Do it Yourself!
Welcome to eXpd8 Accounts User Guide
Version 2011.1.3
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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Table of Contents
1.
Chapter 1: Training Notes for eXpd8 Accounts for Non-Accounts Staff ................................................................ 5
1.1
1.2
1.3
2.
Page No:
Overview of the Link between Case Management and Accounts .................................................................. 5
Time and Billing Options .............................................................................................................................................. 6
FAQ’s on Time Recording ......................................................................................................................................... 10
Chapter 2: Logging in to eXpd8 Accounts .............................................................................................................. 11
................................................................................................................................................................................................... 11
3.
Chapter 3: Backups and their Importance .............................................................................................................. 11
4.
Chapter 4: Opening Balances................................................................................................................................... 13
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
4.15
4.16
4.17
4.18
4.19
5.
Chapter 5: The Client & Their Matters ....................................................................................................................... 28
5.1
5.2
5.3
5.4
5.5
6.
Sending Files and Matters from eXpd8 Case Management into eXpd8 Accounts ..................................... 28
Do’s & Don’ts when Opening Files in eXpd8 ........................................................................................................ 29
Client Inquiry Explained ............................................................................................................................................. 31
How to Read the Client Ledger Card .................................................................................................................... 32
Client Maintenance................................................................................................................................................... 34
Chapter 6: Entering Client Account Transactions ................................................................................................... 35
6.1
6.2
6.3
6.4
6.5
6.6
6.7
7.
Before You Start! ......................................................................................................................................................... 13
Posting Client Matter Balances to the Client Account ....................................................................................... 13
Posting Deposit Balances for Specific Client Ledgers ......................................................................................... 15
Posting Deposit Balances for pooled client funds ............................................................................................... 15
Posting Unbilled Outlays to the Clients Matter Ledgers ...................................................................................... 16
Posting Opening Balance Forwards for Aged Debtors ...................................................................................... 17
Posting Aged Creditors ............................................................................................................................................. 18
Entering Creditors (Supplier) Invoices ..................................................................................................................... 19
Balancing the Bank Reconciliations and Entering Outstanding Cheques ..................................................... 19
Completing Opening Bank Reconciliation: .......................................................................................................... 20
Setting up and amending the default Chart of Accounts ................................................................................ 22
Posting the Rest of the Trial Balance ...................................................................................................................... 22
Setting up Users and Security Levels ....................................................................................................................... 24
Creating new groups ................................................................................................................................................. 24
Editing groups ............................................................................................................................................................. 24
Adding new user accounts ...................................................................................................................................... 25
User levels ..................................................................................................................................................................... 25
Signing off and Ready for Training! ......................................................................................................................... 26
Opening Balance - FAQ’s......................................................................................................................................... 26
Entering Client Receipts ............................................................................................................................................ 35
Reversing Client Receipts ......................................................................................................................................... 36
Entering Client Cheque Payments.......................................................................................................................... 37
Reversing Client Cheque Payments ....................................................................................................................... 39
Client Accounts Cheque Printing – Cheque Requisitions .................................................................................. 39
Release Client Account Cheque Requisitions ...................................................................................................... 40
Transfer Client Funds from Client to Client ............................................................................................................ 41
Chapter 7: Entering Office Transactions ................................................................................................................... 42
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7.1
7.2
7.3
8.
Office – Client Cheque Payments .......................................................................................................................... 42
Office – Office Cheque Payments ......................................................................................................................... 43
Reversal of Office Cheques ..................................................................................................................................... 44
Chapter 8: Creditors ................................................................................................................................................... 45
8.1
8.2
8.3
8.4
8.5
8.6
8.7
9.
Creditors Ledger or Accounts Payable or Suppliers ............................................................................................ 45
To Set Up a Supplier ................................................................................................................................................... 45
Entering Creditors (Supplier) Invoices ..................................................................................................................... 47
Office – Supplier Payments & Allocations ............................................................................................................. 48
Reversal of Creditors Invoices .................................................................................................................................. 49
Reversal of Suppliers Payments ............................................................................................................................... 51
Entering & Allocating Credit Notes ......................................................................................................................... 53
Chapter 9: Taking Time from eXpd8 Case Management ...................................................................................... 54
9.1
9.2
10.
10.1
10.2
10.3
11.
11.1
11.2
11.3
12.
12.1
12.2
12.3
12.4
12.5
12.6
12.7
13.
13.1
13.2
13.3
14.
14.1
14.2
15.
15.1
15.2
15.3
15.4
15.5
15.6
Overview ...................................................................................................................................................................... 54
Managing Work in Progress Time in eXpd8 accounts – Writing Time/Outlays off .......................................... 55
Chapter 10: Raising Cost Invoices ......................................................................................................................... 56
Billing Overview ........................................................................................................................................................... 56
Raising a Bill ................................................................................................................................................................. 56
To Create a Draft Bill for a client ............................................................................................................................. 57
Chapter 11: Paying, Writing Off Bills ...................................................................................................................... 59
Cost Payments or Retainers ..................................................................................................................................... 59
Reversing or Modifying Cost Invoices..................................................................................................................... 61
Write off Costs ............................................................................................................................................................. 61
Chapter 12: Month-End .......................................................................................................................................... 64
Month End – Overview Bank Reconciliation ......................................................................................................... 64
Completing a bank reconciliation: ........................................................................................................................ 64
Month-end steps ........................................................................................................................................................ 66
Writing Back Stale Cheques for eXpd8 Accounts, Client Account.................................................................. 67
System Balance/File Health ...................................................................................................................................... 68
File Health report ........................................................................................................................................................ 69
Recurring Journals & Adjustments ........................................................................................................................... 69
Chapter 13: Reports ................................................................................................................................................ 71
Drilling down on reports ............................................................................................................................................ 71
Exporting Reports........................................................................................................................................................ 71
Automatic Report Runner ......................................................................................................................................... 72
Chapter 14: Closing Files in eXpd8 Case Management & Accounts ............................................................... 73
Secretaries, Legal Executives and Admin Staff .................................................................................................... 73
Bookkeepers and Accounts Staff ........................................................................................................................... 73
Chapter 15: Creating a Legal Aid Matter in Case Management ...................................................................... 74
Criminal Legal Aid Overview ................................................................................................................................... 74
Creating Activity within a Legal Aid Matter .......................................................................................................... 75
Managing the Legal Aid Claims that are alarmed ............................................................................................. 77
Moving on to eXpd8 Accounts and Dealing with Claiming ............................................................................. 77
Entering Claims through Modified Billed Amounts ............................................................................................... 78
Select Modify Billed Amounts from the drop down arrow ................................................................................. 78
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Email: eXpd8AccountsSupport@expd8.com
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15.7
15.8
16.
Chapter 16: Moving fields on Invoice Templates ................................................................................................ 81
16.1
16.2
16.3
16.4
17.
Making Changes to templates................................................................................................................................ 81
Changing Justification .............................................................................................................................................. 83
Adding Images & Logos ........................................................................................................................................... 84
Removing Fields from your Templates .................................................................................................................... 86
Chapter 17: System Settings ................................................................................................................................... 87
17.1
17.2
17.3
18.
Dealing with Withholding Tax – Form F45............................................................................................................... 80
How to Handle PSWT in eXpd8 Accounts (Professional Services Withholding Tax) ....................................... 80
Allow Client Bank to Overdraw on Client Ledgers .............................................................................................. 87
Changing the VAT rate in eXpd8 Accounts - Sale Vat Rate ............................................................................. 88
Purchases VAT Rate ................................................................................................................................................... 89
Chapter 18: General Frequently Asked Questions?............................................................................................ 90
Click on the content above to bring you directly to that section!
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
1. Chapter 1: Training Notes for eXpd8 Accounts for Non-Accounts Staff
1.1
Overview of the Link between Case Management and Accounts
The purpose of the link between eXpd8 and the accounts package is twofold.
Firstly to avoid the need for manual entry of data already captured within eXpd8 into the accounts
package. (the file, file code and clients’ data)
Secondly, to assist the firm with effective tracking of all work done within the file as it relates to
billable activity on the clients account.
By using the system effectively the company can expect to achieve the following benefits;
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Reduced administration time (double data entry)
Live updates on the clients’ ledger card.
Greatly improved control over work in progress and ultimately cash flow.
Fully traceable, auditable and detailed client invoicing.
Greatly reduced need for cost accountants.
There are in fact two elements to the entire process
eXpd8 Case Management
Where files are created and work is done. From here clients and files are passed directly to the
accounts software. Activities are passed to accounts directly from the case management.
eXpd8 Accounts
Once activity has been approved by the file owner and passed to accounts, the accounts person
will import the data into the accounts package. This results in each imported activity appearing on
the clients’ ledger card. Best practice would be for this to be done on a daily basis.
Sending activity from the eXpd8 file to eXpd8 Accounts
Each item added to the activity page of the eXpd8 file will activate the prompt to pass the data to
the accounts package. This includes the following types of data
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Documents created on the file
Notes created on the file
Phone messages linked to the file
Emails linked to, or created on the file
Each time any existing activity is accessed or modified which has not been passed
already
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It is best practice that fee earners mention at the end of their dictation if the item/letter in question
should be allocated more time than the standard default set up in eXpd8 Case Management
setting.
Important Feature:
The data that will be passed includes
The synopsis (in this case section 68 Letter)
The date (in this case 6/01/2010)
The time (in this case 5 minutes – 1 unit of time)
The rate is passed
You only get one chance to pass time per note!
Please note that there will be times when you do not wish to pass data to the accounts, such as
when you are merely reviewing an existing item within the file or when adding an item to the file that
clearly would not be billable. In these instances select No when prompted to pass to accounts.
1.2
Time and Billing Options
Within an individual file there are some options to consider. If we take a conveyance file for
