Ledgers: Bills

Contents

Overview

This demonstrates how to set up and use the bills ledger.

Set up a Bank Account

Admin/Accounting/Bank Accounts

Click Add

Fill out the appropriate bank information. The Name, Routing Number, Account Number, and Current Check Number are required fields.
Click Save.

Set up a Bills Ledger & Tie It to the Bank Account

Admin/Accounting/Ledgers

Select the correct Office, if there is more than one office.
Click Add.

Enter a Name for the ledger.
Select the Bank Account from the dropdown menu.
Select Bills as the Ledger Type.
In the Set as Default for Counties section, select the appropriate state and check the Enabled boxes for the desired counties. If this will be the only bills ledger and should be set as the default ledger on all files, click the blue Enable link to set this ledger as the default ledger in all counties in all states.

Add Accounting Codes (If You Will Be Exporting Transactions to a 3rd Party Accounting System)

Admin/Accounting/Accounting Codes

Click Add.
Enter the Name of the accounting code.
Enter the Code.
Click Save.

Add Transaction Types to Use on the Bills Ledger

Admin/Accounting/Transaction Types

Select the Office, if there are multiple offices in the system.
Select the Ledger created in the second step.
- File Transactions are transactions that are available for use on files.
- Non-File Transactions are transactions available for use in Accounting/Non-File Transactions.
Click Add.

Enter a Name.
Click Add to associate an accounting code or accounting codes with the transaction type.

Highlight the appropriate code(s) and click Add.

To set an accounting code as the default code for the transaction type, check the Default box.
- If there is not a default code set, users will have to select a code from a dropdown for a code to be used.
To require an accounting code, check the Require an Accounting Code to Invoice Items of this Type box. This will force a user to have an accounting code selected each time this transaction type is added to the Bills tab of a file.
Click Save.

Adding Bills Items to a File on an Item-By-Item Basis

Go into a file and click on the Bills tab.

Click New Bill.

Select a Vendor, Type, and Amount.
Enter a Bill Number (optional).
Enter a Memo (optional).
Select an Accounting Code from the dropdown (optional). This can be required and defaulted in Admin/Accounting/Transaction Types/Edit Transaction Type.
Click Save.

Repeat for all the bills that should be paid on the file.

Automatically Add Bills Items to Files When Adding a Partner or by Action Affect

Admin/Partners

Edit the partner who will have the fee
Click Ledger Fees.

Select the Partner Type, Office, and Ledger.
Select the Partner Specific radio button.
Choose the appropriate Product, if the receivable is product specific, or leave it on the Default product if the fee should be the same for all products.
Select a State, if the fee is state specific, or leave it on the Default state if the fee should be the same for all states.
Highlight the fee and enter the dollar amount in the Amount column.
Click Save.

By Default, Fees Are Added to the File When an Action Affect Is Fired

Admin/Action Lists/Action Groups/Edit Actions/Edit Affects

Add an affect on the start or complete of the action that will cause the fee(s) to be added.
In box 9, Marking Done Adds Non-Settlement Ledger Fees, select the Ledger Type and Partner Type.
- If all partners on the file should have their fees added at the same time, select All instead of a specific partner type.

Add Partner Fees When the Partner Is Added to the File

Admin/General Setup/Offices/Edit Office/Accounting

To add default partner fees to a file as soon as a partner with fees is added to the file, enable the office option for Ledgers: Populate Non-Settlement Ledger Fees When Partner Added to File.

Paying Bills From a File

Go to a file and click on the Bills tab.

Highlight the entry on the Bills tab and click Pay Bill.

If the office option for Accounting: Bills: Balance with Receivables is enabled, the amount of the bill is more than the amount that has been collected on the Receivables tab, and the user has the role right for Bills: User Can Overdraft Against Receivables enabled, the user will be notified that there will be an overdraft and asked whether or not to continue.
- Selecting No will prevent the bill from being paid.
- Selecting Yes will create a pending payment.

Select a Method.
- Options are Wire, Check, and Cash.

To pay by Check:

Select Check.
Select a Supporting Document(optional).
- Supporting documents can be required by going to Admin/Accounting/Ledgers, editing the Bills ledger, and selecting either Require Supporting Documents for Outgoing Wires, Require Supporting Documents for Outgoing Checks, or both.
Click Save.

Click Print Checks.

Highlight the check in the Print Checks panel and click Print Selected.

The Check Number and Issued Date columns will be populated with the information from the check.

To pay by Wire:

Select Wire.
Select a Supporting Document(optional).
- Supporting documents can be required by going to Admin/Accounting/Ledgers, editing the Bills ledger, and selecting either Require Supporting Documents for Outgoing Wires, Require Supporting Documents for Outgoing Checks, or both.
Enter the Bank Information (optional). This is generally the name of the receiving bank.
- This field can be required by going to Admin/Accounting/Ledgers and checking Require Bank Information for Outgoing Wires.
Enter an ABA Number. Enabling the office option for Ledgers: Require ABA Number to be 9 Digits will make the ABA required and verify that it is 9 digits. Enable the office option at Admin/General Setup/Offices/Edit Office/Accounting.
Enter an Account Number. This is the account number of the recipient. Enabling the office option for Ledgers: Input Wire – Require “For Credit Of” will make this field required.
Enter For Credit Of information (optional). This is the name on the account. Enabling the office option for Ledgers: Input Wire – Require “For Credit Of” will make this field required.
Enter a Note (optional).
Click Save.

NOTE: Default wire information for a partner can be set in Admin/Partners/Edit Partner/Default Wire Info.

Go to Accounting/Review Outgoing Wires.
Select the correct Ledger.
Highlight the wire and click Mark Issued.
- Mark Reviewed and Mark Initiated can be used if wires must go through multiple levels of approval.

Wires can also be marked as issued by editing the wire, entering a Confirmation Number, and clicking Save.

Paying Bills Across Multiple Files

Accounting/Bills

Select an Account. If there is only account for bills, it will be selected by default.
Select a Ledger (optional). If there is only one bills ledger for the selected bank account, it will be selected by default.
Select an Unpaid As Of: date (optional). Entering a date will cause all bills unpaid as of the specified date to display.
Select a Created On or After date (optional). Entering a date will cause all bills created on or after the specified date to display.
Click Search.

All of the unpaid bills that fall within the given parameters will be displayed in the Unpaid Bills section.
Select the entries that should be paid. Multiple entries can be selected by using Shift + Click or Ctrl + Click.
The # Selected and Amount will display a running total of the number of bills selected and the total amount of the bills selected.
Once all the bills to be paid are selected, click Pay Bills.