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Disbursement transactions are divided into two categories: Soft disbursements, those expenses which are not directly attributed to a client/matter via a check written by the firm. Some firms use this screen to enter expenses such as postage, telephone expense, etc. The other category of expenses are hard expenses i.e. those expenses for which a check is written by the firm on behalf of a client/matter (see the Accounts Payable module). This screen lists all posted and unposted disbursement transaction for the selected client/matter/date:
Client: This is the client id of the client whose matter is having disbursement/expense 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 disbursement will be added. This is pre-filled from the prior screen.
Description: This is the brief description of the matter.
Date: This is the date for the disbursement entries.
Total: This is the total of all posted and unposted disbursement entries for this matter for this date.
Posted: This is the total for all posted disbursement entries for this matter for this date.
Unposted: This is the total for all entered disbursement entries for this matter by date that haven't been posted yet.
All Days: Check this box to see ALL disbursement transactions for this client/matter without regard to the date of the transactions.
Posted Transaction Control List: This contains all the posted disbursment entries - click to select for transaction or double click for more information.
Unposted Transaction Control List: This contains all the unposted disbursement entries - click to select for transaction or double click for more information.
Unpost Button: Select a line in the posted control list and press this button to unpost it.
Add Button: Add a disbursement transaction for this client/matter for the date selected.
Modify Button: Modify a disbursement transaction by selecting a line from the unposted control list and pressing this button.
Remove Button: Remove a disbursement transaction by selecting a line from the unposted control list and pressing this button.
Post Button: Post a disbursement transaction by selecting a line from the unposted control list and pressing this button.
OK Button: Press to dismiss this dialog control.
Adding a (soft) Disbursement entry
Press the Add Button:
Client: This is the client id of the client whose matter is having disbursement 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 disbursement will be added. This is pre-filled from the prior screen.
Description: This is the brief description of the matter.
Activity: A soft disbursement can only be made with using an Activity code.
UTBMS Code: Press the Browse button to select a UTBMS code. You may leave this empty.
Date: This will default to the date selected from the List screen. You may change it but it must be in the current period.
Billable Group Box: This determines if this entry will be billable or not. The initial setting for this is drawn from the billable status of the matter for which this entry is being made. This may be overridden by selecting billable/unbillable option.
Amount: This will be filled by the amount associated with the disbursement activity. This may also be entered at this time.
Details: This is used for entering the narrative portion of the entry. It allows for virtually unlimited text and provides a built in spell checker for the user's convenience.