Move client money

Three steps, two people

Every movement out of a client ledger is asked for, approved by somebody other than the person who asked, and then carried out. Asking, approving, rejecting and carrying out each ask for your password again. The person who asked can never approve it: the system refuses, and the database refuses too.

At each step the matter's ledger is read again. A movement the ledger no longer covers is not approved or carried out, and the page says what the ledger now holds; an approver may reject it and it may be asked for again for what is covered.

Transfer to office against a bill

1. Open the matter's Client account tab and choose Transfer to office against a bill from the actions.
2. Choose the posted bill it settles, the amount (no more than the bill owes or the matter holds), and the client and office accounts the money moves between.
3. Ask for approval. A partner or the managing partner approves it from To approve.
4. Once approved, finance chooses Carry out, gives the day the money moved and the bank's reference. The client and office journals post together and the bill is paid by the amount.

Refund by payment voucher

1. From the matter's Client account tab choose Refund to the client.
2. Choose the currency and the amount, and say why.
3. Pay the matter's client, or somebody the client has authorised in writing. For anybody else, the client's written authority must be filed on the matter and chosen on the voucher.
4. Add how it is paid and the documents that support it where they are known.
5. Ask for approval. Once approved, finance chooses Pay, gives the day, how it was paid, the client account it left and the cheque number or payment reference. A cheque number is used once on each account.

A disbursement paid from client funds or the office

Recording a disbursement paid from client funds or from the office account opens a payment voucher for it. The disbursement waits as Awaiting voucher and posts to the books when the voucher is approved and paid. If the voucher is rejected or withdrawn, the disbursement stands as Not paid.

Payments out of the office account

Every payment out of the office account goes through the same voucher: a disbursement paid from the office, and a petty cash top up, which names no matter. The same people approve and pay them, and Vouchers can show either account. An office voucher is seen by finance and the partners, and by whoever asked for it.

Move to another matter

From the matter's Client account tab choose Move to another matter. The other matter must be one of the same client's, and the reason is required: it is what the regulator reads. Once approved and carried out, one journal moves the money between the two ledgers.

Registers and the queue

Finance, Client account holds To approve, the movements waiting for you oldest first with what each matter holds beside them, and the registers of Transfers (to office and between matters) and Vouchers. Each movement has its own page, with who asked, who approved or rejected it and why, who carried it out, and the journals it posted. The person who asked may Withdraw it until it is approved.