example, were maybe a fixed fee has been agreed, you will not want to record time in the
traditional manner.
On the summary page of the file there is a fixed fee box, this box should be checked if the file is set
at a fixed fee. This will set the file to a non-billable form of time recording. This means that work in
progress is not increased in the balance sheet, but is recorded on the client ledger for reference and
reporting purposes.
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eXpd8 Accounts Support
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One of the primary benefits of using eXpd8 accounts in conjunction with eXpd8 case management
is to significantly impact on the quantity and turnaround time of billable hours whilst also tracking the
amount of non-billed items. By ensuring all activity on a client’s file is passed to work in progress in
eXpd8 account, you are basically eliminating the huge potential leakage of billable hours. Whilst you
may not decide to bill it all, you are at least conscious of the total time spent on the cost of
managing the file.
The process is
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Today’s post is scanned into eXpd8
It is viewed within scanned items
A response or next action is dictated
This is then typed
The time is passed immediately to Work in Progress
This has a major impact on your business cash flow. Being easily able to see high value WIP files, you
are empowered to charge for work done on a file to date without the pain of investigating and
verifying various files.
In order to ensure the appropriate/required billable time is posted to the clients ledger card same
day, there are some best practice steps that should be taken by fee earners and that discipline
passed down to the entire team.
Time recording related to Dictation
1. At the end of each individual dictation, specify on recording the time that you want reflected for
this activity. (example, letter to Joe Smith………… please bill 2 units of time or 30 minutes) Also let
your secretary know if this is the final time to be added to that note, as once you select Yes to
pass to accounts you cannot add additional time.
2. The secretary at the time of typing the doc, will record the noted time/units mentioned in the
dictation.
3. As she hits save – she will be prompted to pass this data to the accounts – the answer should be
specified by the file owner as in point 1 above. Please note that what is passed, is the synopsis,
the date, and the units of time or minutes.
4. You only get one option to pass time to work in progress per note. So if you’re not finished with
an item on saving the document say No to pass to accounts.
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By consistently dealing with time at this point you can substantially reduce your need to amend the
time and costs at a later stage.
(i.
Of course if you add activities to the file yourself – the same logic applies, modify the time/units,
click save and say yes to pass to accounts
Think in terms of doing a file review, generate a new note called File review, again record your
time/units click and say yes to pass to accounts)
(ii.
Time recording related activities you generate yourself in eXpd8
Phone Messages
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If you are doing any work yourself within eXpd8 such as a phone message you want to pass to
accounts, handle it as follows
Save your phone message (including any notes you may have made yourself of the conversation).
Select link to file from the top tool bar and select the appropriate file.
The following screen will be displayed, this permits you to modify the time from the default unit to
the actual time you wish to record. Hit save. You will be prompted to pass to accounts, select yes.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
Emails
 The same logic applies here as with phone messages, select the required email in outlook, on the
top tool bar in outlook select ‘eXpd8 link’ and select the required file.
 Again you will be presented with the new note window with the facility to modify the time from the
default unit to the actual time you wish to record.
accounts,
 Select yes
Hit save. You will be prompted to pass to
.
It is recommended that at the end of each day, Fee Earners or timekeepers review the list of work
completed by them on a specific day.
You can view this by:
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From the main screen in eXpd8 Case Management select reports
Time and Billing – Advanced Time and Billing
You will need to fill out the field you require to run the report on
Notice the check box, in this case we’re reporting on activities passed to accounts.
You can also report on items not passed.
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This daily discipline will have significant benefits for the business.
1.3
FAQ’s on Time Recording
1. If I choose to time record and pass billable time as a standard for my firm, what effect does this
have on my Work In Progress in my Balance Sheet?
Choosing to pass time as billable by default will increase your work in progress figure in your
balance sheet. Please note that this is a taxable item, we recommend that we chat with your
accountants and explain the process in detail. Please contact eXpd8 should you want to
consider this option.
2. What is the difference between Billable and Non Billable Time?
Billable time increases work in progress in your balance sheet. Non billable time does not. You
can still produce a detailed invoice no matter what format you use.
3. How does the account software deal with Work in Progress balances?
The work in progress is recorded against each client’s ledger. There is a time tab that you can
view. In here you will clearly see each line item and if that item is billable or not.
4. Will passing time help me to generate my Work in Progress figure for my year end Audit?
Yes! – As you bill your Billable work in progress, this reduced work in progress in the balance sheet
and increases sales in the Profit and Loss.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
2. Chapter 2: Logging in to eXpd8 Accounts
From the desktop Icon, click eXpd8 Accounts. Enter your username and password. Your username is
normally your initials!
3. Chapter 3: Backups and their Importance
Your data is your responsibility; please ensure that you have a regular backup procedure. Should
you require information or guidance please contact your IT Provider.
Each morning when you open eXpd8 Accounts an automatic back up will pop up.
You should always say yes.
At the end of the day you should create another back up to save the work you have done
throughout the day. To manually create a backup, you should go to Maintenance – Create Back up
file.
To create a backup all other users must have exited eXpd8 Accounts
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Once all users have exited, you can proceed.
It will take approximately 1 minute for files to close.
Your data is your responsibility; please ensure that you have a regular backup procedure. Should
you require information or guidance please contact your IT Provider.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
4. Chapter 4: Opening Balances
4.1
Before You Start!
Before you start posting the balance forwards from you previous accounting system, there are a
number of things you should do.
If you are an existing eXpd8 Case Management user, you should ensure that the “eXpd8 Clean-up
Process” is completed in full by the office manager. Failure to complete this housekeeping can result
in a mess of client matter ledgers in accounts! This stage is not worth skipping or rushing.
Whether you are converting from a manual system or another computerised accountancy software
package, you will need to do the following;
Set a close off period for the previous system, this date is very important, the recommended
dates are at the end of a reconciled month, and half year or at year end.
Once this date is set no further entries should be made to the legacy accounting system.
Ensure that the selected period is closed off and reconciled, all journals are entered, all creditors
invoices, debtors invoices and both office and client cheques and lodgements are posted. This date
will be the date that you will use to post to eXpd8 Accounts.
Print the following report from the legacy system at the selected changeover date.
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Client matter listing, showing all client matter listing balances for both the office and client
account.
Aged Debtors Report.
Aged Creditors Report.
All outstanding reconciled items from all banks.
Trial Balance.
Bank Statements from Banking Online or original statements.
Once you have printed the required reports you can then proceed to posting your opening
balances. You will need to keep these reports safe, as you will need to refer to them in each section
below. Please read the entire content of this chapter before proceeding, in particular the frequently
asked questions section!
Click on any underlined words to take you directly to that section
4.2
Posting Client Matter Balances to the Client Account
From the client listing printed in the last section, you will need to look at the client account column.
Please bear in mind that some firms run more than one client account. If there is a specific client
account which holds monies on deposit for a specific client please refer to posting deposit balances
for specific client’s ledgers.
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From the main screen, select “Enter Client A/C Receipts”.
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Select the Bank Account with the nominal number 1195 – this is the main client current account.
Enter the closing period date as set out in step one.
From the drop down box select the first client that has funds in the client account as per your
legacy report listing.
In the Reference # enter “1”.
In the Receipt # allow this box to automatically apply the number.
From the drop down box select Opening Balance, as the payment type
In the Description line type “Opening Balance as at 31 st of X Month X Year. (You can use the quick
fill here as this will save you typing time. Click quick fill, the abbreviation will be “ob” click ok, now
tell the software what you what to appear every time you enter the letters “ob”
(After typing “ob” in the description line you will need, hit the space bar on the keyboard in order for
the auto fill to work)
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Enter the amount for that client
Select R
Save
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eXpd8 Accounts Support
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Do not click post until the total unposted Transactions amount equals the balance on the end of
your report.
If you need to shut down before you have completed, click exit when prompted
Select No to save your entries, this will NOT post the balances
Once the total balances equal that of your report, click post, to post the balances to the client
ledgers and the client control accounts.
4.3
Posting Deposit Balances for Specific Client Ledgers
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From the main screen, select “Enter Client A/C Receipts”.
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Select the Bank Account with the nominal number which is assigned to the client deposit
account.
From the legacy report that was printed in point one, enter the balances for the specific clients.
Refer back to point two and follow the steps to completion.
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4.4
Posting Deposit Balances for pooled client funds
If you are holding a pooled deposit account, in eXpd8 Case Management open a file, call the file
the bank name. Attach your firm as the main client and pass to accounts. Do the same again but
this time call the file “Interest earned on and the Bank Account Name” Add your firm as the main
client and pass to accounts. This will create a ledger in the accounts to post to.
Once you have completed step two above, you then need to assign the opening balance from the
client current account to the client pooled deposit account.
Write a client account cheque from the current account 1195, use the ledger marked with the
deposit accounts name in it. This will overdraw your client account, but don’t worry. Save and Post.
(Don’t forget to select this payment when you are at the bank reconciliation stage)
Now Enter “Client A/C Receipt”. This time select the pooled client deposit account from the drop
down and not the current account. Use the same ledger – the one with the banks name in it. Save
and Post. This will correct the debit balance created above.
If you have interest earned on this pooled account, use Enter Client A/C Receipt, select the client
deposit pooled account from the drop down, use the ledger marked “Interest Earn on Client
Deposit”. Save and Post.
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It’s a good idea to keep interest separate so that you can track it and ensure that when the time
comes to transfer the interest, you transfer the correct amount.
4.5
Posting Unbilled Outlays to the Clients Matter Ledgers
From the client listing printed in step one, look at the unbilled outlays column. Please bear in mind
that some systems have outlay separated into billed and unbilled. For this section you will need to
focus on unbilled items.
 From the main screen, select the “Write General Cheques”
 Select the office bank account, the main office current account will have a nominal number of
1020.
In the Pmt Type: select “Opening Balance”
Use the Cheque Number – 1
Enter the closing period date as set out in step one
In the Pay to the Order of box type “Opening Balance”
In the amount box enter the ENTIRE amount of the report total. So the total of the unbilled
outlay across all client ledgers should be entered in here.
Select the client
From the drop down box you can now select the client, referring to your legacy report
Select the code “Client Outlay”
In the description box, if you have already set up the quick fill ob, you should use it here again
In the amount box enter the amount of unbilled outlay that should be assigned to that particular
client
Use the tab key and this transaction will drop into the grid below. You can then proceed to
enter the next clients balance.
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eXpd8 Accounts Support
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Please note that you cannot exit this process until you have assigned all the clients office balances.
Once all the balances are assigned you can click post to complete this step.
4.6
Posting Opening Balance Forwards for Aged Debtors
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Click on the arrow in front of Issue costs.
From the drop down menu select Modify Billed Amounts
Click the Balance forward button – This will allow you to post aged bills to the Trial Balance and
Client Ledgers
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Select the Client
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Select the date of the bill (You should use your brought forward date here)
You have the option to start from the first bill number, or in the system settings tab you can define
the starting invoice number.
In the description use Balance Brought Forward
Enter the amount of the Fee.
In the Outgoing box you should log any amounts of outlay on the Bill. However it is important to
note that this outlay could have already been included in the office opening balances, it depends
on how your old system prints out the reports. For example the report could display the amount of
unbilled disbursements; this would mean that the unbilled disbursements would have a separate
column on a report from the billed disbursements.
Enter the amount of VAT (Do not enter vat 2)
Save and Post
4.7
Posting Aged Creditors
 From the top left had corner, Select the Nominal Menu
 From the Nominal Menu, click on Suppliers in the Accounts Payable menu
 Click New, and enter a unique Supplier number up to ten digits long. (This is a number that you
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choose) Decide on a numbering system before you begin entering vendor files so that your
numbers are consistent.
(Optional) In the Account field, enter your firm's account number with the Supplier.
Enter the suppliers’ Name and Address.
Enter the name of your firm’s Contact for the Supplier. Fill in the telephone and fax numbers in the
spaces provided.
In the Accounting Defaults section, enter a default nominal ledger account that invoices for the
supplier should be posted to. For example, if the supplier is your supplier for office Stationary, enter
your Office Stationary nominal ledger expense account.
Enter the supplier’s VAT Registration number.
In the Tax 1 field, enter Y (Yes) if VAT is to be calculated on items for this vendor. In the Tax 2 field,
should always be set to N (No)
Enter last year’s balance forward if applicable.
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eXpd8 Accounts Support
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 Click Save
 Click exit
4.8
Entering Creditors (Supplier) Invoices
Use the Enter Invoices program to enter Balance Forward invoices on supplier accounts. All of these
invoices should be coded to the nominal code 9999 which is the suspense account for opening
balances only
 Select Supplier or press F5 to display a list to choose from.
 Enter the Invoice number. If the invoice number has already been used for the Supplier
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you will be prompted to confirm using it again. Multiple invoices with the same invoice
number will be grouped on reports and when paying creditors invoices.
Enter the Invoice date use the date that we selected in the first section of this chapter.
This date is used to age the invoices on the Creditors Aging report.
Enter the Entry date or press Enter to use the current system date. This date appears in
the Client Inquiry screen (for transactions to client files) and is recorded in the nominal
ledger. This date is usually the date that you have on the invoice. In the case of opening
balances you should use the brought forward date set in section one of this chapter
Enter the Due date or press Enter to use the current system date.
Enter the balance forward Amount.
Select Nominal as the default distribution for invoices.
Type a Description – Opening Balance Forward
Select a Code 998 or press F5 to display a list to choose from.
Select the nominal account 9999 to distribute the invoice to.
To distribute the invoice to multiple client files or nominal ledger accounts press Tab to enter the next
distribution. Otherwise, press Enter or click Save to save the invoice.
To Post a Credit Note follow the steps above, but put a minus sign in front of the amount.
4.9
Balancing the Bank Reconciliations and Entering Outstanding Cheques
First you will need to enter the outstanding cheques per bank from the reports from your legacy
accounts software.

