1 Version Details

1.1 Version 1.1.0.0

2 Master, Settings & Mappings

2.1 Currency Master

The name of the currency. This is shown in invoice and receipt in amount in words.

Short code of the currency.

The unit used for decimals in currency. This is shown in invoice and receipt in amount in words.

Symbol of the currency. Maximum allowed length is 5 characters. This is shown in invoice and receipt in amount in numbers.

Base used to convert decimal into numbers.

This is used to convert the currency into base currency. Not needed for base currency.

This must be checked for the default currency. All invoices will be generated in the base currency only.

2.2 Country Master

The name of the country under which your office falls.

Just for information purposes.

This will be used in reminders and alerts. The user will get the reminder as per the selected time zone.

2.3 Location Master

Name of the location.

Name of the country under which this location will fall.

2.4 Office Master

The name of the office or branch.

To set the location of the office. The location is further mapped to country. This will tell the system what will be the time zone and currency for this office. One location can have more than one office mapped to it but the same office cannot be mapped to more than one location.

To set the billable hours for each user of this office. These are used to calculate the missing timesheets. If billable hours are not set then the system will not show any missing timesheet whatsoever.

To set the non-billable hours for each user of this office. This is not used anywhere as of now.

To set the working days for each user of this office. These are again used to calculate the missing timesheets. The system considers only the selected weekdays for missing timesheet entry. If no weekday is selected then again, the system will not show any missing timesheet whatsoever.

For system to calculate the missing time sheet for any user few things are must

• Billing hours must be set in the office of the user
• Working days must be set in the office of the user
• The user must be a time keeper in user settings

The system will show a waring while creating a new user if billing hours are not set for the selected office.

2.5 Tax Slabs Master

The name of the tax slab. It can maximum of 25 characters.

The percentage value of the tax slab. It can be between 0 & 100.

If set to true then the slab which is set as default will be auto selected while adding any new entry while creating or editing an invoice. Only one slab can be set as the default and making a new slab default will remove the previous one.

This is used while creating tax invoice for clients. The system will consider the client for VAT depending on the TRN in client. If TRN is updated in client section then the user will see the option to select VAT else not.

2.6 Timesheet Group Master

The name of the role group. This is used to group users under different tags which are further used in matter agreements to set the rate for each group.

 Then while creating the timesheet entry the system will show all the groups that are mapped to the matter agreement of a selected matter and in which the user that is making the entry is mapped. They can use the desired group name and accordingly the rates will be used for billing.

2.7 Expense Type Master

The is the name of the type for which the expense has been made. This is used for entering the expense in the system.

This shows the list of all the existing expense along with the status.

2.8 User Settings

Here we will be dealing with only those fields of user which are relevant to accounting module. Most of them can be set while creating a new user as well editing an existing user.

The name of the user. This is used to login into the system.

The is the role of the user. This is used to define the type of access this user will have.

The first name of the user. This will be used wherever a reference to the user is needed.

The name of the user. This will be used wherever a reference to the user is needed.

Mail on which all the communications will be sent.

The office of the user. The system will take the working hours of selected office for time keeper if the option is enabled for this user. This will also be used to give access of all timesheet entries done by this user to the head of department of office.

The department of the user. This will be used to give access of all timesheet entries done by this user to the head of department of this practice area or department.

If set to true then the user will get all the email alerts.

If set to true then the user will get the alerts of payment due. Generally, this is used for accounting purposes. Please note that this option is only visible while editing a user and not when adding a new user.

This is used to give the timesheet access to the user. Once this is set, the user can add timesheet entries and the system will also start calculating the missing timesheet entries for this user. If the working hours are not set for the selected office then the system will show a warning and missing timesheet entries will not be calculated.

This is shown only if the user is set to be a time keeper. This is the rate the system will show while making the timesheet entries for this user. Allowed limit is 12 digits including 2 decimals.

2.9 Timesheet Changeover Settings

1. Changeover Type – Mandatory

• Ramadan - In this the office timings are reduced by the set time and accordingly the missing timesheet entries will change.
• Holiday - In this the system totally ignores the set date for missing timesheet entry.
• Out of the above two precedence of Holiday is more that is if both Ramadan and Holiday are set for the same date then the system will consider that date as Holiday and not Ramadan and no missing timesheet entry will be done for that day.

1. Office – Mandatory

To which office the changeover will apply. Please note that if the admin has not set the working hours (Total working hours are 0) for this office then one cannot make a timesheet changeover request for the selected office. 

