Advances allowed to be used is, in other words, the management of the use of trust amounts shown on invoices issued to clients to be withdrawn and transferred to the firm as invoice payments.
To do this, a dedicated 360 window is available to the user grouping together all the withdrawal transactions to be made.
The user can then choose to process the withdrawals one at a time or in a single transaction as required. A transaction can also be deactivated from the list if for any reason the withdrawal should no longer be made.
Preparation of invoicing
For the amount to be withdrawn in trust to be included in the list of advances to be used, the invoice must have been issued with a financial invoice template displaying advances. The "Print advances" box must be ticked.
Following invoicing
In practice, it is following the invoicing that the operations of withdrawals of advances in trust are carried out as well as their collection as payment of the invoices.
It is possible to perform all these actions simultaneously through the 360 window of permitted advances to be used.
The user has access, at all times, to the list of transactions through the dedicated 360 window available in the Trust family through the Finance tab of the general software interface.
The 360 window for managing authorised advances opens in a new tab of the web browser, allowing the user to navigate the software without having to close the current window.
What can be done
1 - View transactions by status
Active (default) - Icon is black
Used or Disabled ("Inactive" by the funnel)
Used - Icon is green
Desabled - Icon is blue
All transactions ("All" by the funnel)
2 - Deactivate a transaction
It remains visible but can no longer be withdrawn. It is automatically moved to the "Inactive" transactions with the status "Disabled". The status icon is now blue.
It can be reactivated in the same way.
3 - Making the withdrawal in trust
One transaction at a time
The software's generic withdrawal window opens displaying the relevant information of the transaction ready for registration. It is possible for the user to make changes.
When the option to Automatically create posting in the matter is selected, the client payment window opens automatically upon confirmation of the withdrawal allowing the user to distribute the amount.
Multiple transactions simultaneously
The software's generic multi-withdrawal window opens displaying the relevant information of all selected transactions ready to be recorded as a single withdrawal operation. It is possible for the user to make changes.
When the option to Automatically create posting in the matter is selected, a message appears requesting confirmation from the user for automatic distribution.
4 - Print the list of transactions
In .PDF format
In detailed Excel format
5 - Export the list on screen to Excel
It is also worth mentioning that the contents of the 360 window can be sent to Excel via the function icon available in the left menu bar.
Good to know!
If the trust withdrawal made via the 360 window of advances authorised for use is cancelled via the financial summary,
A message confirms to the user that all assignments of this trust withdrawal will be reactivated and will be available again in the dedicated 360 window of advances authorised for use.
If the invoice, paid by the trust withdrawal made via the 360 window of advances authorised for use, is cancelled,
A message confirms to the user that all trust payment assignments applied to the invoice will be reactivated in the dedicated 360 window of advances authorised to use and will remain active even after the invoice is cancelled.
The user will therefore have to MANUALLY deactivate the targeted authorised withdrawal(s) if necessary.