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From the Month/Year End menu, select “Input Old Cheques”
Select the Bank account or press F5 for a list of banks to choose from
Enter the Cheque date
Enter the Cheque number
Enter the Amount
Enter the Payee
Click Save
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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Continue with this until all outstanding cheques have been entered. If you are having difficulty with
this list please contact your accountants for the list of un-reconciled bank items.
4.10 Completing Opening Bank Reconciliation:





From the Nominal Menu, select the Bank Reconciliation Icon
Enter the nominal ledger bank account or press F5 to select the account from a list.
Enter the Bank statement date and the nominal Period Date Range, this should be the same period
as the close off date selected in step one.
Enter your Bank Statement Ending Balance at this date.
Click Clear Cheques and Deposits . Outstanding cheques dated on or before the bank
statement date will display in the left column and outstanding deposits dated on or before the bank
statement date will display in the right column. In order to balance your bank, for example with the
client account, you will need to select the outstanding deposits, this should equal the amount
entered in step 2. You will not select any cheques as they are outstanding at this stage.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com

Click Print Worksheet
once your bank reconciles, or if you want to print it to review while working
on the reconciliation. The worksheet details the adjustments to the bank statement and to the
nominal ledger, and indicates whether the bank is in balance. When the reconciliation is complete,
print the worksheet.