Starting date of the changeover. This cannot be set to past and cannot be greater than the End Date. Also, there can be a single changeover only for an office for a set date period.

End date of the changeover. This cannot be set to past and cannot be lesser than the Start Date. Also, there can be a single changeover only for an office for a set date period.

This is to show the current working hours of the selected office.

This is to set by how much the working hours will reduce for both billable and non-billable category. You are not allowed to set the Ramadan billable and non-billable time more than the office billable and non-billable time respectively.

You cannot edit or delete an entry once the end date has passed. Also, if the end date has not passed but the start date has passed then you can edit the entry but cannot delete it and while editing also you cannot change the start date.

If office working hours are not set.

Holiday Timesheet Changeover

Ramadan Timesheet Changeover

2.10 Accounts Settings

1. General Settings

   1. Approval for Due Payments

This setting can be used if the admin wants to approve all the payments due before approving them. If set to true then the user will see a new action button on the Payments Due page with the name Approve and only those payments will be shown for invoicing which are approved. Also, the user will see a new type by the name of “Approved” in the payment due statuses filter.

Enable QR Code in the invoices with invoice information. For KSA.

To add custom footer and header in the invoice.

1. Invoice Settings

   1. Title - Mandatory

Heading of the invoice. Maximum length allowed is 20 characters. This is not saved for each invoice individually so any change in this will impact both old and new invoices.

Any notes that needs to be displayed in the invoice. This is saved for each invoice individually so any change in this will impact new invoices only.

Footer of the invoice. This is saved for each invoice individually so any change in this will impact new invoices only.

1. Timesheet Settings – Not Mandatory

1. Only allow timesheet entry for matters with matter agreements.

If selected the users can make the timesheet entries for those matters only which have already a matter agreement created. If this is selected you cannot select the second option which follows.

If this is selected then the first option will automatically get unselected. This means the entries for those matters which does not have any matter agreement will also be displayed in payments due tab. As of only timesheet related entries can be done without matter agreement. Also, the user will see a new type by the name of “Hourly w/o Agreement” in the payment due type’s filter.

If this is selected, then the system will not allow the users to manually change the rate while making the timesheet entry and it will either pick the rate from user settings or from the matter agreement role group section.

If this is selected, then the system will not allow the users to add timesheet entries for past.

1. Expense Settings

   1. Users can make entries for the current date only.

If this is selected, then the system will not allow the users to add expense for past or future dates.

2.11 Auto Numbering Settings

It can be set to Manual in which user can set any invoice number with maximum length of 12 characters. If set to Auto Generate, the user can set the Prefix, Starting Point and maximum length of the invoice.

Prefixes will be added before the invoice. The maximum length of the prefix can be 10 characters. The length of the prefix cannot be greater than the set length.

This can be used if the user wants to start the invoice numbering from a particular point. For e.g. from 990000 in that case, they can set the Starting Point to 990000. The length of the starting point cannot be greater than the set length.

This is the length of the invoice number which should be auto generated. This length is for the number part only and the prefix length is not counted for total length calculation. This is for the for the starting invoice number and as the number of invoices increases, the length might increase beyond the length set. 

The auto generation part takes into consideration the invoices which are already present in the system. So, numbering might not start from the exact point that is being set in this page.

2.12 Client Settings

This is the code that the system will use to identify this client anywhere. 

This is the name of the client.

This is the contact number of the client. In case the system has more than one row for this the system will pick the data from the first row.

This is the contact address of the client. In case the system has more than one row for this the system will pick the data from the first row.

This is used to set the TRN of the client which is used for VAT. This can be set while creating or editing a client. This can also be done while creating an invoice. The maximum length of the TRN is 20 characters. Please note that TRN is saved for each invoice. Adding a TRN will not impact the existing invoices and you must delete and recreate the invoice for TRN to be added in that invoice. 

This is the default currency for this client which will be auto selected in the invoice creation. If not selected, base currency will be used. This will be shown only for client type company.

All the above data will be displayed both in the invoice and the receipt.

2.13 Company Settings

This is the name of the company. 

This is the TRN of the company. 

This is the contact number of the company.

This is the contact address of the company. 

This is the logo of the company. For the best results please use 200px by 100px Logo Size. 

All the above data will be displayed both in the invoice and the receipt.

2.14 Timesheet Group Mapping

The name of the role group. This is used to group users under different tags which are further used in matter agreements to set the rate for each group.

