Manage Accounts Payable

You can record, track, and mark firm bills paid through accounts payable.

Note: Your firm is recording your AP billing activity rather than paying the bill through the application.

Add a New Bill

When you add a new bill, you have options such as:

• Holding bill payment
• Posting it as a matter expense
• Posting it to its corresponding General Ledger account for convenient payment recording and reporting purposes.

To add a new bill:

1. From the left navigation panel, click Accounting.
2. From the Accounting menu, click Accounts Payable.
3. From the toolbar atop the Accounts Payable screen, click Add > Bill.
4. On the Add New Bill screen, from the Bill Date field’s drop-down, click the bill date.
5. From the Due Date field’s drop-down, click the due date.
6. In the Amount field, enter the bill amount.
   Note: If you are in Canada or a US state that applies tax to expenses, you can use the automated tax calculation feature.
7. Check Remember Payee for easy future tracking and payment, if desired.
8. In the Pay To field, enter the payee’s name.
9. In the Ref # field, enter a reference number if desired.
10. From the Memo field’s drop-down, click a memo or manually enter one.
    Note: For check transactions, only the first forty characters will display on the printed check.
11. In the Memo 2 field, enter a memo only for internal purposes, if desired. The memo will not display on the printed check.
12. In the Accounts section, click the + Add to choose between Add Account or Use Existing Matter Expense and to split the bill between two or more accounts.
    Note: When you select Use Existing Matter Expense, it displays a section within which you create an expense card or link to an existing one.
13. Complete the fields, as applicable:
    
    1. 1. Matter: Enter any letter for the drop-down to display the list of existing matters if you wish to add this bill as a matter expense.
       2. Account:  Select the chart of accounts to which the bill applies. This account will auto-populate when you post a bill payment.
       3. Amount: This will auto-populate with the total amount. If you wish to split the bill, enter the desired amount.
       4. Description: Add a description
       5. Timekeeper: This column will be visible if you select Use Existing Matter Expense
       6. Status
       7. Expense Name
       8. Expense Code
       9. Taxable
       10. Has Class
14. Under the Options section, check the Discount for early payments box as applicable. When you apply payment, you will have the option to enter the applicable discount.
15. Check the Finance charge for late payments to apply finance charges to overdue bills. To set up finance charges, see Set Up Automatic Finance Charges.
16. Check the Hold bill payment box to prevent firm users from paying the bill until you remove the hold, if desired. The system will generate a warning message if a user attempts to pay a held bill.
    Note: You can also use the Edit function to place a hold on an existing bill.
17. If the bill is a recurring item, check the Recurring box and from the drop-down, click the recurrence frequency.
    The system will automatically generate recurring entries based on the duration you select.
18. Click Notes to add any internal notes regarding the bill, if desired.
19. Take the appropriate action:
    • Click Save and New to save the bill and enter another.
    • Click Save to save the bill and return to the Accounts Payable screen.

1. Important: If you are entering a bill with the same payee and Ref# as an already existing bill, a warning will populate: “Payee has an existing bill with this Ref#. Do you still want to proceed?”. Select “No” if you would like to go back to the Edit Bill screen, or “Yes” to save the bill.

Edit a Bill

To edit an accounts payable bill:

1. From the left navigation panel, click Accounting.
2. From the Accounting menu, click Accounts Payable.
3. On the Accounts Payable screen, select the bill, click on the three dots at the end of the row and from the drop-down, click Edit.
4. On the Edit New Bill screen, make your changes.
5. In the upper right corner, click Save.
   The system updates the bill.
   Important: If the bill is Paid, you may only edit the memo fields.

Delete a Bill

To delete an accounts payable bill:

1. From the left navigation panel, click Accounting.
2. From the Accounting menu, click Accounts Payable.
3. On the Accounts Payable screen, select the bill, click on the three dots at the end of the row and from the drop-down, click Delete.
   The Delete Bill message reads: Are you sure you want to delete selected items?
4. Click Yes.
   The system deletes the bill.

Search for Recurring Bills

To quickly find a recurring bill:

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 Recurring Bills.
   The Recurring Bills screen opens, listing all recurring bills. You can add, edit, and delete recurring bills from this screen or export a list.