To start over, click Exit
and then click Undo Bankrec
. This will unclear all checks and deposits
for the bank, and clear all adjustments entered except for Recurring Adjustments. To save the
reconciliation to continue it later, click Exit

Click Save Bankrec
and respond No when prompted to post.
.
You will need to complete this step for all the banks you have.
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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4.11 Setting up and amending the default Chart of Accounts
Before you start posting the rest of the Trial Balance it’s a good idea to look at the structure of the
chart of accounts, as once you start posting to the nominal it becomes more difficult to move them
about.
 You can manage your chart of accounts in the nominal menu.
 Select nominal reports
 From here select and print the Chart of Accounts report. You can now see how the default
chart of accounts is laid out.
 Should you wish to amend the chart you will select Nominal Accounts and Budgets.
 Select the nominal you wish to rename or delete.
 If you need to add an additional nominal, find a free nominal number within the range that
you require, type the new number in and you will be prompted to add the new nominal to
the Chart of Accounts.
This is worthwhile spending sometime at, as it may reduce your year-end costs if you can provide you
accountants with the analysed details they require.
4.12 Posting the Rest of the Trial Balance
 From the Nominal Menu, select Nominal Reports
 Select Trial Balance
 Enter the Report Year and Current Period set to last year’s accounting date or the close off period
select in step one.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
 You should print this report and compare this report with the Trial Balance from your
legacy software or your accountant’s balance sheet.
 In order to bring the eXpd8 Accounts Trial Balance in line use the “Enter Journal” icon
from the nominal menu

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Enter the Transaction date,
Select the Nominal Account number.
(Optional) Enter the Reference number.
Enter the Description of the journal entry. For example, indicate why you are entering it.
Click Quick fill to automatically insert frequently-used text in the description.
Enter the transaction Amount. To enter a credit amount type a negative sign in front of
the amount.
Click Save.
Repeat these steps, entering the journal entry for the offsetting account.
Continue entering journal entries until the total un-posted transactions equal zero or click
Post.
If you try to post to a control account the software will give you a warning, if you are unsure about
this please click no and seek your accountants advice. Should you say yes, you are at risk of putting
your system balance out?
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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4.13 Setting up Users and Security Levels
Groups make it easy to manage program security – you grant access to menu functions to a group, and
then assign users to the group. A user who belongs to a group has all the rights granted to that group. If
a user is a member of more than one group, then the user has all the rights granted to every group he or
she belongs to.
Plan the groups you require by thinking about the tasks performed by the program users in your office.
For example, users in one department may all require access to the same set of menu functions, while
members of another department may require access to different areas of the program. The office
administrator will require access to all areas of the program.
By using groups, you do not need to configure each user account; you configure each group you require
and then assign users to the groups.
Individual users are identified by their user names and passwords. User names identify the user and must
be unique, and passwords are used to authenticate the user name.
4.14 Creating new groups
From the Maintenance menu, Users, User Accounts
Click New Group.
Type the Group name, for example, "Accounting", or "Administrative".
Type the Group description.
Configure the group access rights by selecting menu functions from the Available Functions list.
To select a menu function, double-click or click once and click Add. Click Add All to select all
menu functions. Users who are members of the group will have access to the menu functions in
the Selected Functions list.
 Click Save.
 Finish by adding users to the group.

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
4.15 Editing groups
From the Maintenance menu, Users, User Accounts
 Click Edit Group.
 Select the group to modify from the Groups list.
 Configure the group access rights by selecting menu functions from the Available Functions list.
To select a menu function, double-click or click once and click Add. To remove a menu function
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eXpd8 Accounts Support
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from the Selected Functions list, double-click or click once and click Remove. Click Add All to
select all menu functions, or click Remove All to remove all menu functions. Users who are
members of the group will have access to the menu functions in the Selected Functions list.
 Click Save.
4.16 Adding new user accounts
From the Maintenance menu, Users, User Accounts
 Click New.
 Type the User Name for the operator you are creating the password for. User names must be

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unique, and are always entered in capital letters.
Enter the user’s First name and Last name.
The User number is assigned automatically.
Select the group the user is to be a member of, or select New to add a new group for the user.
Groups determine the access rights the user will have. Users must be a member of at least one
group.
Type the Password to assign to the user. Passwords can be up to eight characters long, can
consist of letters, numbers and symbols, and are case-sensitive. Confirm the password in the
space provided.
Select the user level for the operator.
Click Save.
4.17 User levels
In addition to controlling program access using groups, you can also control access by assigning user
levels to individual users. At present, access to the Client Inquiry drill down function, Automatic Updates,
check reversals, the Post function in Create Bills and some features of the Document Management
system are controlled by user levels. User level settings override group settings.
User level
Prevents access to:
General
Check for Updates and Install Updates; Cheque reversing; Moving and deleting a client. This is the
default user level if your system does not use passwords.
Administration
Users with this user level can access all functions. Assign this user level to the System Administrator.
General with Drilldown
Check for Updates and Install Updates; Cheque reversing; Moving and deleting clients.
General without Drilldown
Check for Updates and Install Updates; Client Inquiry drill down; Post options in Create Bills program;
Cheque reversing;
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Email: eXpd8AccountsSupport@expd8.com
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4.18 Signing off and Ready for Training!
 Once you have completed the above steps we advise that you have your accountant or
qualified bookkeeper to sign off on the opening balances
 You should now contact eXpd8 Accounts Support to arrange training
4.19 Opening Balance - FAQ’s
1. How do I post a Debit to the Client Account?
You will need to use “Write Client A/C Cheque” to enter the debit balance on the client’s ledger.
Remember that this is a breach of the Law Society Rules and should be entered under strict
caution
2. How do I post a Credit to the Office Account?
You will need to use “Write General Cheque”. You should enter the figure with a minus in front.
This will add the credit to the office side of the client ledger.
3. My Office Account won’t reconcile? Why?
The opening balances that were entered were for unbilled client disbursements. The office
account is made up of payments like, wages, creditor’s payments and nominal payments. It
would be impossible to back track and see how the balance is to be distributed. If your
difference has a minus in front of it, post a Write General Cheque for the amount of the
difference. Post the cheque to the suspense account (9999); this is cleared out when the rest of
the journals are posted to make both the previous Trial Balance and your new eXpd8 Accounts
Trial Balance match. Be sure to tick this cheque in the reconciliation.
4. I need to post to a client ledger, but the ledger is not in eXpd8 Accounts?
Whilst every effort is made during the clean-up stage of eXpd8 Case Management, sometimes
files can be missed. This is the danger in not running an integrated case management and
accounts software, the accounts package has money on a ledger and is left open when the file
has long been closed in eXpd8 Case Management! Go to eXpd8 Case Management software
and find the file you are looking for, make sure that there is a main client added in the contact
page. Once you have checked that there is a main client attached to the file, on the summary
page make a change to the file name, even a space will do (we need to get the “save” button
live) Click save and say yes to pass to accounts. Give it a few seconds the file should be eXpd8
Accounts. If this happens a number of times, please contact a team member from eXpd8
Accounts Support.
5. I have completed the opening balance and everything is reconciled, what should I do now?
It’s a good idea to have your accountant oversee the work that you have completed as it will be
ultimately your accountant who will sign off on your year end.
Contact eXpd8 Accounts
Support and arrange training! It’s a good idea to contact us just before you finish, so that we
can ensure we are available for training.
6. I don’t have a bookkeeper and I don’t want to incur accountants’ fees, can eXpd8 help me
oversee this process?
Yes! Contact a member of our sales team; we have a team of experience external bookkeepers
who know our software.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
7. How do I set up my chart of accounts?
eXpd8 Accounts comes with a default chart of accounts. To amend any of these go to the
nominal menu, nominal accounts and budgets, call up the nominal number you wish to change,
make the changes and save. Be sure that you have not already posted to these nominal before
you change the name. To add a new nominal account click new.
The nominal structure in eXpd8 accounts is:
1000 Range – Assets, Fixed and Current (Balance Sheet)
2000 Range – Liabilities (Balance Sheet)
3000 Range – Capital and Drawings (Balance Sheet)
4000 Range – Income (Profit and Loss)
5000 Range – Expenses (Profit and Loss)
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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5. Chapter 5: The Client & Their Matters
5.1
Sending Files and Matters from eXpd8 Case Management into eXpd8 Accounts
Each time a new file/matter is created within eXpd8 the user creating the file will be prompted to
pass the data (the file, the file code and the client to eXpd8 Accounts). This overcomes the need for
this data to be manually entered into the accounts package.
Please note, the prompt to pass the data to accounts is only activated in the following situations



When a client has been added to a new matter (a new matter with no client will not activate
the prompt)
When any change has been made within eXpd8 to any data on the summary page of the file.
When any change has been made within eXpd8 to the client associated with the file.
Once ‘Yes’ has been selected, this data will be passed to the accounts package.
Summary Page of eXpd8 you will notice that there is now an eXpd8 Account Code.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
Within the
5.2
Do’s & Don’ts when Opening Files in eXpd8
Ensure the correct file owner is selected on the summary page of the file
A matter cannot be passed to accounts until a client had been associated with it – notice how the
eXpd8 Accounts Code is not yet present!
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Be sure to check the client is not already in the address book before adding them again!
Ensure you enter the correct data in the correct fields
when adding a client to the address book – notice how a
code is generated based on the first two digits of the
surname and the first digit of the first name e.g. BRJ007 for
this individual.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
5.3
Client Inquiry Explained
Searching for a Matter
The search function within eXpd8 Accounts is not like that of eXpd8 Case Management. It is specific,
to the first characters that the file name contains.
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Limit your search to open or closed files, or select “All” to search all client files.
Search for a file by name, telephone number, and matter description or by the original
account number.
Click in the client file number field and press F5 to search by name, F6 to search by telephone
number, and F7 to search by matter description.
Type the first few characters or digits of the field you are searching for, and press Enter to
select the file and close the search screen.
Sort client files in the search screen by clicking the column headers in bold. For example, to sort the
files in the search screen by matter description, click the Matter Description column header