Users that need to be added in this group. One user can be added into multiple groups.

2.15 Role Creation

The display name of the role.

The display image of the role. This is shown while registering the new user in role selection.

We will be selecting the role type as accountant for accounting work. Please note that only this role type has access to all the expenses and rest all can view their own expense only.

3 Matter Agreement

3.1 General Info

Matter number to which the agreement is related. One matter can be related to a single matter number only. Matter numbers which are already selected as related matter in any other agreement will not be allowed to be selected and the system will show a waring if the user selects any of those matters.

Title of the agreement.

Agreement Amount. The maximum allowed limit is 25 digits. Decimals not allowed.

Date on which the agreement is made.

Starting date of the agreement. If there is not starting date, this field can be left. 

End date of the agreement. If the agreement does not have an expiry date, this field can be left blank. To end this kind of agreement the user can terminate the agreement or they can edit and put an expiry date in the agreement. An agreement once terminated cannot be reverted and cannot be edited either. If there is an end date of the agreement then the system will send reminders to the responsible lawyer of that matter it will be sent two, fifteen & thirty days before the document expiry date. If 

User can select any matter that is related to this matter agreement. Active matters which are not related to any other agreement will be shown here. These will be shown in the invoice along with the main matter. You can not make a separate matter agreement for a related matter agreement.

If there is any remark for the agreement that user wants to put.

3.2 Advance Payment

Advance Amount. Allowed limit is 12 digits including 2 decimals.

The date on which this amount will become due. 

This is the amount which is considered as advanced amount and will be shown in the payments due section as soon as the date is reached. This section cannot be edited once the entry has been processed for invoicing so user has to first cancel the invoice before editing this entry.

3.3 Hourly Rate for Timesheet

All the active role groups will be included in the list. These will be populated from the role groups master.

The rate for this role group. Allowed limit is 12 digits including 2 decimals.

This is used while making the timesheet entry. If there are any rates defined in the matter agreement then while making the timesheet entry in that matter, it will populate all the groups that are mapped with the selected user. Please note that changes done in the rates will only impact the new timesheet entries and in order to make the changes in old timesheet entries, the user have to edit and save the entry again.

3.4 Capping for Timesheet

If there is some amount capping. If set to true then user will see a warning if they have crossed the set limit while making the timesheet entry. Also, the entries that are done once the capping is crosses will be shown highlighted in the payment due page.  Allowed limit is 12 digits including 2 decimals.

If there is some duration capping. If set to true then user will see a warning if they have crossed the set limit while making the timesheet entry. Also, the entries that are done once the capping is crosses will show highlighted in the payment due page. Maximum allowed value is 10000 Hours.

This is used while making the timesheet entry. User can set capping for amount, duration or both. Once set, it will notify the user of overshooting the limit while making the timesheet entry. Also, entries which are made above the set limit will be highlighted in the payments due page. User is only allowed to set the capping’s if there are no timesheet entries for the selected matter in the system.

This is set in numbers. If set then the system will check if the total of amount of all the active existing entries have crossed the capping amount and will show a warning to the user. This is checked while creating a new entry as well as editing an existing entry. The system also checks the same thing while submitting the request and if the limit is over shooting with the current request then the system will show a warning while submitting.

This is set in hours and minutes. Hours field is mandatory that is the minimum capping on duration is 1 Hour. If set then the system will check if the total of duration of all the active existing entries have crossed the capping duration and will show a warning to the user. This is checked while creating a new entry as well as editing an existing entry. The system also checks the same thing while submitting the request and if the limit is over shooting with the current request then the system will show a warning while submitting.

If capping is set on both amount and duration. The system will check for both capping and will give warning the moment either of them is crossed.

3.5 Due by Stage

Amount that will get due once the stage has reached. Allowed limit is 12 digits including 2 decimals. 

Stage on which the payment will get due.

Status on which the payment will get due.

The system will check the combination of level and stage of a case. As soon any of the cases in this matter reaches the set combination, the system will make an entry in the payment due section with the set amount. There will be only one entry for each matter in the payment due section irrespective of how many cases reaches this stage. A row cannot be edited once the entry has been processed for invoicing so user has to first cancel the invoice before editing this entry. Although user can still add new row and can make changes to other rows which are yet not booked for invoicing.

3.6 Due by Date

Amount that will get due once the date has reached. Allowed limit is 12 digits including 2 decimals.

The date on which the payment will get due. This cannot be older than agreement date.

