Overview

Disbursement Codes allow firms to create predefined disbursement templates that can be quickly selected when creating disbursements on a matter.

When a Disbursement Code is selected, the system will automatically populate key fields such as:

• Disbursement Type
• Description
• Amount or Rate
• Supplier or Payee (where applicable)

This helps firms standardise commonly used disbursements, improve data consistency, and reduce manual entry during billing and accounting processes.

Disbursement codes are ideal for frequently used items such as search fees, filing costs, courier charges, or cost recoveries.

Accessing Disbursement Codes

To create or manage Disbursement Codes, you must first access the Firm Settings area.

Steps

• Click the Settings dropdown menu from the main navigation bar
• Select Firm Settings
• Under the Accounting menu, select Disbursement Codes

This section allows you to create, edit, and manage disbursement templates used across the firm.

Creating a Disbursement Code

Follow the steps below to create a new Disbursement Code.

Steps

1. Click Add Disbursement Code in the top-right corner of the screen

2. Select a Disbursement Type from the Type dropdown menu

3. Enter a Name for the disbursement

4. Enter a Code in the code field

These fields allow users to quickly identify and select the correct disbursement when creating transactions.

Disbursement Types Explained

When selecting a Disbursement Type, the system will display additional options depending on the type chosen.

Incurred Disbursements

If Incurred is selected, you can choose one of the following types:

• Purchase Disbursement

• Payment Disbursement

• General Ledger Disbursement

Each type determines how the disbursement is recorded within the accounting system.

Selecting the correct disbursement type ensures the transaction is recorded in the correct accounting workflow.

Cost Recovery Tags

If the Cost Recovery type is selected, an additional Tag field will appear.

Because Cost Recovery is treated as a revenue account, tags can be used to segment income within the Profit and Loss report.

Adding a Cost Recovery Tag

1. Click inside the Tag field
2. Type the name of the tag
3. Click New when it appears
4. The tag will be created and applied

Example: Tags may be used to categorise recoveries such as photocopying, printing, or administrative costs.

Entering Rates, Amounts, and Tax Codes

Once the disbursement type has been selected, you can define the financial values for the disbursement.

Steps

1. Enter the Rate (for Cost Recovery items) or Amount (for other disbursements)
2. Select the appropriate Tax Code
3. Enter a Description for the disbursement

The Description will automatically populate when the code is used during disbursement creation.

Supplier and Payee Selection

Depending on the disbursement type, the system may prompt you to select either a Supplier or a Payee.

Supplier Field

For the following disbursement types:

• Anticipated Disbursements

• Incurred Purchase Disbursements

A Supplier field will appear.

Steps

1. Click inside the Supplier field
2. Begin typing the supplier name
3. Select the supplier from the Directory

If the supplier does not exist:

1. Click New below the search results
2. Create the new entity

Suppliers must exist in the Directory before they can be selected.

Payee Field

For the following disbursement types:

• Incurred Payment Disbursements

• General Ledger Disbursements

A Payee field will appear.

Steps

1. Click inside the Payee field
2. Begin typing the entity name
3. Select the entity from the Directory

If the entity cannot be found:

1. Click Add New Entity below the search bar
2. Create the new entity

You can press Tab to skip this step. The contact will be temporarily saved and can be completed later in the Directory.

Saving the Disbursement Code

Once all required fields have been completed:

1. Review the details for accuracy

2. Click Save at the bottom of the screen

The Disbursement Code will now be available when creating disbursements.

Best Practices

To ensure consistency across your firm:

• Create standard disbursement codes for commonly used costs
• Use clear naming conventions for codes and descriptions
• Apply Cost Recovery tags for better financial reporting
• Ensure Suppliers and Payees exist in the Directory
• Review codes periodically to ensure they remain accurate

Well-structured Disbursement Codes help reduce errors and make billing and reconciliation processes faster and and more consistent.