This guide provides a step-by-step process for efficiently managing batch payments within a legal accounting system. By following these instructions, users can streamline their payment workflow, ensuring accuracy and saving time. It is particularly useful for legal professionals looking to enhance their financial operations and maintain organized records. Viewing this guide will empower users to navigate the system confidently and execute batch payments effectively.
1. Step 1: Open Ready To Be Paid Voucher Screen
- Log In
- Access LawAccounting/CaseQube using your secured credentials.
- Navigate to Vouchers
- Click the App Launcher (nine dot icon)
- Type Vouchers in the search bar
- Open Ready to be paid Voucher Screen
- Click the drop down arrow
- Click Ready to be paid to show available vouchers
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2. Step 2: Open Pay Batch
- Select vouchers that need to paid either individually or check the box next to Voucher Name to select all
- Click Pay Batch
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3. Step 3: Understanding Voucher Pay Screen
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Type: Indicates how the payment will be made. Options include:
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Check
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Electronic (ACH, wire, or other electronic transfer)
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Bank Account: Selects the account from which the funds will be paid. This must align with the chosen payment type (e.g., operating account, trust account, or designated bank account).
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Payee: Automatically populates with the matter name associated with the voucher. This identifies which matter the payment relates to.
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Name: Automatically populates with the voucher name. This helps distinguish the voucher from others tied to the same matter or vendor.
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Date: Automatically populates with the date the voucher was created. This is for reference and does not change when payment is made.
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Amount: Automatically populates with the total amount of the voucher.
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Amount to Pay: Automatically populates with the remaining balance due on the voucher. This may be adjusted if a partial payment is being made.
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Reference: A manual entry field used to record identifying information for the payment, such as:
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Check number
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Electronic payment or transaction ID
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Bank confirmation number
This field is important for tracking and reconciliation.
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Disbursement Date: The date the payment is actually issued or sent. This date determines when the transaction posts to the accounting records.
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Meaning of Green Toggles:
The green toggles let the end user choose whether to create a single check to the vendor/client for all expenses, or separate checks for each expense.
To generate separate checks, simply unclick one of the toggles.
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4. Step 4: Review Disbursement
- Click on voucher
- Click on Voucher Payments
- Click on Disbursement
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