Post an AP Bill to a Matter

You can associate an accounts payable bill with a specific matter for payment at a later date.

Post a New Bill to a Matter

To post a new bill to a matter:

  1. From the left navigation panel, click Accounting.
  2. From the bottom of the Accounting left navigation, click Accounts Payable.
  3. From the toolbar atop the Accounts Payable screen, click Add > Bill.
  4. On the Add New Bill or Edit Bill screen, from the Bill Date field’s drop-down, click the bill date.
  5. In the Amount field, enter the bill amount.
  6. For the Calc check box, take your preferred action:
    • Check Calc Box
      1. In the Total field, enter the total amount.
        The system calculates taxes based on your firm’s default rates and auto-populates the fields.

        Note

        To check the Calc checkbox as a default when adding an AP bill, general bank withdrawal, or credit card charge, update your financial settings under Setup > Firm Settings > Financial Settings.

    • Uncheck Calc Box
      1. In the GSTHSTQST and PST fields, as applicable, enter the taxes paid.
        The Total field auto-populates with the bill’s total.
  1. In the Ref # field, add a reference number, if desired. It can be an internal tracking number, or one from the bill. 
  2. In the Pay To field, enter the Law Society’s name.
  3. Click More Info to add the Law Society’s mailing address, if needed.
  4. In the Memo field, use the drop-down to click a memo, or enter a new memo.
  5. In the Memo2 field, enter another memo if you desire further detail. This will not display when you print checks. 
  6. In the Account field, click a Chart of Account for the bill. The system automatically selects this account when you post payment to the bill.
  7. Under the Options section, check the boxes to include those options desired.
  8. Check the box to Post as matter expense.
    The section expands.
  9. In the Matter field, enter the first few characters of the matter name.
    A drop-down list displays potential matches.
  10. Click the matter.
  11. From the Expense field’s drop-down, click the expense.
  12. From the Timekeeper field’s drop-down, click the timekeeper.
  13. From the Billing Status field’s drop-down, click Billable.
  14. In the Description field, enter a description.  
  15. In the lower right corner, take the appropriate action:
    • Click Save and New to save this bill and add another.
    • Click Save to add this bill and return to the Accounts Payable screen. 

      The system posts your bill as a matter expense and displays a dollar sign icon to its far left.

Post an Existing Bill to a Matter

To post an existing bill to a matter:

  1. From the left navigation panel, click Accounting.
  2. From the bottom of the Accounting left navigation, click Accounts Payable.
  3. On the Accounts Payable screen, double-click the bill, or single-click it to highlight it, and then from the toolbar, click Edit.
  4. On the Edit Bill screen, toward the lower left of the screen, check the box to Post as matter expense.
    The section expands.
  5. In the Matter field, enter the first few characters of the matter name.
    A drop-down list displays potential matches.
  6. Click the appropriate matter.
  7. Click the radio button for New expense card.
  8. From the Expense field’s drop-down, click the expense.
  9. From the Timekeeper field’s drop-down, click the timekeeper.
  10. From the Billing Status field’s drop-down, click Billable.
  11. In the Description field, enter a description.
  12. In the lower right corner, click Save

The system posts your bill as a matter expense and displays a dollar sign icon to its far left.

Once a bill is posted to a matter, it creates a hard cost. To learn more about hard costs, click here.

Updated on March 31, 2022

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