As the set date arrives, the system will make an entry in the payment due section with the set amount. Only a single amount can be set for a single date. A row cannot be edited once the entry has been processed for invoicing so user has to first cancel the invoice before editing this entry. Although user can still add new row and can make changes to other rows which are yet not booked for invoicing.

3.7 Settlement

Type of settlement. It can be either a fixed percentage of claim amount or it can be fixed amount also. If user wants to remove the settlement section which is already selected then they can select none.

If settlement type is percentage then this is the amount of whose percentage will be due on settlement else the entire amount will become due on settlement. Allowed limit is 12 digits including 2 decimals.

Percentage value of Claim Amount that will become due on settlement.

Comment if any.

This has to be checked to notify the system that this agreement has been settled. The user will see the option to settle only while editing the matter agreement and not while creating a matter agreement.  As soon as user settles a agreement, an entry will start showing in the due payments. To remove the entry from the due payments page, the user can either unselect the settled check box in matter agreement or can select the none option and save the agreement.

As soon as the matter agreement is marked as settled the system will create an entry in the payments due page. This section cannot be edited once the entry has been processed for invoicing so user has to first cancel the invoice before editing this entry.

Settlement by Percentage

Settlement by Amount

3.8 Existing Matter Agreements

All the matter agreements will be shown on this page. The user can add new matter agreement from here. The user will see details like Matter Number, Agreement Title, Agreement Date, From Date, To Date, Description and Status of the matter agreement. By default, the status of every new matter agreement is VALID. If agreement has an end date then the system will automatically change the status to EXPIRED once the date has passed. A matter agreement with no end date will never expire. The user also has the option to terminate an agreement and that changes the status of the agreement to TERMINATED. By default, the system shows the valid agreements only.

The user can filter the agreements by the status and also by the expiry date like the agreements expiring in next 30 days or next 60 days.

The user can click on the matter number to view the matter agreement. This can be helpful if the user does not have the read access to the agreement. This is for viewing purpose only and no action can be performed on this page.

This is to edit an agreement. While editing, the matter number cannot be changed and other entries can be edited if those are not added for invoicing yet. In case any field is disabled then the system will show a message as why it has been disabled. An agreement with terminated status cannot be edited.

This is to terminate an agreement. An agreement once terminated, cannot be converted back to valid and also it cannot be edited.

4 Timesheet

4.1 Add New Timesheet

A user can add a new timesheet entry from the following three places. 

• First is from the shortcut icon by the name of New Timesheet Entry under the dashboard header plus sign. 
• Second is by clicking the add new timesheet entry button on the existing timesheet entry’s page. 
• Third is by clicking the      icon on the case view and the project view.

Although by default, system allows the user to add timesheet entry in any matter, the admin can restrict the user by enabling the setting – “Only allow timesheet entry for matters with matter agreements” in the accounts settings.

To select the matter number. User will get to see all the matters i.e. ACL is not implemented here. Once the matter is selected the system will check in Accounts Settings if Matter Agreement is mandatory for timesheet entry and if yes then system will check weather a valid (Which is neither expired nor terminated) matter agreement is available for this Matter or not. If matter agreement is not available then system will not allow to make the timesheet entry. If matter agreement is available then system will check the capping set to amount and duration in matter agreement and if any of the capping is already crossed, then system will show a warning to the user. If the capping will be crossed after making the current entry then system will notify the user about the same when the user submits the entry. If in account settings Matter Agreement is not mandatory for timesheet entry then system will not check anything.

To select the case from the list of all cases under the selected matter. User will only see those cases to which he/she has access.

To select the project from the list of all projects under the selected matter. User will only see those projects to which he/she has access.

Weather the work was billable or not. If work is not billable then the amount will be 0 for it and it will also not be considered to calculate missing timesheet hours. You can set the default nature for this for each matter in matter create/edit.

To select the date.

If you do not want to enter the time manually and want the system to log the time for you until you stop the timer, once started, you can stop it from the header section or from existing timesheet, action menu.

To set the start time of the timesheet.

To set the end time of the timesheet.

To select the duration. To set the amount of time given to the task. Please note though a user cannot set more than 24 hours in a single task, the system allows them to make multiple entries in a day totalling to more than 24 Hours.

1. User - Mandatory

2. Current user is a secretory, they will see list of all users to whom they are assigned to as secretory along with their own name.
3. For any other user, only that username will be shown in this drop down.

