This guide provides a step-by-step approach to creating a new disbursement with expenses in LawAccounting/CaseQube, ensuring accurate financial management. It covers essential details like selecting payees, entering amounts, and categorizing expenses, which are crucial for compliance and reporting. By following this guide, users can streamline their disbursement process, minimize errors, and maintain organized financial records. It's an invaluable resource for anyone involved in financial operations within a legal context.
1. ### Step 1:
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Log In
- Access LawAccounting/CaseQube using your secured credentials.
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Navigate to Revenue Management
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Click the App Launcher (nine-dot icon).
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Type Law Accounting in the search bar.
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Open Disbursement Screen
- Click Disbursement
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Open Disbursement w/ Expense Screen
- Click Disbursement w/ Expense
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2. ## Step 2: Understanding the Disbursement w/ Expense Entry Screen
Disbursement Header
- Payee: Click the Search icon to locate and select the vendor or individual receiving the payment.
- Type: Select the disbursement type (electronic, check, original source ). This determines which funds are being used and how the transaction is treated for accounting and compliance purposes.
- Bank Account: Click Search to select the bank account from which the funds will be issued.
- Amount: Enter the total dollar amount being disbursed. This should match the total of the expense line(s) below.
- Description: Enter a brief summary of the payment (e.g., “Medical Records – ABC Hospital”). This will appear on reports and payment records.
- Disbursement Date: Click into the date field and enter the date the payment is being issued (Format: MM/DD/YYYY).
2. Expense Lines
- Expense GL Account: Click Search to select the appropriate General Ledger account that the expense will post to (e.g., Filing Fees, Medical Costs, Expert Fees).
- Date: Click into the date field to enter the expense transaction date (Format: MM/DD/YYYY).
- Amount: Enter the expense amount associated with this GL line.
- Comment: Enter any internal notes or clarifying details specific to this expense line.
- Total: The system will automatically calculate the total of all expense lines. This total must match the Disbursement Amount above before posting.
- Click + Add Row to add additional GL lines if the disbursement needs to be split across multiple expense categories. Repeat as necessary.
3. Action Buttons
- At the bottom of the screen, the following options are available:
- Cancel: Discards any changes made.
- Save: Saves and posts the transaction (if required fields are completed).
- After Saving your screen will refresh to Disbursement Details
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