Select Include Archived to include transactions that have been archived. If you select this
option, archived transactions will be included on reports and will display on the screen.
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
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5.4
Select Show All Client Matters to view and print transaction details for all matters for a client
file. This option is enabled for systems configured to use matter numbers.
Select Hide Reversals to hide all reversal transactions on clients/matters. The program will
remember your selection the next time you open the Inquiry screen.
How to Read the Client Ledger Card
From the main client menu, select the Inquiry Icon and select a client from the drop down list.
The main screen will give you a quick over view as to what the financial position is for the particular
client. You can see at a glance, the overall balances for the select client;
UNBILLED TIME
UNBILLED DISBURSEMENTS
OUTSTANDING BILLED FEES
O/S BILLED FEES, VAT
&Disbursements
TOTAL OUTSTANDING BILLED Amount
FUNDS IN CLIENT CURRENT Account
FUNDS ON DEPOSIT FOR CLIENT
CREDITS IN THE OFFICE ACCOUNT
At the top of the Client Inquiry there are tabs. If we want to look at the detail behind a figure the
“Client A/C Reg” box you will click on the “Client A/C tab”, this will load the detail of the client
account to the screen.
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eXpd8 Accounts Support
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From this screen you can see monies received into the client account and monies paid out. You
can also see a running balance for this particular matter. The Print/View Client A/C button will allow
you to print the client account screen only.
To view the details behind the “WIP Outg” click on the Outgoings tab.
From this screen you can see the amount of unbilled outlays that have been paid from the office
account, in the billing section we will look again at what billed items look like in the Client Ledger
Screen.
eXpd8 Accounts Support
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Email: eXpd8AccountsSupport@expd8.com
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5.5
Client Maintenance
Should there be a need to update client’s details such as phone number, address etc. This should
always be done within eXpd8 case management software rather than in the accounts software.
eXpd8 case management updates the information in the accounts package; the accounts
package does not update the client information within eXpd8 case management.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
6. Chapter 6: Entering Client Account Transactions
6.1
Entering Client Receipts
Use this program to enter current or deposit account (interest bearing) receipts on client files. Client
receipts debit (increase) your Client bank balance and credit (increase) you’re Client Control liability
account.

Select the client bank account number which you wish to make a lodgement to.

Enter the Transaction date, click
to select the date from the calendar, or press Enter to use
the current system date.
Select the Client file or press F5 to display a list to choose from.
Enter a Reference number this is usually the lodgement slip number.
The system automatically assigns a receipt number. You can tab through this box and it will
take the next number.
Select the payment type.
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Enter a Description of the receipt. Click Quick Fill
to automatically insert frequently-used
text in the description.
Enter the Receipt amount.
Enter R for regular client account or T for special deposit client account. For special deposit,
enter the term deposit expiration date.
Click Print Cost Payments to print a receipt to give to the client. (Receipts can only be
printed once they have been saved.)
Click Print Deposit Slips to print a record of the deposit. You will be prompted to print the
deposit slip when you click Post.
Click Save
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You can continue entering receipts as a batch. These will save in the unposted transaction tab.
You will also get a running total. When you have finished click Post . Please note that if you are
using the batch facility these amounts DO NOT enter separately in the Bank Reconciliation.
Click Quick Fill
to automatically insert frequently-used text in the description.
To Issue the client with a receipt click on the Pint Receipts and select the number of copies you will
need. The receipt will print out to your default printer once save is selected.
6.2
Reversing Client Receipts
If you need to correct a receipts error – Click on Enter Client A/C Receipt
 Select Reverse.

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It is very important you reverse the lodgement using the date that the transaction was
originally entered as you don’t want confusion when you go to Bank Reconciliation.
Click Client, and select the Client file
After selecting the client file, a window will display the transactions that are available to be
reversed. Double-click or click once and then press Enter on an entry to select it.
36
eXpd8 Accounts Support
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Email: eXpd8AccountsSupport@expd8.com
6.3

Modify the Description if necessary. The transaction amount will fill in automatically.

Click Save

Continue entering transactions or click Post
.
.
Entering Client Cheque Payments

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Select the Client bank account you wish to take the payment from.
Select the Client file or press F5 to display a list to choose from.
Enter the payment type. Press F5 to display a list of payment types to choose from, or enter
the code assigned to the payment type. Cheque is the default payment type, and will be
used if you do not make another selection.
The program will automatically calculate the next Cheque number. Press Enter to accept
the default number or type another number.
Enter the Transaction date, click
to select the date from the calendar, or press Enter to use
the current system date.
Enter the Payee. If you type the first few characters of the payee name, matching names will
display.
Enter the payment Amount.

Type a Description of the payment in the Memo field. Click Quick Fill
frequently-used text in the description.

Click Save
to automatically insert
.
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You can continue entering payment as a batch. These will save in the un-posted transaction tab.
You will also get a running total. When you have finished click Post . Please note that if you are
using the batch facility these amounts WILL enter separately in the Bank Reconciliation.
Write a cheque only if you are sure the client has adequate client funds available. You can see if the
client is in fund by looking at the top right hand corner of the Write Client A/C Cheques – Available
Funds.
Interested in Cheque Printing?? Go to the Cheque Printing Section
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
6.4
Reversing Client Cheque Payments
You cannot reverse a Client Cheque payment if it has been cleared, if it was entered using Input Old
Cheques, or if it was entered for a client file that has been closed.
6.5


Select the Write Client A/C Cheques Icon
Select Reverse

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
Select the Bank account number the cheque was entered for.
Select the client for whom the payment must be reversed.
Select the original Cheque number.


Enter the Transaction date on which the original cheque was posted.
The original payee and amount will display automatically.

Click Save
, then click Post
.
Client Accounts Cheque Printing – Cheque Requisitions
The Client Cheque Requisition feature eliminates manual cheque requisitions by enabling users who
are unauthorized to issue cheques to request cheques instead. Authorized users can use the Release
Client Requisitions feature to verify the entry details and make any required changes before finalizing
and printing the checks.
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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
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Enter the Client bank account number
Select the Client file or press F5 to display a list to choose from.
Enter the Transaction date, click to select the date from the calendar, or press Enter to use
the current system date. To use a prior year date enter the date and then enter the prior
year adjustments password when prompted.
Enter the Payee. If you type the first few characters of the payee name, matching names will
display. Addresses of pre-defined payees will fill in automatically.
Enter the check Amount.
Type a Description of the cheque in the Memo field. Click Quick fill to automatically insert
frequently-used text in the description.
Click Save. You do not need to click Post. Cheque requisitions display on the cheques
Requested tab where they can be reviewed and released by authorized users.
Top Tip! To help control the cheque printing process, make sure that in the system settings you don’t
allow the client account to go into overdraft, this will stop other users overdrawing the client account
and is a great way to stay in control
6.6
Release Client Account Cheque Requisitions
Access to the Release cheques feature is often restricted to users in the accounting department.
Control user access using the groups feature. You can provide access to the groups whose
members are authorized to perform this task, without the need for modifying individual user
accounts.
Follow these steps to release Client cheques requisitions.
Requested cheques will display. To view or edit a check, double-click it or click once and click Edit.
Make any necessary changes and click Save to return the entry to the Cheques Requested tab.
Alternatively, click Post to record the cheque immediately. Click Undo to return the check to the
cheques Requested tab without making changes.
To release a single cheque on the Cheques Requested tab, click the entry and click Post. To release
multiple cheques at once, click the cheque box to the left of each cheque to release. Cheques to
be released as a group must be dated within the same month. To select all cheques for a month,
click one cheque and then click Select All. Once you have selected the cheques to release, click
Post.
To permanently delete a cheque requisition, click the entry on the Cheque Requested tab and click
Delete. If the item is one of a group of entries for the same cheque number, all entries for the
cheque number will be deleted. To delete a single distribution to the cheque number, click Edit and
modify the individual distributions.
Use the Print Cheques program to print the cheques.
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eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
6.7
Transfer Client Funds from Client to Client
Use the Transfer between clients program to transfer client funds
between client files. (You cannot transfer funds between banks;
You can only transfer between client files.)

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
Enter the Transfer date, click
to select the date from the calendar, or press Enter to use the
current system date.
Select the Client file to transfer funds from.
Enter the Client bank account number.
Enter R to transfer regular funds or T to transfer term (deposit) funds.
Enter the Transfer amount.
Select the Client file to transfer funds to.
Enter R to transfer to regular funds or T to transfer to term funds. For term funds, enter the Due date
(optional).
Enter a Reference and Description for the transaction. Click Quick fill to automatically insert
frequently-used text in the description.
Click Save .
Continue entering client funds transfers or click Post
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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7. Chapter 7: Entering Office Transactions
7.1
Office – Client Cheque Payments
Within the office cheque payment facility you should enter your office disbursements made on
behalf of clients here.
What do we mean by the term “Office – Client Cheque Payments”?
These are simply cheques paid out of the office account by the practice on behalf of a client whom
you do not have any fees in the client account for. These disbursements should be included when
raising the final cost invoice.
In order to enter an office- client cheque payment you should



Enter the total cheque Amount.
Click Client and enter the Client file number, or press F5 to display a list to choose from.
Enter the code for the vat element of the cheque if any and complete the description.

