Pending Disbursements is where you view pending disbursements that are generated if ALB has been set up to create disbursements directly from data imported from an Equitrac cost tracking device for printing and photocopying.
On Pending Disbursements you can...
View the list of pending disbursements; see below
Edit a disbursement before posting; see below
Post pending disbursements individually or collectively; see below
Reject a pending disbursement; see below
Viewing pending Disbursements
To be able to view and post the imported disbursements, you need to have the Post Pending Disbursements permission set up by your system administrator, in Utilities – Licensing and Users.
To view imported disbursements:
On Accounts Enquiry, on the Accounts Requests menu, select Pending Disbursements.
On Pending Disbursements - Pending Disbursements tab, view the disbursements that haven’t yet been posted or rejected.
Editing pending Disbursements
If you need to edit the details of a disbursement, you can either:
Edit when you post the disbursement. This edits the disbursement posting, not the pending disbursement. For instructions, see Posting pending disbursements, below.
Or, you can edit via Pending Disbursements, before you post the disbursement. This edits the pending disbursement itself. You might want to do this if you are going to post the disbursements collectively. Instructions follow.
To edit a pending disbursement:
On Pending Disbursements - Pending Disbursements tab, double-click the disbursement you want to edit.
Pending Disbursement opens. Edit the details as necessary and click Save & Exit.
Posting pending Disbursements
You can either post disbursements individually or select a group of disbursements and post them collectively in one posting.
To post a pending disbursement individually:
On Pending Disbursements - Pending Disbursements tab, for the disbursement that you want to post, click
to the
right of the disbursement.Disbursement opens, pre-populated with data for the disbursement. Edit as necessary and click Save & Exit.
The disbursement is listed on the Pending Disbursements - Posted tab.
To post pending disbursements collectively:
On Pending Disbursements - Pending Disbursements tab, hold down the Ctrl key whilst you click the disbursements you want to post. The disbursements should all be of the same type for the same matter. Note that you can first group the display of disbursements by clicking the heading of the column you want to group by.
On the Actions menu, select Create Disbursement From Selected.
Disbursement opens, pre-populated with the sum of the disbursements you selected. Other fields are populated with the details of the first disbursement in your selection. Edit as necessary and click Save & Exit.
The disbursement is listed on the Pending Disbursements - Posted tab.
Rejecting and deleting Disbursements
You can reject a disbursement if necessary. A rejected disbursement can be moved back to the pending list, for example if you rejected it by mistake, or can be deleted. For a disbursement that you reject and delete, if appropriate, you can post a replacement disbursement manually in the normal way.
To reject a pending disbursement:
On Pending Disbursements - Pending Disbursements tab, for the disbursement you want to reject, click
to the right
of the disbursement.
The disbursement
is moved to the Rejected tab.
If you rejected a pending disbursement by mistake, you can return it to the pending disbursement list. Instructions follow.
To return a rejected disbursement to the pending list:
On Pending Disbursements - Rejected tab, for the disbursement you want to de-reject, click
to
the right of the disbursement.
The disbursement
is moved back to the Pending Disbursements
tab.
Once a pending disbursement has been rejected, you can delete it. Instructions follow.
To delete a rejected disbursement:
On Pending Disbursements - Rejected tab, for the rejected disbursement you want to delete, click
to
the right of the disbursement.
The disbursement
is deleted.
If you need to post a replacement disbursement for a disbursement you have rejected and deleted, post the replacement in the normal way; see Disbursement.
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