C2 - Client Cheque

 

This posting type should not be used for entries that relate to disbursements.

C4 - Client Disbursement

A C4 posting has a default description of Client Disbursement. This posting type is intended for when client monies are used to pay for disbursements directly.

Using the C4 posting type will mean that the item posted will show on the Disbursements tab and be included in Disbursements reporting and the client’s ledger.

If you are using Insight to produce your bill documents, you can also choose to include your C4 postings on the bill

1. Select C4 from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field. This could be a cheque number if you have paid out a cheque or an invoice number if you are paying a supplier
4. Enter the description of the transaction in the Description field. The field will hold up to 250 characters
5. Select Disbursement Type from the drop-down list 
6. Use the drop-down list to select the bank that the money has gone in to/out from
7. Enter the total amount of the disbursement
8. Use the drop-down list to select whether the posting is a debit or a credit. If you choose Debit, an optional field for entering the Payee will appear
9. Click Post 

Please note, Disbursement Types can be set in System Settings.  If no Disbursement Types have been set up, the system default type is NORMAL – Default Disbursement Type.

1. Select C5 from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field
4. Enter the description of the transaction in the Description field
5. The total amount of money being transferred
6. Use the drop-down list to select the bank for the first part of the transfer
7. Use the drop-down list to select whether the first half of the posting is a debit or a credit
8. Select whether the other half of the transfer is to a Nominal Ledger or to a Matter (this can be a different account on the same matter or to a different matter altogether)

1. Ensure the Matter selected is the Matter you are transferring to, whether it is the same matter you are already on or an entirely different matter
2. This second Destination field is where you choose whether the transfer is going to the Client, Office or Deposit side of the Matter you selected above
3. After selecting the Destination above, you will be given a list of Banks of that type to choose from. Here you can choose the bank that the money is being transferred to or from. If this is a Matter-to-Matter transfer, please make sure you choose the same bank here as you did in steps 6 above

1. Select CI from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field
4. Enter the description of the transaction in the Description field
5. Enter the total amount of money
6. Use the drop-down list to select the bank that the money has gone in to/out from
7. Use the drop-down list to select whether the posting is a debit or a credit
8. Select the chosen nominal you want to transfer the interest from
9. Use the drop-down list to select the bank that the money has gone in to/out from

1. Enter the date of the transaction. The date will default to today’s date unless changed
2. Enter a reference for the transaction in the Ref field
3. Enter the description of the transaction in the Description field
4. Enter the total amount of money
5. Use the drop-down list to select whether the posting is a debit or a credit.  If you choose Debit, an optional field for entering the Payee will appear
6. Use the drop-down list to select the bank that the money has gone in to/out from

1. Select O0 - Office Memo from the drop-down list
2. Enter the date of the memo. The date will default to today’s date unless changed
3. Enter a reference to appear alongside the entry.
4. Enter the description of the memo in the Description field. The field will hold up to 250 characters of text.
5. Click Post

O1 - Office Pay Bill

The Office Pay Bill posting will allow you to allocate monies towards a bill and mark it as paid.  

 

Select the Bill you want to pay.  This will take you through to the next tab, Payment Details.

 

 

1. Enter the Date.  This is the date the Bill will be marked as paid on your system. It will default to today, so change as needed
2. The Reference field will default to the Reference you gave the bill, but you can amend this to another reference
3. The Description will be populated with the same description as the bill you produced, but you can add to or amend as well
4. Enter the amount you will be paying against the bill today. This can either be the total amount or a part payment
5. Select how the bill is being paid for. The options are Direct to Office,  Transfer From Client, Transfer From Another Matter, and Transfer From Nominal

Please note the Payment option will automatically populate with the default option set within your System Settings, but you can choose a different option if applicable. 

 

 

Please note Leave Funds in Surplus is available in Scottish accounts only.

If this is a total payment of the bill, you will not need to change anything within the Payment Allocation or Costs Allocation tabs. However, these tabs should be checked thoroughly if this is a part payment. Insight will automatically allocate the payment against the different elements of the original bill, but you can re-allocate these amounts accordingly

The Full and Final tick box should only be ticked if you fully pay the bill, Insight will automatically untick this box for part payments. Please verify this setting is correct before posting.

 

You can reallocate any Fee Earner allocations of your payment within the Costs Allocation tab. and then click Post to Pay the Bill

1. Select O2 from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field
4. Enter the description of the transaction in the Description field. The field will hold up to 250 characters of text 
5. Enter the total amount of money
6. Use the drop-down list to select whether the posting is a debit (money going out) or a credit (money coming in). If you choose Debit, an optional field for entering the Payee will appear
7. Use the drop-down list to select the bank that the money has gone in to/out from
8. Click Post

1. Select O4 from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field. This could be a cheque number if you have paid out a cheque or an invoice number
4. Enter the description of the transaction in the Description field. The field will hold up to 250 characters of text

Disbursement Types are created in System Settings.  If no Disbursement Types have been set up, then the system will default to NORMAL – Default Disbursement Type

Select where to pay the disbursement from using the drop down list.  The Options are Bank, Petty Cash, Nominal or Purchase Ledger

1. Select Debit or Credit.  An optional field for entering the Payee will appear if Debit is selected
2. Enter the total amount of money
3. Enter the VAT amount for this disbursement
4. Select the relevant VAT rate for this disbursement

 

If the disbursement has already been entered as Anticipated or Prebilled, it can be seen on the drop-down list here. Selecting a disbursement from this list will mean that you are changing it from an Anticipated or Prebilled disbursement to a disbursement which has been paid out. this will create an entry on the ledger and the bank account, nominal or purchase ledger you select later in this posting. 