These will be populated form the matter agreement of the selected matter. While creating the matter agreement the user can map as many role groups as they want and set the rates for each group. This list will not be populated if no valid matter (Which is neither expired nor terminated) agreement is found or no role groups are mapped in the matter agreement. Please note that only those roles will be populated in which the selected user is mapped in the role group mappings. Once the role group is selected the rates will be selected accordingly. If the user does not select the role then the hourly rates of the selected user will be taken for calculations.

This is the hourly rate with which the client will be billed. The admin has the power to disable this field from accounts settings so that user cannot manually change the rate and it will either come from user settings or from matter agreement group rate. To do so the admin must enable the setting – “User cannot manually add hourly rate while creating timesheets.” in the accounts settings. Also, among rate of user and rate of role group, rate of role group will be given precedence. Allowed limit is 12 digits including 2 decimals.

This will be calculated by multiplying the duration with the hourly rate. This is for display purpose only.

User can put additional details about the timesheet entry in this field.

Once the timesheet has been submitted, it will reflect under the existing timesheet page. Please note that the user can edit or delete the timesheet if need arises. Once the timesheet entry has been booked for invoicing, the entry cannot be edited or deleted. Then in order to make changes in such entry the user have to first cancel the invoice.

4.2 Existing Timesheet

All the active timesheet entries will be shown on this page. The user will see details like Matter Number, Case Number, Date, Duration, Type, Rate, User Name and Description of the timesheet entry. 

This is to edit any of the existing timesheets. Users cannot edit the date of timesheet entry and if such thing is required then user have to first delete that entry and recreate it on the second date. If the timesheet entry has been booked for invoicing then it cannot be edited and the user has to first cancel the invoice.

This is to delete any of the existing timesheets. Once deleted, the timesheet entry cannot be restored. If the timesheet entry has been booked for invoicing then it cannot be deleted and the user has to first cancel the invoice.

4.3 Missing Timesheet

All the missing timesheet entries will be shown on this page. The user will see details like Date, User Name and description of the missing timesheet entry. The missing timesheet is calculated only for those days which are marked as working for the particular office and it is not a holiday in timesheet changeover settings. The system will subtract the Ramadan hours from the billable hours of that office and then it will subtract all the billable entries that are done for a particular date and if the result is greater than zero, it will be shown in missing timesheet.

This is to make new timesheet entry against the missing timesheet hours. The system will automatically select the date for the button has been pressed.

The user can search the missing timesheets based on the date.

4.4 Timesheet Report User Wise

This report can be downloaded in word and pdf formats. This is to get the summary of all billings that has been done by a particular user. The report can be further filtered basis of client, matter and case. Please note that ACL is not implemented on clients and matters as of now and thus user can see all the clients and matters in this report.

The user can select the duration for which the reports needs to be generated. The system will show the entries between the selected dates only.

The user will see the names of users based on the following conditions 

• Current user is a secretory, they will see list of all users to whom they are assigned to as secretory along with their own name. They can select one or multiple users as required. If all users need to be selected then they can select the All Users checkbox next to the User dropdown.
• Current user is HOD, then all the users of that office and department to which the HOD has access will be shown in the user list. They can select one or multiple users as required. If all users need to be selected then they can select the All Users checkbox next to the User dropdown.
• For any other user, no user name field will be shown and by default the report will be for the user who is downloading the report.

• Clients - Not Mandatory

To filter the report by Client. If selected, the entries corresponding to the selected client will only be shown. Only active clients will be shown.

To filter the report by Matter. If selected, the entries corresponding to the selected matter will only be shown. Only active matters will be shown. By default, all the matters will be shown but if a client is selected then matters for that client only will be shown.

To filter the report by Case. If selected, the entries corresponding to the selected case will only be shown. To select the case, the user must have to select the matter first. Both active and inactive cases will be shown.

In this report all those timesheet entries are shown which are done by the selected user between the selected dates and in the selected client/matter/case if any.
 

4.5 Timesheet Report Client Wise

This report can be downloaded in word and pdf formats. This is to get the summary of all billings that has been done for a particular client. The report can be further filtered basis of user, matter and case. Please note that ACL is not implemented on clients and matters as of now and thus user can see all the clients and matters in this report.

The user can select the duration for which the reports needs to be generated. The system will show the entries between the selected dates only.

To get all the data of the selected client. Only active clients will be shown.

To get the data of a particular matter of the selected client. Only active matters will be shown.