Press Enter to accept the total amount of the cheque or enter the amount to be distributed
to the client. If you do not accept the total cheque amount, the cursor will return so that you
can enter another client account until the full amount of the cheque has been distributed.
This is how we split a cheque. This can be useful for maybe Commissioners Fees or Searches
Cheques. The balance remaining will display in the lower corner of the screen. When the
balance remaining is zero, click Save
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,
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You can continue entering receipts as a batch. These will save in the unposted transaction tab.
You will also get a running total. When you have finished click Post . Please note that if you are
using the batch facility these amounts DO enter separately in the Bank Reconciliation.
7.2
Office – Office Cheque Payments
Within the office cheque payment facility you should enter your office expenses paid out on behalf
of the company here. For example: Wages paid, Interest on the Bank or Insurance etc.
What do we mean by the term “Office – Office Cheque Payments”?
These are simply cheques paid out of the office account by the practice in respect of general office
expenses. General office expenses are normal business expenses that any business would incur.
They are NOT in relation to a client. You should NOT enter your creditor’s payments here if you are
using a creditor’s ledger.
In order to enter an office- office cheque payment you should follow the step as in Office – Client
Cheque Payments up until the point of entering the total cheque amount then you should


Click on the Nom field - this will bring up the nominal ledger listing from here you should select
the correct nominal
Then you should continue with the remaining steps
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7.3
Reversal of Office Cheques
If you need to correct an office cheque posting you should –
 Select Reverse
Page


Select the Bank account number the cheque was entered for.
Select the original Cheque number.


Enter the Transaction date on which the original cheque was posted.
The original payee and amount will display automatically.

Click Save
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, then click Post
.
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
8. Chapter 8: Creditors
8.1
Creditors Ledger or Accounts Payable or Suppliers
Click on the Nominal Menus from this menu you can see the Accounts Payable Section. The
Creditors Ledger is used to record monies that the firm owes. For example Invoices from Bord Gais
and ESB. You will use the Creditors Ledger to Enter the Invoices that are received and pay them.
So what happens when you get an invoice in the post? You need to put it on the system. You may
also firstly need to set up the supplier accounts first. Follow the steps below.
8.2
To Set Up a Supplier
In order to access the supplier’s details you will need to navigate to the accounts payable section
within the programme. To do this you must
 Click on the Nominal link on the left hand side of the screen


This will display all the Nominal Options to the right hand side
Select Suppliers
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
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Click New , and enter a unique Supplier number up to ten digits long. (This is a number that
you choose) Decide on a numbering system before you begin entering vendor files so that
your numbers are consistent.
(Optional) In the Account field, enter your firm's account number with the Supplier.
Enter the suppliers’ Name and Address.
Enter the name of your firm’s Contact for the Supplier. Fill in the telephone and fax numbers
in the spaces provided.
In the Accounting Defaults section, enter a default nominal ledger account that invoices for
the supplier should be posted to. For example, if the supplier is your supplier for office
Stationary, enter your Office Stationary nominal ledger expense account.
Enter the supplier’s VAT Registration number.
In the Tax 1 field, enter Y (Yes) if VAT is to be calculated on items for this vendor. In the Tax 2
field, should always be set to N (No)
Enter last year’s balance forward if applicable.
Click Save .
Remember to change up the default code within you suppliers to make posting invoices
easier!
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8.3
Entering Creditors (Supplier) Invoices

Use the Enter Invoices program to enter invoices on supplier accounts. You can distribute
invoices to multiple client files or nominal ledger accounts. Invoices distributed to client files
display as disbursement transactions in the Inquiry screen and increase the client’s work in
progress.


Select Supplier or press F5 to display a list to choose from.
Enter the Invoice number. If the invoice number has already been used for the Supplier you
will be prompted to confirm using it again. Multiple invoices with the same invoice number
will be grouped on reports and when paying creditors invoices.
Enter the Invoice date or press Enter to use the current system date. This date is used to age
the invoices on the Creditors Aging report.
Enter the Entry date or press Enter to use the current system date. This date appears in the
Client Inquiry screen (for transactions to client files) and is recorded in the nominal ledger. This
date is usually the date that you have on the invoice.
Enter the Due date or press Enter to use the current system date.
Use the Pay VAT field to indicate whether the supplier is taxable for VAT purposes.
Enter the invoice Amount, including VAT if applicable.
Select Client or Nominal as the default distribution for invoices. You will still be able to enter
invoices for either.
Type a Description or press Enter to use the supplier’s name as the description. Press F5 to
display a list of descriptions to choose from.
Select a disbursement code or press F5 to display a list to choose from. If you selected a
disbursement code in the Description field it will display by default.
To distribute the invoice to multiple client files or nominal ledger accounts, enter the Amount
of the first distribution and press Tab. To distribute the invoice to a single client file or nominal
ledger account, press Tab to accept the total amount. If you selected a taxable
disbursement code for which VAT is included in the amount entered, the VAT will adjust
based on the amount of the invoice distribution. If you selected a taxable code for which
tax is not included in the amount entered (instead, tax is calculated on top of the amount
entered) the tax will calculate when the invoice is completed and entered on the client file
or general ledger account.
Select the Client file or nominal account to distribute the invoice to. If a default nominal
ledger account is associated with the supplier in the Suppliers screen it will display.
To distribute the invoice to multiple client files or nominal ledger accounts press Tab to enter


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
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

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the next distribution. Otherwise, press Enter or click Save
to save the invoice.
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
8.4
Click Exit
to finalise saved invoices and close the creditors Invoices screen
Office – Supplier Payments & Allocations
 Use the Pay & Allocate Invoices program to enter cheque payments for suppliers to pay
Creditors Invoices.
 In the Entry Date field, enter the current date. This date will appear in the nominal ledger. In


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the Payment Date field, enter the date to print on the cheque. This date also displays on the
Outstanding Cheque List and Cheque Register reports. (Both dates should be the same for
Bank Reconciliation)
Select the Bank account to enter the cheque payment for. The cheque number will display
automatically, but you can modify it if necessary.
Select Print Cheque to print the cheques immediately after entering them.
To display invoices due on or before a specific date, enter the date in the Due on or before
field or click
to select the date from a calendar. Otherwise, select Show All Unpaid
Invoices.
By default, unpaid invoices for all suppliers will display. To display invoices for a specific
supplier, select the supplier from the supplier list. When paying invoices for a single supplier,
you can enter the payee name. Otherwise, the payee name will be the supplier name.
Type a Description for the cheques or press F5 to select the description from a list. Otherwise,
select Use Description from Invoices.
To pay the invoice in full, click the checkbox beside the invoice. To pay all displayed
invoices, click Pay All, or click Clear All to clear all payments. Multiple invoices to the same
vendor will be paid with the same cheque.
To make a partial payment, click the Partial Payments checkbox and enter the amount to
pay in the Payment field.
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 Click Post
8.5
.
Reversal of Creditors Invoices
Use the Modify Invoices screen to view, edit and reverse creditors invoice transactions.
You can display paid, unpaid or all invoices by transaction date range and by
Supplier. You can edit invoices that are unpaid, and for invoices on client files,
You can edit those that are unbilled.
To reverse a Creditors Invoice you will go into the accounts payable section within the Nominal
menu. If you look at the “Enter Invoice or Credit Note” Icon you will notice a small drop down arrow.
Click this arrow.
When you click on this arrow select “Modify Inv/Cr Note” The Modify Inv/Cr Note will appear. Select
this option.
 Select the supplier or press F5 to display a list to choose from.
 Enter Include Transactions From and to dates to select the invoices to include. This is the
Invoice Date selected when the invoice was entered.
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 Select Suppress Zero Balance Invoices if you do not want to display invoices with zero
balances. This option only applies if you select Unpaid Invoices (see below). If you select this
option, invoices are grouped by invoice number.
Select Unpaid, Paid, or All.