 

 

This posting should not be used to pay a bill 

1. Select O5 from the drop-down list
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. Enter a reference for the transaction in the Ref field
4. Enter the description of the transaction in the Description field. The field will hold up to 250 characters of text
5. Enter the total amount of money being transferred
6. Use the drop-down list to select the bank for the first part of the transfer
7. Use the drop-down list to select whether the first half of the posting is a debit or a credit
8. Select whether the other half of the transfer is to a Nominal Ledger or to a Matter (this can be a different account on the same matter or to a different matter altogether)

1. Ensure the matter selected is the matter you are transferring to, whether it is the same matter you are already on or an entirely different matter
2. In the Destination field, choose whether the transfer is going to the Client, Office or Deposit side of the matter you selected above
3. Select the correct bank  

1. Select the nominal that this balance should go to. Choose the required Nominal ledger for the other side of the posting from the Nominal lookup box that will appear
2. Select the correct bank

1. Enter the date that the bill is going to be issued. This will always default to the current date
2. Enter the Reference.  If the Auto Bill numbering function has been set up in System Settings, this will be populated with the next available number
3. Enter the description of the bill.  The description field has a limit of 250 characters
4. Enter the VAT rate that will be applied to the Costs amount. This can be set as a default in System Settings
5. Enter the costs/fee/profit amount for the bill. If you are not including any time recording within this bill, simply enter the net costs amount in this field. Otherwise, you can leave this as 0.00 
6. The Costs VAT will be automatically calculated based on the Costs amount and VAT Rate selected previously, but can be changed later
7. Costs Allocated will be populated with the amount in the Costs box. This shows the total amount allocated to fee earners at the firm
8. Disbs will be auto populated when any disbursements are selected
9. Disbs VAT will be auto populated if any disbursements selected have a VAT element 
10. Total Bill will be auto populated with the Cost + Costs Vat + Disbs + Disbs VAT total

You can mark recorded time from the Time tab to be included on your bill. You are able to choose specific time entries, all time entries still outstanding for this Matter, all entries within a specific date range, or even time recording entries up to a specific value. This is also where you can write off any remaining time recording entries you are not billing to this client.

There are multiple ways to bill and write off time not bill would recommend you view our “How to Post a Bill” for more information

 

 

Disbursement Tab

1. If the Disbursement has already been posted, tick the ‘Include’ box next to any Disbursements you wish to pick up in this bill posting
2.  Select the correct Bill VAT Rate from the drop down list

 

 

Client Disbs Tab 

Select any unbilled client disbursements already posted on this Matter by ticking the ‘Include’ box next to each disbursement. Please Note this is purely for bill document production purposes and will not impact the total amount of your bill.

 

Allocation Tab

By default, Insight will allocate the costs based on the time included in the bill. If you have not included any time, it will allocate the costs to the Fee Earner Responsible for this matter.

 

Select Option from drop down list. The three options available are By Time, All to Fee Earner Responsible and Even Split

 

OR 

 

Manually amend the figures by right clicking to Add or Remove an allocation. Enter the correct values for each Fee Earner. Ensure the total of the allocations match the total Costs figure

Documentation Tab

The only warning that must be corrected before you post the bill is, “There are one or more Disbursements that have an invalid VAT Rate set. Only Rate X, Outside the scope of VAT or the Bill’s VAT Rate, can be used.”

 

Return to the Disbursement tab to amend the Bill VAT rate selected for your disbursements to resolve this

Once all amendments have been made, click on Post to post the Bill

1. Enter the correct Date of Cancellation
2. Select the bill you wish to cancel from the list so that it is highlighted in a blue colour
3. Click ‘Post’ and Insight will confirm that the bill has been cancelled

1. Enter the date of the transaction. The date will default to today’s date unless changed
2. Enter a reference/credit note number for the transaction
3. Enter the description of the transaction in the Description field. The field will hold up to 250 characters of text
4. The VAT Rate should be set to be the same VAT Rate that you issued the Bill for; this is important as this Office Credit note will affect your VAT liability figure
5. Enter the Costs amount that you want to Credit Note
6. Enter the Costs VAT amount you want to credit note
7. The Credit Note Paid box should be ticked if the bill you are now crediting was also marked as paid on the system
8. Select the Fee Earner, click ‘Add Allocation’ and enter the correct costs amount

1. On the 'Select Bill’ tab, click on the bill that the credit note should be allocated against. This will take you through to the ‘Credit Note Details’ tab
2. Enter the date of the transaction. The date will default to today’s date unless changed
3. The Reference will automatically populate with the original bill reference but can be amended as required
4. The Description will automatically populate to contain the original bill description but can be amended. This field will hold up to 250 characters of text   

• Costs outstanding on the bill is auto populated. You cannot type into this field
• Costs VAT outstanding on the bill is auto populated. You cannot type into this field
• The Costs Credited Field will automatically populate with the Costs Outstanding amount for this bill but can be manually amended
• Costs VAT Credited Field will automatically populate with the Costs VAT Outstanding amount for this bill but can be manually amended
• The Costs Remaining Field will populate with the Costs amount left outstanding on the bill once you have posted this credit note. You cannot type into this field
• The Costs VAT Remaining Field will populate with the Costs VAT amount left outstanding on the bill once you have posted this credit note. You cannot type into this field
• The Full & Final Box should only be ticked if the full remaining amount of the bill is being credited.  Insight will untick this automatically for a partial credit note