To filter the report by Case. If selected, the entries corresponding to the selected case will only be shown. To select the case, the user must have to select the matter first. Both active and inactive cases will be shown here.

To filter the report by a particular user. The list will show all the active users which are timekeepers.

In this report all those timesheet entries are shown which are done for the selected client between the selected dates. The report can be further filtered for a single user or a particular matter or case. Apart from this, a time summary is also shown which includes the breakdown basis of rate and not on the basis of lawyer.

4.5 Timesheet Custom Report

All the selected columns will appear in this report in excel format. This can be generated basis on certain filters like client, timesheet type, related to and user as well.

Columns which you want to add in the report.

4.6 Timesheet Report Missing Hours

All the missing timesheet entries will be shown on this report. This can be generated for a single date only and contains the data for the user based on the role the user who is generating the report as per the following conditions.

• Current user is a secretory, they will see missing timesheet of all users to whom they are assigned to as secretory along with their own name. 
• Current user is HOD, they will see missing timesheet of all the users of that office and department to which the HOD has access.
• For any other user, only the missing timesheet of that user will be shown.

• Date

Date for which the missing timesheet needs to be generated.

5 Expense

5.1 Add New Expense

An expense can be added by any user who has permission for this module. 

To select the matter number. User will get to see all the matters i.e. ACL is not implemented here. 

To select the case from the list of all cases under the selected matter. ACL is not implemented here.   

This will be populated from the expense master.

To select the date on which the expense has been made.

To set the amount that has been spent for this expense. Allowed limit is 12 digits including 2 decimals.

This will by default the name of the user who is making the expense entry. 

This shows the list of all the judicatures that are available in the system. If the user selects the case then the system will automatically select the judicature of the selected case in the paid to list which can be changed if needed.

The user can attach any receipt here if needed.

5.2 Existing Expenses

All the active expenses will be shown on this page. The user will see details like Matter Number, Case Number, Project Number, Expense Type, Date, Amount, Paid By, Paid To, Transaction Number, Description of the expense entry. User will also see the attachments on this grid. 

Please note that except accountant all users will see their own expense only whereas accountant will see the expense of all the users.

This is to edit any of the existing expenses. User cannot edit the matter and case of expense entry and if such thing is required then user have to first delete that entry and recreate it. If the expense entry has been booked for invoicing then it cannot be edited and the user has to first cancel the invoice.

This is to delete any of the existing expenses. Once deleted, the expense entry cannot be restored. If the expense entry has been booked for invoicing then it cannot be deleted and the user has to first cancel the invoice.

5.3 Expense Custom Report

All the selected columns will appear in this report in excel format. This can be generated basis on certain filters like client, expense type, related to and paid by as well.

Columns which you want to add in the report.

6 Payment Due

6.1 Grid

All the payments that are processed by the system till date will be shown on this page. Details including Matter Number, Client Name, Opponent Name, Details, Amount, Date, Responsible Lawyer, type of payment and status of payment are shown here. 

The user can filter the payments based on the following fields:

1. Clients – All the active clients are shown here
2. Matter – All the active matters are shown here
3. Type – This the type of payment
4. Status – This is the status of the payment
5. From Date – Start date of filtering
6. End Date – End date of filtering (To fetch the data of a particular date, the user can select both the start date and end date as the same date.

This column is relevant for following type of entries

1. Time Sheet – Duration along with the hourly rate of that entry is shown
2. Settlement – If settlement type is percentage then the claim amount along with the percentage is shown 
3. Due by Stage – The stage (First Instance, Appeal and Cassation) and status (New Case Registered and Judgement Issued) of the case 

Following are the types of payments which are self-explanatory

1. Advance – Shows advance payments 
2. Hourly – Shows timesheet payments
3. Due by Stage – Shows payments based on the case stage and status
4. Due by Date – Shows time-based payments
5. Settlement – Shows settlement payments
6. Expense – Shows expense payments
7. Hourly Above Capping – Shows over limit timesheet entries. This type is only visible on single matter selection.
8. Hourly w/o Agreement – Shows hourly which do not have a matter agreement yet. This type will only be visible if the admin has enabled “Show timesheet entry of matters without matter agreement in due payments.” in the Account Settings.

