Disbursements

Last modified 08:04, 24 Apr 2017

Overview

Disbursements are recorded on a Disbursement Sheet by employees while carrying out work for clients. Some examples of disbursements are:

  • Photocopying

  • Court filing costs

  • Couriers

  • Taxi fares

Topics in this Section

Topics
  • Disbursements are recorded on a Disbursement Sheet by employees while carrying out work for clients. Some examples of disbursements are: Photocopying Court filing costs Couriers Taxi fares Before disbursement can be charged to clients, the practice needs to set up a disbursement employee to charge the amounts to clients. Employees either record disbursement against the disbursement employee or their own disbursement sheet. After the amounts are recorded, the Disbursement Sheet is submitted for approval and the client charged for the disbursements. Generally the same person in the practice who belongs to a security group with the appropriate task permission to authorise and post a Timesheet and Expense Sheet will also authorise and post a Disbursement Sheet.
  • Disbursements are incurred as part of work carried out on behalf of the practice for a client. They are charged back to the client's WIP by use of a Disbursement Sheet.
  • If the practice does not use the default, Disbursement Employee, you create a Disbursement Sheet for yourself to apply the disbursement to the client's WIP. If you have the authority, you can also create a Disbursement Sheet on behalf of another employee.
  • There is a quick method of creating a Disbursement Sheet when the header or input data of  a previous Disbursement Sheet match those you want to enter. You can copy your own disbursement sheet data and if you have the authority or copy one on behalf of another employee.
  • You can open a Disbursement Sheet from the Employee Details page, or from your Home Page if it is customised to show the Toolbox: Approve option.
  • You can only adjust a Disbursement Sheet if: it has not been posted, the time processing period has not closed (or expired), and you have the access permission to do so.
  • Once a Disbursement Sheet is submitted, the next step it to authorise and post it. This process moves the client WIP into debtors, allowing the practice to then keep track of its financial exposure. You can only approve and post a Disbursement Sheet if you your security group has the access permission to do so. Disbursement Sheets can be authorised individually from the Timesheets tab of the Employees Details page, or if your Home Page is customised to show the Approve option, you can authorise and post more than one from your Home Page. If you want to authorise more than one Disbursement Sheet, click here.
  • From time to time, you may need to make an adjustment to details recorded on a Disbursement Sheet. How you make that adjustment depends upon where the Disbursement Sheet sits in the billing process. However, you can only make the adjustment to the Disbursement Sheet if you have the access permission to do so. Note If the time period is closed or any of the transactions have been billed, you cannot adjust the Disbursement Sheet. Instead, you need to reverse it by following Reversing a bill.
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