 Invoices for the selected supplier will display. To edit an invoice, click it and click Edit , or
double-click the Invoice No. column. You can edit invoices that are unpaid, and for invoices
on client files, you can edit those that are unbilled.
 Modify any of the invoice information except the supplier number and invoice number.
 To remove an invoice distribution line, click it and click Delete Line Item .
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 To delete the entire invoice, click Reverse Invoice
. Use Tab to move from field to field in
the invoice distribution lines.
 Press Enter or click Save
8.6
to save your changes.
Reversal of Suppliers Payments
Reversing creditors invoice payments is similar to entering them; the primary difference is that you
select the payment to reverse instead of selecting the invoice to pay.
To reverse a creditors Invoice payment you will go into the accounts payable section within the
Nominal menu. If you look at the “Pay and Allocate Invoices” Icon you will notice a small drop down
arrow. Click this arrow.
When you click on this arrow select “Reverse Payment on Inv”. Select this option. The reverse
payment on inv window will appear displaying a list of all creditors invoices paid to date
 Enter the Date of the reversal.
 To display payments entered on or before a specific date, enter the date in the Written on or




before field or click
to select the date from a calendar. Otherwise, select Show All
cheques.
If you entered a Written on or before date, you can narrow your selection further by
specifying a Transaction date range. Only payments with transaction dates in the selected
range will display.
To display payments to a specific vendor, select the vendor from the Vendor list. Otherwise,
payments to all vendors will display.
Type a Description for the payment reversal or press F5 to select the description from a list. By
default, the description will be "Cancelled".
To reverse a payment, click the checkbox to the left of the cheque.
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 Click Post
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to reverse all selected payments
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8.7
Entering & Allocating Credit Notes
Credit notes are entered identical to the Enter Creditors (Supplier) Invoice section.
The only difference is that when you get to the amount box you should enter a minus figure in front of
the total credit note amount.
You should continue to enter the details as if you are dealing with an Invoice.
You will also then need to allocate that credit note against an outstanding invoice.
To do this in the invoice # box you should enter the same invoice number that the credit note relates
too. In the Description put the Credit note number, this will automatically assign this credit note to
the invoice.
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9. Chapter 9: Taking Time from eXpd8 Case Management
9.1
Overview
Taking time should be done on a daily basis. The time that is passed from eXpd8 Case Management
is reviewed by each fee earner or timekeeper within eXpd8 Case Management. Once everything
has been approved you should then go about taking the time across to the client’s ledger card. The
time sits as work in progress waiting for billing.
 In order to get the time across will need to click on the time import tool. This can be located
either at the top of the page.
Or
 Click on the client menu.
 Within this menu you will see the icon “Enter Time” there is a small arrow in front, click this.
 Select Import Time from the drop down menu.
 A pop up box will display
 Select the Fee Earner whose time you wish to import from the drop down menu
 Click Do Update Now
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The time is now sitting on the client’s ledger card within the Time Tab
9.2
Managing Work in Progress Time in eXpd8 accounts – Writing Time/Outlays off


Select the arrow before Enter Time Icon in the client menu
Click Write-Off Time/Outgoing

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

Select the client that you want to write off the time against
Select the time transactions you need to write off by checking the green arrow in the box
Use the buttons to write off outlays or Time or Both
Select Post when you are finished
To reverse a write off use the same screen, just check the “Reverse Write – Offs” box.
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10.
Chapter 10: Raising Cost Invoices
10.1 Billing Overview
The Billing program enables you to generate invoices either for individual client files or for multiple
client files. You can automatically enter and print Client Transfer Cheques and print client receipts for
the files.
Other options include the ability to save draft bills and print a summary report of the drafts, and to
print a summary report of the final bills. You can also exclude files based on a minimum amount
owing, include non-billable time on the bill and print envelopes.
Bills are saved in Rich Text Format files that can be opened using Microsoft Word®.
10.2 Raising a Bill
 Click the Bill Single Client tab.
 Enter the Date to appear on the top of the bill, (usually this will be the date that the money


was transferred to pay the bill). By default, this is the current system date.
Select the Client file for billing. Total outstanding fees and disbursements will display
automatically always at the VAT calculation which is set in the system settings. Modify the
Fees amount if required.
If you selected a default billing template in the Clients screen it will display automatically.
Otherwise, select a billing template when prompted.
 Click Move to Final if you are happy with the Outstanding Fees amount and the outstanding
outgoings amount, otherwise, click Move to Drafts – see the next section in the notes for Draft
billing options. If you click Move to Final all unbilled time and disbursements will be included
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on the bill. (You can change the status of a Final Bill back to Draft if changes are necessary.)
 Click Preview
to display the bill on screen or click Print
to post and print it.
10.3 To Create a Draft Bill for a client
 Follow the first four steps above
 Instead of clicking Move to Final, select Move to Drafts
Here you can choose what Items to select for Billing by simply unticking the box of the item you do
not wish to bill. You can view the draft bill by entering Print Draft Costs.
Once you are happy with the Bill you should select Move to Final.
If an invoice is in the Final Costs Tab and you need to Amend or Delete the bill before posting you
should;
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 Select the Final Costs Tab
 You will notice in the bottom right hand corner there is a drop down box with Change Status,
click on the drop down arrow
 Select Move to Draft – This will throw the selected invoice back into the Draft Tab where you
can choose to edit or delete the bill entirely.
Right-click an entry on the Draft Bills, Payments or Final Bills tab to remove the entry, to restore its
original values (if you modified time or disbursement selections) or to move it to another tab.
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11.
Chapter 11: Paying, Writing Off Bills
11.1 Cost Payments or Retainers
Use the Enter Receipts program to record payments from clients and to record other receipts
received by your firm, for example, for tax refunds. Receipts entered on a client file reduce your
accounts receivable and increase your bank balance.
 Select the Office Bank account which you are making the lodgement to.
 Enter the Transaction date, click to select the date from the calendar, or press Enter to use



the current system date. To use a prior year date enter the date and then enter the prior
year adjustments password when prompted.
Select the Client file or Nominal ledger account to enter the receipt for or press F5 to display
a list to choose from. Select Unbilled Disbursements to apply a payment to a client's unbilled
disbursements.
Click the Reference list or press F5 to display a list of the client’s invoices, and select the
invoice to pay by double-clicking it or by clicking once and pressing Enter.
Enter the payment type. Press F5 to display a list of payment types to choose from, or enter
the code assigned to the payment type. Cheque is the default payment type, and will be
used if you do not make another selection.
 Type a Description of the payment or press F5 to select from a list. Click Quick Fill

to
automatically insert frequently-used text in the description. Multiple receipts for a client for
the same invoice on the same audit are grouped and listed together on the firm receipt
audit. If you want the receipts to be listed separately, ensure the descriptions differ, or enter
them on separate audits.
Enter the total Receipt Amount. Payments are distributed first to disbursements and VAT, and
then to fees.
If you are running your firm on “Cash Receipts for VAT purposes” In the Tax box you will need
to enter the amount you wish to return on your VAT3 to Revenue. Refer to the frequently
asked questions section for more information on Cash Receipts.
Click Print Cost Payment to print a receipt to give to the client. Receipts print when you click

Save .
Click Print Deposit Slips to print a record of the deposit. You will be prompted to print the


deposit slip when you click Post
.
 Click Save .
 Fees must be distributed to the correct fee earner. Type A to distribute the payment to the
responsible fee earner, type P to prorate the fees based on the invoice or type M to allocate
the payment manually. If you select M, enter the fee earner number and the amount to be
distributed. Continue until the balance remaining is zero.
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Here is where you will log the VAT to include on
your VAT3 return to Revenue
 Continue entering receipts or click Post
.
Please be aware that if you continue to enter the receipts by clicking save the total amount of the
receipts will enter as one batch entry on the Bank Reconciliation
You should also enter receipts for unbilled disbursements and to nominal ledgers using the Cost
Payments Icon
 Select if the Nominal or unbilled Outgoings and continue with the posting.
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11.2 Reversing or Modifying Cost Invoices
Use this program to reverse bills entered using Issue Costs. To reverse a bill entered
Using the Modify Bills program, read “Reversing billing adjustments”. To reverse a bill to
Which a receipt, write-off or client or retainer transfer to A/R was applied, reverse the
Receipt, write-off or payment first.
 Select the Client file, and choose the Bill Number or press F5 to display a list of bills. Select the

bill to reverse by double-clicking it or by clicking once and pressing Enter.
Enter the Date on which you want to record the reversal. You may want to use the same
date as the original entry or you may prefer to use the current date. Confirm when the
original entry was entered and consider how the reversal will affect your reports. For
example, the original entry may appear on your previous month-end reports and the reversal
may appear on the current month-end reports.
 Click Save

Click Post
.
.
11.3 Write off Costs
Use the Write-off costs program to write off accounts receivable invoices
(Modify Bills or Billing transactions) on client files. The original bill remains on the
client files but is offset by the write-off transaction.
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 Enter the Transaction date, click