Following are the types of statuses with their description 

1. Due – This is the default status. Any new entry that has become due recently will have the status due. 
2. Cancelled – If set to cancelled then the system will not send reminders for this entry.
3. Invoice Generated – This tells that the entry has been booked for invoicing. You can click the status to see details like Invoice Number, Invoice Date.
4. Approved – This tells if the entry is approved for invoicing. This status will only be visible if the admin has enabled “Approval needed for due payments before invoicing” in the Account Settings.
5. Paid – This tells that the entry has been paid. You can click the status to see details like Invoice Number, Invoice Date, Receipt Date.

The user can perform various actions on the entry’s basis on the status of the entry.

Following are the actions that can be performed based on the status of the entry 

1. Due – This can be either marked as cancelled using action “Cancel”. This can also be marked as approved using action “Approve” if the admin has enabled “Approval needed for due payments before invoicing” in the Account Settings. If this is enabled then only those entries will be shown for invoicing which are marked as approved.
2. Cancelled – If set to cancelled then the system will not send reminders for this entry. This can be activated again using the action “Activate”.
3. Invoice Generated – No action can be performed once the invoice is generated.
4. Approved – This tells if the entry is approved for invoicing. This status will only be visible if the admin has enabled “Approval needed for due payments before invoicing” in the Account Settings. Once approved, the user can still revert the transaction until it is not booked for invoicing using the action “Revert”.
5. Paid – No action can be performed once the invoice is generated.

Note: The user can also perform action on multiple selections but that feature is only available on the entries of a single status. For example, Select the type due from filter then you can either select all the entries by clicking the checkbox in header or select the desired entries. Once selected you can use the action button in the top to perform all the actions that are allowed for this particular type of status.

Reset button can be used to clear all the selected filters.

6.2 Reminders

The system will send the reminders of all the entries that have the status DUE or APPROVED. As of now a separate mail is sent to each of the users who are marked for Payment Reminders in the user settings. A user has to either mark the entry as cancelled or create an invoice for the same to stop the reminders.

Payment Reminder

All the users for whom “Payment Reminder” is enabled in user settings.

7 Invoicing

7.1 New Invoice Creation

This is used to create a new invoice. You can create an invoice for the existing due payments as well as for any other amount also.

This will list all the active clients in the system. You can search the clients either by client name or client code. If the selected client has any due/approved payments in the system, then a popup will open automatically, and the desired entries can be selected for invoicing.

This section includes information like Client Code, Client Name, Client Contact Details and Client TRN. These will be auto-populated as soon as the client is selected.

This button is used to add the TRN to the selected client if not already present. This is only visible if the TRN field is empty on the client page.

Invoice number can be either set to automatic or manual in the Auto Numbering settings. If set to auto this will be disabled, showing the invoice number as per the set settings and cannot be changed. If set to manual, then user can set any number up to a limit of 20 chars.

This is the date of the invoice. This cannot be set to a past date because if allowed the user might set a date which is before the payment due date and hence will void the invoice.

1. Selected Item Grid

2. Item Name – This shows the Matter Number, Payment Type, Payment Due Date, Related Matter Number for due payments and free text is allowed for blank row. Maximum length for item name for blank row is 250 characters.
3. Description – User can add any description here for both type of entries. The system automatically fills the description with rate and duration for timesheet payments, with settlement percentage for settlement by percentage payments and with case stage and status for due by stage payments though these all are editable. Maximum length for description is 250 characters.
4. Quantity – This is fixed and is always equal to 1
5. Unit Price – This is editable for blank row and for due payments it is populated automatically.
6. Vat Amount – This is optional and it will be visible only if the selected client has a TRN updated in their account. If a slab is being set as default slab in the tax master than it will be auto selected as soon as new entry is added.
7. Amount – This is auto calculated and also include the VAT if applicable.
8. Delete – To delete any entry.
9. The user can also drag the entries and set them up in the desired order.

This is used to add any of the existing payments that are due for the selected client. You can filter the due payments by Matter Number, Type and Due Date. You can add all the due payments or add the selected due payments. If the admin has enabled “Approval needed for due payments before invoicing” in the Account Settings then only approved 

This is used to add a blank row so that any other data can be entered. 

This is calculated automatically and show the total of all the entries excluding VAT 

This is calculated automatically and show the total of all the entries including VAT 

By default, there is no discount applied. The user can either set the discount in percentage or give a net discount.

This is calculated automatically and show the final amount that is to be paid

This can be set in Accounts Settings and can be edited for each invoice if needed

This can be set in Accounts Settings and can be edited for each invoice if needed. This is shown in the footer of the invoice.

