This guide provides a comprehensive overview of how to efficiently apply and unapply receipts within the LawAccounting/CaseQube system. It details each step, from initiating the process to understanding the implications of applying payments to invoices or specific charges. By following this guide, users can streamline their revenue management tasks, ensuring accurate accounting records and improved financial oversight. It's an essential resource for anyone looking to enhance their proficiency in managing receipts effectively.
1. Step 1: Initiate Apply/Unapply Receipt Screen
- Log In
- Access LawAccounting/CaseQube using your secured credentials.
- Navigate to Revenue Management App
- Using the App launcher (nine-dot icon), open the Law Accounting
- Open the Receipt Screen
- Click Receipts
- Click the Specific Receipt you want to apply/unapply
- Open the Apply/Unapply Screen
- Click Apply/Unapply Button
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2. Step 2: Understanding the Receipt Apply on Billing Screen
- Receipt Apply: Appears at top of all three screens. Information automatically populates based on Receipt information.
- Customer: Who sent the payment
- Company: Are they associated with a Company
- Type:
- Reference: Any notes associated with payment
- Receipt Date: Date the payment was received
- Applied Amount: How much has already been assigned
- Amount: Total payment received
- Balance: Remaining money not yet applied
- Apply on Billing: means the payment is applied to the entire invoice as a whole, not to individual charges.
- Billing Name: The unique bill or invoice number generated by the system. This identifies the specific billing record the receipt can be applied to.
- Billing Date: The date the invoice was created or issued to the client.
- Parent Bill: If the bill is part of a grouped or split invoice, this field shows the original (parent) bill it belongs to. If the bill was created independently, this field will be blank.
- Billing Amount: The total original amount of the invoice when it was created, before any payments or adjustments have been applied.
- Total Applied: The total amount of payments that have already been applied to this bill from previous receipts.
- Billing Balance: The remaining unpaid amount on the invoice after previously applied payments.
- Applied Amount: The portion of the current receipt that you want to apply to this bill.
- Applied Date: The date the receipt payment is applied to the invoice. This may differ from the original receipt date depending on accounting practices.
- Adjustment GL Account: The General Ledger account used if an adjustment (such as a write-off or correction) is needed when applying the receipt.
- Adjustment Amount: The amount being adjusted against the invoice during the receipt application process (for example, a write-off or small balance correction).
- Status: The approval state of the receipt application (for example: Approved, Pending, or Draft), indicating whether the transaction has been finalized in the system.
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3. Step 3: Save and Review
Once you have entered in the amount to be applied. Click Save & Complete
That will:
-
Record the payment against the bills
-
Reduce the bill balances
-
Update accounting records
Screen will automatically refresh and you can view payments by selecting payment tab
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4. Step 4: Understanding Apply on Billing Line
- Apply on Billing Line means the payment is applied to specific line items inside the bill. Instead of paying the invoice generally, you're choosing which charges are being paid.
- Applied Amount: enter in the amount you want to apply to the individual charge
- Applied Date: Select Date you want to apply charge
- Adjustment GL Account: The General Ledger account used if an adjustment (such as a write-off or correction) is needed when applying the receipt.
- Adjustment Amount: The amount being adjusted against the invoice during the receipt application process (for example, a write-off or small balance correction).
- Status: The approval state of the receipt application (for example: Approved, Pending, or Draft), indicating whether the transaction has been finalized in the system.
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5. Step 5: Save and Review
Once you have entered in the amount to be applied Click Save & Complete
That will:
-
Record the payment against the bills
-
Reduce the bill balances
-
Update accounting records
Screen will automatically refresh and you can view payments by selecting payment tab
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6. Step 6: Understanding Unapply Option
- When a receipt has already been applied to a bill, the Unapply tab allows you to remove that connection.
- Option 1- Unapply All: This option removes the entire applied amount of the receipt from the selected bill(s). When used, all payments associated with that receipt application are reversed, the invoice balance increases accordingly, and the full amount returns to the available receipt balance so it can be reapplied to other bills.
- Option 2-Unapply Individual Transactions (trashcan icon): This option allows you to remove or adjust only a specific portion of the receipt that was applied to a bill. Instead of reversing the entire payment, you can unapply a selected amount from a particular invoice while leaving other applied payments unchanged. The unapplied amount is then returned to the receipt balance and can be reassigned if needed.
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7. Step 7: Save and View
- Once you select Unapply All or choose to Unapply Individual Payment(s), the screen will automatically refresh and return to the Apply on Billing tab. The unapplied payment(s) will appear again in the list of available amounts and can be applied to the same or different bills as needed.
- When finished click Save & Complete to save changes
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