This article describes the fields in the Payment Module.
Overview - Processing a Payment Requisition
- To process a Payment Requisition, go to the Payment module and select the Payment Requisition for the payment.
- Edit the Payment Details to ensure all details are correct and process the EFT or print the cheque.
- If the payment requisition any errors, the bookkeeper can save the requisition back to drafts for the user who created the requisition to edit and save for processing again.
- Click on the Help button from the main toolbar to get assistance.
Law Society Rules
- 35.12 A firm shall, unless otherwise instructed, pay any amount due to a client within a reasonable time.
- 35.13.5 A firm shall, where the firm utilises electronic banking in respect of payments from the trust account, keep a proper audit trail, which shall include verification of the payee's banking account details
- 35.13.7.1.6 Unless the firm has received written authorisation for the payment of any guarantees issued by a bank on the strength of a trust investment, that any amount withdrawn by it from a trust investment account is deposited promptly by it in its trust banking account.
- 35.13.15.1 Any cheque drawn on a firm's trust banking account shall be made payable to or to the order of a payee specifically designated.
- 35.13.15.2 Payments from the trust banking account of a firm shall only be by cheque or electronic transfer.
- 35.13.15.3 No withdrawals from the trust banking account of a firm may be made by way of cellular and telephone transactions.
Top Tips No money must be paid out of trust if the trust balance on that matter does not cover the payment amount. |
| Payment requisitions do not affect matter balances; they are just a note on the matter and will only affect the balance when processed. The system will warn users when creating payment requisitions if there is insufficient trust, but Bookkeepers, Payment officers or authorizers need to check that there is enough trust money on the matter before making payment. |
Payment Requisition Fields
| # | Field | Description |
| 1 | View Payment | Double click on the payment requisition or select the payment requisition and click on the View Payment button to view, edit, and process the payment. |
| 2 | Process EFT | Click here when you are ready to process the Requisition. Always open and check all details before making the payment from your bank account. When payment reflects on your bank statement Process the Payment Requisition. |
| 3 | New Requisition | Click here to create a new requisition. Please refer to the Payment Requisition training document for more details. |
| 4 | Save | Save Payment requisition after completing all fields. |
| 5 | Move to Draft | Save the payment requisition to Drafts - this will then be visible in the requester's Legal Diary under the Requisitions tab, where they can edit and correct any errors. After corrections, the user can Save for Processing. |
| 6 | Delete | Click here to delete the payment requisition. |
| 7 | Reverse Transfer | When a Trust Transfer was processed in error, and an Automatic Payment Requisition was created, this function can be used to reverse the processed Trust Transfer and the Automatic Payment Requisition. Only to be used if the payment requisition has NOT been processed. |
| 8 | Process Cheque Now | Click here to process the cheque after the requisition was viewed and edited and the payment details are correct. |
| 9 | Queue Cheque | Click here to add the cheque to the printer queue. |
| 10 | Process Cheque Queue | Click here to process the cheque queue and print the cheques. |
| 11 | Payment Requisition List | The list of all active Payment Requisitions. |
Edit Requisition Fields
| # | Field | Description |
| 1 | Payee details | Details of the Payee name, bank account to pay from and the balance in the selected bank account. |
| 2 | Reason and Comment | Reason and Comment provided by the user that produced the requisition. |
| 3 | Attachments | Attachments relating to the payment, for example the invoice or account from the supplier. |
| 4 | Last Payment Details | Details of the last payment to the payee. |
| 5 | Current Payment Details | Payment date, method, amount and VAT settings. |
| 6 | Cheque or EFT details | Details to print on the cheque or EFT reference to show on bank recon. |
Business Creditor Requisition
This screen shows a list of all outstanding business creditor invoices. Select the invoices for payment and click on Generate Payment Requisitions.
By using this functionality, the system automatically allocates your payment to the invoices selected.