The currency in which you want to raise this invoice will show the currency selected in client, if no currency is there in client, it will show the base currency. In the drop down you will see all those currencies for which multiplication factor is added in the currency master.

This will be enabled if you select a different currency from the base currency and you can modify the value if necessary.

This can be used to preview the invoice before finalizing it.

The invoice preview shows all the details as shown while creating the invoice. Apart from that, it also shows the company name, logo, address, contact details and TRN which can be set in the company settings page. The amount in words is also shown in the preview screen which is again converted automatically. While displaying the amount in words, the units are being fetched from the currency master for both the major and minor denominations. Also, the currency symbol is also fetched from the currency master only. 

This is used to create a draft invoice.

This is used to finally create the invoice.

7.2 Existing Invoices

This shows the list of all the existing invoices.

This shows the invoice number. This also shows the number of entries that are there in that invoice.

This shows the client’s name along with the client code.

This shows the invoice date.

This shows the invoice base amount that is the invoice amount in base currency.

This shows the invoice amount in the invoice currency if it is different from base currency else it will be same as the base amount.

This shows the amount paid till date.

This shows the invoice status. The status can be either Generated or Paid.

This shows if any discount is given on that invoice.

The following actions are allowed.

• View Invoice – To view or print the invoice. This action is visible for all the invoices.
• Edit Invoice – To edit an existing invoice. This action is visible only for those invoices which are not marked as paid yet.
• Delete Invoice – To delete an existing invoice. This action is visible only for those invoices which are not marked as paid yet.
• Cancel Invoice – To cancel an existing invoice. This action is visible only for those invoices which are marked as paid. Amount for cancelled invoices gets added to the customers credit account.
• Record Payment – To record payment against those invoices for which some amount is still due.
• View Receipt - To view or print the receipt. This action is visible only for those invoices which are marked as paid. Once the invoice is marked as paid, the action cannot be reverted.
• Convert to Invoice – To convert the draft invoice to proper invoice.

To receive the payment, the user must enter the following information basis on the type of payment.

• Receipt Date – Date of Receiving the Payment. This will be shown on the receipt.
• Amount being Paid – The amount that the client is paying in this particular transaction.
• Payment Mode – This can be any one of the three – Online, Cheque and Others
• If Payment Mode is Online, then transaction number is mandatory, and remark is not mandatory.
• If Payment Mode is Cheque, then cheque number is mandatory, and remark is not mandatory.
• If Payment Mode is Others, then remark is mandatory.

7.3 Existing Receipt

This shows the list of all the existing receipts.

This shows the invoice number. This also shows the number of entries that are there in that invoice.

This shows the client’s name along with the client code.

This shows the Receipt Number.

This shows the receipt date.

This shows the receipt amount.

This shows the type of payment used for making the payment.

This shows the payment number.

This shows the amount paid for this payment which is equal to the receipt amount if no credits are used.

This shows the credit used for this payment if any.

This shows the transaction number for this payment.

This shows the remarks if any.

The following actions are allowed.

• View Receipt - To view or print the receipt. 
• View File – To view the files uploaded while making this payment.

8 Credit Summary

8.1 Credit Summary

This shows the details of the credit balance for each client, if any. The credit balance gets added when the client pays more than the invoice amount or when any paid invoice gets cancelled. You can also add advance payment for any client in this.

You can add credit to any client by clicking the plus icon in the top right corner or from the action button for an individual client. In the popup, follow the steps as mentioned below.

• Select Client
• Receipt date will be fixed to today’s date.
• Enter amount.
• Select payment option and add payment details.
• Attach the payment receipt, if any.
• Submit

You can issue the refund to the client by clicking issue refund action against the client name and follow the following steps

• Enter amount to be refunded.
• Select payment option and add payment details.
• Attach the payment receipt, if any.
• Submit

You can view all the transactions done for a particular client by clicking the view ledger button, here it will show all the transaction details, you can also generate the credit note for payment transactions from the action menu and see the available receipts if any.

You can generate the excel report of all transactions done for a particular client by clicking the download ledger button.

9 Reporting

9.1 Accounts Summary

This shows the total invoiced amount and the total paid amount for each client. You can also see the matter-wise distribution for each client.

9.2 Statement of Account

This shows the list of all the invoices and payments for the selected clients. If needed, you can search for unpaid invoices only. You will see details like Client details, Company details, Invoice/Receipt date, amount, and net balance as of date. This summary can be printed if needed. This also shows the net amount pending for any client.