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Track Trust Administration Fees (TAF) Through Accounts Payable (BC)

 Visit the Law Society of British Columbia to learn more about Trust Administration Fees (TAF) 

If you are located in BC and only need to track one TAF per matter, we recommend using the Trust Admin Fee feature.

If your needs are outside of that scope, you will need to use Accounts Payable (AP) to manage your TAFs.

While it is simple to use AP to add TAF to matters, keep the following in mind:

  • You must enter the TAF amount for each AP bill.
  • You must use an identical payee for each TAF AP bill entered. Otherwise, your searches to identify paid and unpaid TAF fees could miss a bill that has inconsistent payee information.
  • You cannot enter or track TAFs for exempt matters.
  • You cannot enter historical TAF data.
  • TAFs will not have their own GL TAF Accounts Payable Account. Instead, they will appear in the 2100 AP GL with all other AP items.

Initial Setup

Add a New Expense Category

This new category needs to be added once, before you begin tracking TAFs via AP

  1. Go to Setup > List Items > Expense > Main > Add
    1. For Name enter “TAF for AP”.
    2. For Description enter “Trust Admin Fee”.
    3. Set Taxable to Yes if TAFs are taxable.
    4. Set a Unit Price if TAF needs to be the same amount every time.
    5. Click Save when done.

Managing TAFs in AP

Enter a TAF 

  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.
  4. On the Add New Bill screen, from the Bill Date field’s drop-down, click the bill date.
  5. In the Amount field, enter the trust admin fee 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 the GST, HST, QST and PST, as applicable, and auto-populates their fields.
    • Uncheck Calc Box
      1. In the GST, HST, QST and PST fields, as applicable, enter the taxes paid.
        The Total field auto-populates with the bill’s total.

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.

  1. In the Ref # field, enter the invoice number or other bill identification you desire.
  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, enter “TAF” along with any details you desire to add. You must include “TAF” in the Memo field or you will not be able to create reports for your TAFs. 
  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.
  10. From the drop-down list of potential matches, 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 saves your bill and proceeds as applicable.

Report on TAFs

  1. Go to Accounting > Accounts Payable
  2. Use the filter found on the right-hand side of the screen
    1. For Type choose “Bill”
    2. Use Client/Matter/File# to limit the report to a specific client or matter
    3. Use Status to limit to report to paid or unpaid TAFs 
      1. To see the currently owed levies, select “Unpaid/Unused”
      2. To see the historical levies only, select “Paid/Used”
      3. To see all levies ever entered or paid, select “All”
    4. For Memo field search for “TAF

This will produce a filtered list of AP bills that are TAFs.

You can then export and/or print these results using the Export function from the grid toolbar.

Pay TAFs in Bulk

  1. When in the Accounts Payable list, select all TAFs you wish to pay.
  2. Click Pay from the taskbar and complete the transaction fields.

See Record Payment for Accounts Payable for additional steps.

Updated on March 31, 2022

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