the same client, but they can relate to different matters.
A negative invoice cannot be settled on its own through Cash Allocation because an Office Receipt must have a positive value.
Example: A positive invoice for £1,000 and a negative invoice for -£200 can be settled against an Office Receipt of £800.
Pay a Negative Invoice to the Client
Use this method when the credit is being paid directly to the client.
Navigate to Invoices → All Invoices.
Locate the negative invoice.
Open the invoice actions and select Refund Invoice.
Complete the Create new payment screen.
Enter the amount being paid as a positive payment amount. Do not enter a minus sign.
Check that the payment date is not earlier than the invoice date.
Confirm that the settlement allocation uses N-T with zero tax.
Post the payment.
Efimis creates an Office Payment in the Cashbook and allocates it against the negative invoice. This does not create an incoming Office Receipt because money is being paid to the client.
The payment can be partial or full, but it cannot exceed the outstanding credit balance:
If partially settled, the invoice remains Issued with an outstanding credit balance.
When fully settled, the invoice is marked Closed.
The user must have permission to post an Office Payment.
Zero-Total Invoices
A zero-total invoice is automatically settled and marked Closed when issued.
It cannot be selected in Cash Allocation or manually receipted. No Office Receipt, Office Payment or bank transaction is created.
For complete billing and accounting guidance, see Billing Negative Disbursements & Cost Recoveries.
Filing Office Receipts
| Step | Action | Notes / Callouts |
|---|---|---|
| 1 | Navigate to Settings → Firm Settings | Top menu |
| 2 | Click Notification Preferences | - |
| 3 | Expand Matters | Click arrow |
| 4 | Select Office Receipt Posted → File | Click Save |
| 5 | Automatic filing works only for receipts allocated to a single matter | Multi-matter allocations require manual filing |
Best Practices
- Verify Received From, Account, Amount, and Dates before posting.
- Use allocations carefully when splitting receipts across multiple matters or invoices.
- Maintain clear Reason and Memo entries for audit trails.
- For receipts posted from Matter, ensure correct matter selection to avoid misallocation.
- Use tables for quick reference when issuing receipts to multiple invoices or matters.
- Post immediately; check ledger balances after posting.
Need to reverse a receipt? Follow the Reversing Office Receipts Guide