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This screen is the starting point for applying cash (checks) received from clients. These checks could be payments received for services rendered or retainer (trust) funds from a client. On the prior list if you don't select any matter the payment will be recorded for the client (and not for individual matters), this is a way to receive cash from a client who has multiple matter active and allow Argus to apply cash for you.
Client: This is the client id of the client. It is pre-filled.
Client Name: This is the name of the client associated with the id.
Matter: This is the id of the matter. This is pre-filled from the prior screen.
Description: This is the brief description of the matter.
The control list shows other checks that have been entered for this client/matter. You can modify/remove/reapply a check by clicking on it in the control list.
To enter a new check - press the Apply Cash button.
Client: This is the client id of the client whose matter is having time added to it. It is pre-filled.
Client Name: This is the name of the client associated with the id.
Matter: This is the id of the matter for which time will be added. This is pre-filled from the prior screen.
Description: This is the brief description of the matter.
Balance: Shows the amount owing by this client for this matter.
Pay all: Checking this box will automatically enter the the Balance as the Check amount and will pay all the documents (invoices) that show in the control list below.
Check #: Enter the check number of the check being entered.
Date: Enter the date that the check was received.
Check amount: The check amount can be entered here, or it can be calculated by selecting one or more documents from the control list.
Various Cash Application Scenarios:
Scenario 1: We know the check in the amount of $520.00 is paying off all the documents (1 in this case) so we can simply enter a check number and its date and check the Pay all check box:
Notice how the check amount is now $520.00, the Applied amount is also $520.00. In the control list the invoice # 1916 has been paid ($495.00 has been applied to Time, $25.00 has been applied to Disbursement, there is no finance charge on this bill).
Scenario 2: We received a check in the amount of $400.00. We want the system to automatically apply it to this matters outstanding balance. Note: when the order of application is not chosen the system will first pay any tax (if applicable), finance charge (if any outstanding), disbursements and then time.
When OK is pressed this cash will be applied. $25.00 will go to disbursement and $375.00 to time.
Scenario 3: We get a check of $400.00 and we want to apply it all to time. Select doc # 1916 from the control list by clicking on it and pressing Pay Document or you could just double click on it:
Notice time shows: $495.00 and disbursement: $25.00. Since we want to pay all the amount towards time we change the time amount to $400.00 and 0 out the disbursement. When you press OK you see the following:
Notice now the Applied amount is $400.00 and doc # 1916 shows that $400.00 has been applied to time and disbursement applied amount is zero.
These are just a few ways of applying cash. You can also move credit from one matter to another. If they were multiple documents in the control list they could be simply paid by entering an amount in the check amount field and hitting OK. This would pay off as many invoices as possible with the amount entered.