There is a specialist work type designed to assist you in the management of Payments and Accounts Payable processes. This work type can be configured to assist you in managing payments of many different types – disbursements, settlement payments, debt and so on.
Here is an example end user view of payments for a Matter:
Just like any other work type you define a “tree” of payment types within the system. This enables you to specialise the types of payments for specific use cases.
Each of these can be configured with their own:
- End to end processes including approval and delegated authority steps
- Case accounting structures
- Price lists (for pre-approved pricing)
Out of the box Payments support:
- Capture of Purchase Order details including bulk assignment of POs
- Capture of Supplier Invoice details and enforcement that full documentation is supplied prior to the PO being submitted.
In addition, like any other work item, you are free to extend this functionality via modeller as you see fit.
Configure Payment Transaction Item Types
Payment Transaction Items refer to the different types of data capture that can be configured against a Payment and affect the highlight element on the Payment screen.
There are many different types of data capture that can be achieved including the following “seeded” examples
Your choice depends on the level of detail you want to capture on a Payment Request and how much detail you need to send to external systems.
The available settings are as follows
| SCREENSHOT | SETTING & DESCRIPTION |
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Details This configuration enables you to provide top level information concerning this transaction item type. |
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Display Settings Via the display settings you can specify
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Tax Settings Through the Tax settings you can specify
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A transaction item type “wraps” all of this different configuration into a number of item types that can then be configured against individual cases.
Configure Payment Data Capture
The data capture behaviour for your payment is configured within the Payment details aspect for your specific Payment work type.
This requires the configuration of specific Payment Aspects including:
- Payment Request details
- Purchase Order Details
- Invoice Details
Payment Request Details
| SCREENSHOT | SETTING & DESCRIPTION |
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Details This configuration enables you to provide top level information concerning this transaction item type. |
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Display Settings Via the display settings you can specify
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Treat Amounts as Determines whether the amounts entered on each transaction line already contain tax. Set this to Exclusive where you want tax captured separately on each line. The tax capture fields display on every transaction line, containing the tax rate dropdown and the VAT amount field. The totals summary displays both Total Amount and Total Vat. Set this to Inclusive where the amount entered is the gross figure. Clio Operate hides the tax capture fields on every transaction line, and hides Total Vat from the totals summary. This is the controlling setting in the section. The other two settings only change the display in specific combinations with it. Points to note
Show Tax Message Controls an information note displayed beside the Total Amount label in the totals summary. Hover over the information icon to display the note. The note reads:
The information icon always displays. Disabling Show Tax Message does not remove it, it changes the note to Amounts do not include Tax.
Hide Total Tax Suppresses the Total Vat figure in the totals summary at the foot of the transaction list. When enabled, the totals summary displays Total Amount only. Enable it where the firm reports a single payable figure to the payee and an aggregated tax total would cause confusion, for example on payment requests routed to third parties who do not need the tax breakdown. Total Vat is already hidden when Treat Amounts as is set to Inclusive, so this setting changes the display only when amounts are treated as exclusive of tax. When the totals summary displays Show Tax Message and Hide Total Tax both act on the totals summary. The totals summary only displays when a payment request contains more than one transaction line. On single-line payment requests neither setting has a visible effect. The totals summary is also unavailable where the tax feature is not enabled for the environment, or where it is enabled but its configuration is incomplete. In the second case the form displays a tax configuration warning in place of the totals. |
Configure Payment Processes
Like all other work types Payments are managed according to a top level Phase Plan.
In common with other work types you can then configure this phase plan for
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Approval Models
Adjustments can be sent for approval based on financial values or authority limits. The approvals can then be managed within the application like any other request. -
Specifying when transactions status by phase
(see Case Ledger)
For each phase you can specify whether the transaction status is considered to be:- WIP – work in progress
- Posted
- Reversed
If the phases are not configured for WIP, Posted and Reversed, the default behaviour of the Payment Transaction Item widget is to be read only once saved. To configure the phase for each type go to Modeller > Global Features > Chart of Accounts > Subfeatures > Chart of Account Work Type Configuration, select the worktype, then in sub features set which phase should be treated as WIP, posted and Reversed.
Configure Portal Widgets for Payments
Budget Status
The Budget Status widget is often configured on Matter home pages to show a summary across various budgets.
This view is enabled by adding the following widget to your portal definition.
List Views
There is a new list view provider available to create list views from Budget Transactions Log
Like any other list view provider, you can then use this to create a new list view from modeller > list views
This list view provider provides the following filter options to enable you to provide specific list views
| SCREENSHOT | FILTER & DESCRIPTION |
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Budget Structure Filter Using this filter setting you can configure
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