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
to select the date from the calendar, or press Enter to use
the current system date.
Select the Client file which you wish to write off.
Click the Reference list or press F5 to display a list of the client’s outstanding invoices.
Type a Description for the write-off or press Enter to use the default.
In the Invoice column, enter the Fee and Disbursement amounts to write off or press Enter to
write off the entire invoice. To enter a partial write-off, modify the amounts in both the fess
and outgoings box.
 Click Save
.
 Type A to write off the fees to the responsible lawyer, type P to prorate them based on the
invoice or type M to manually allocate them to more than one lawyer. If you enter M, enter
the fee earner number and the amount to distribute to him or her. Continue until the
balance remaining is zero.
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 Continue entering write-offs or click Post
.
You cannot edit a write-off after saving it. To make a correction, click Unposted Transactions,
highlight the write-off, click Delete
and then re-enter it.
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12.
Chapter 12: Month-End
12.1 Month End – Overview Bank Reconciliation
From the Month- end menu you can see the Bank reconcilaition icon.
Use the Bank Reconciliation program to reconcile your bank statements and nominal ledger closing
balances for all bank accounts each month. Reconciling bank accounts involves clearing cheques
and deposits that have cleared the bank, entering adjustments to the nominal ledger, and printing a
detailed reconciliation worksheet that compares the adjusted bank balance with the adjusted
nominal ledger balance. When the reconciliation is complete, you can automatically enter
adjustments such as bank service charges to the nominal ledger. You can also save reconciliations
to continue working on them later.
It is not necessary to reconcile your banks for the current month before beginning data entry for the
next month. (Most people do not receive their bank statements until the next month.)
12.2 Completing a bank reconciliation:
 Enter the nominal ledger bank account or press F5 to select the account from a list.
 Enter the Bank statement date and the nominal Period Date Range (normally the start and
end dates of the previous month). By default, the ending date is the bank statement date.
Enter your Bank Statement Ending Balance.
If necessary, enter or modify the bank reconciliation adjustments.


 Click Clear Cheques and Deposits . Outstanding cheques dated on or before the bank
statement date will display in the left column and outstanding deposits dated on or before
the bank statement date will display in the right column. Referring to your bank statement,
mark the cheques that have cleared the bank by clicking the checkbox located to the left
of the check record. Using the same procedure, clear the deposits that appear on your
bank statement. To clear all cheques or all deposits, click Select All. Usually, all deposits will
have cleared the bank.
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As you are clearing cheques and deposits, refer to the lower portion of the screen for a summary of
the amounts affecting the reconciliation. The Bank Statement Ending Balance (entered in Step 4)
plus outstanding deposits (deposits not cleared) plus outstanding cheques (cheques not cleared)
plus net bank statement adjustments (entered using Worksheet Adjustments – Bank Statement)
should equal the nominal ledger closing balance (closing balance on Detail Journal Listing for the
reconciliation period, i.e. month end date) plus net as you are clearing cheques and deposits, refer
to the lower portion of the screen for a summary of the amounts affecting the reconciliation. The
Bank Statement Ending Balance (entered in Step 4) plus outstanding deposits (deposits not cleared)
plus outstanding cheques (cheques not cleared) plus net bank statement adjustments (entered
using Worksheet Adjustments – Bank Statement) should equal the nominal ledger closing balance
(closing balance on Detail Journal Listing for the reconciliation period, i.e. month end date) plus net.
 Click Print Worksheet
once your bank reconciles, or if you want to print it to review while
working on the reconciliation. The worksheet details the adjustments to the bank statement
and to the nominal ledger, and indicates whether the bank is in balance. When the
reconciliation is complete, print the worksheet.
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 To start over, click Exit
and then click Undo Bankrec . This will unclear all checks and
deposits for the bank, and clear all adjustments entered except for Recurring Adjustments.

To save the reconciliation to continue it later, click Exit and respond No when prompted to
post.
Click Post Adjustments to process the nominal ledger adjustments entered as Recurring
Charges and New Adjustments.
 Click Save Bankrec .
 Print a Detail Journal Listing and a Cleared Cheque Register and save them along with the
completed worksheet as part of your month-end reports.
You can also clear cheques by clicking Clear cheques by Amount. Enter the check number and
amount to clear checks. Some people find this method faster and easier
12.3 Month-end steps
This topic lists the recommended steps for completing a month-end. Month-end procedures include
the daily work such as adding new client files, entering transactions, performing a backup and
printing the System Balance and File Health reports, as well as specific month-end steps such as
printing reports.
 Use this list as a guideline only. Review these steps and customize your procedures to suit your

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firm.
Ensure all data entry for the month is complete. You can enter transactions for a prior month
if adjustments are necessary after completing a month-end, but if you do so it will be
necessary to reprint your month-end reports.
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 Enter adjusting journal entries, including bank adjustments if necessary.
 Print the System Balance and File Health reports. If your system is out of balance, read



Correcting problems with the System Balance report. If client files are listed on your File
Health, read Correcting problems with the File Health report.
After ensuring the system is in balance, print your month-end reports.
Perform a backup.
Set your new default posting month.
You are now ready to proceed with the next month’s work. Complete bank reconciliations on
receipt of your bank statements. (Bank statements often do not arrive until well into the next month.)
12.4 Writing Back Stale Cheques for eXpd8 Accounts, Client Account
From the Month End Menu – run the outstanding cheques report with detail for the bank you require.
On this report you will notice there is a column called “Type”.
Within the client account there are two types of cheques that can be outstanding:


IN If you have moved accountancy systems to eXpd8 Accounts, the cheques that are
outstanding from the date of change-over are displayed with “IN”. You will need to revert to the
previous system Bank Reconciliations to find out which clients that these transactions below too.
(The” IN” type could also be in the office bank.)
TC - This is a cheque that is has been input through the icon “Write Client Cheque”
When writing back the above types of cheques you should:

In Enter Client Account Receipts – Enter a receipt to the ledger card in question for the amount of
the cheque you are writing back. This will lodge money to you client account and to the clients
ledger card. In the reference box be sure to use the cheque number that you are writing back for
future reference.
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
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
You will then need to cancel the cheque through you banking on line or visit your local branch.
You will need to reissue the cheque you have just cancelled and send same to the payee.
In your client reconciliation there will be the outstanding cheque for the amount and a receipt on
the deposit side, you should select both of these entries that will cancel the cheque.
12.5 System Balance/File Health
The System Balance and File Health reports are quick reports that you should print to ensure your
data is in balance. When a transaction is entered for a client file, the program automatically
updates the appropriate nominal ledger accounts. For example, when you enter a client cheque,
the Client Funds in clients Liability account is debited and the client bank account is credited. If an
error such as a hardware failure occurs when you are entering a transaction, the client file may be
updated but not the nominal ledger, or vice versa. This causes the System Balance to go out of
balance because the nominal ledger total will no longer equal the total for the client files. The
System Balance will display a message indicating that it is out of balance, and will indicate the
account where the problem is.
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Likewise, if an error occurred while the nominal ledger itself was being updated, the amount debited
may not equal the amount credited. The System Balance will indicate this with the message
"Nominal not balanced" and the amount it is out of balance by. Read Correcting problems with the
System Balance report for more information.
The distinction between the System Balance being out of balance (nominal ledger does not equal
client files) and the nominal ledger being out of balance (nominal ledger debits do not equal
nominal ledger credits) is important.
12.6 File Health report
The File Health report displays the status of your client files. The balance on a client file is calculated
using two methods: the transaction details on the file are totalled, and a master balance for the file is
stored. If these balances do not agree, the client file number will display on the File Health report.
Typical causes of client files appearing on the File Health report are hardware failures and system
errors.
Read Correcting problems with the File Health report for more information.
When to print the System Balance and File Health reports:

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At the end of each day that transactions are entered
Before and after installing program updates
After errors or system failures
Before printing reports, such as month-end reports
Before and after running the year-end program
12.7 Recurring Journals & Adjustments
Recurring Charges are charges processed automatically on a monthly basis by your bank. Examples
include operating loans, draws, and lease payments. Since these adjustments are the same from
month to month, specify them as recurring charges so that you do not have to re-enter them each
month. When your bank reconciliation is complete, you can enter them automatically in the bank
nominal ledger account.
 On the Bank Reconciliation screen, enter the bank nominal ledger account number, bank




statement date, start and end dates for the period you are reconciling (normally the start
and end dates of the previous month) and the ending balance from your bank statement.
Click Recurring Charges to specify adjustments to be recorded each month, or click New
Adjustments for one-time adjustments.
Enter the General ledger account the adjustment is to be entered for. For example, enter
your Lease Payments expense account if the adjustment is your monthly lease payment.
Enter a Description of the adjustment. This description will appear on general ledger reports
for the account when the adjustment is entered.
Enter the Amount to be debited or credited to the general ledger account. It is unnecessary
to type the negative sign when entering credits. The net amount of all adjustments entered
will be recorded in the bank general ledger account.
 Press Tab to continue entering adjustments, or click Exit
or press Enter to close the screen.
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eXpd8 Accounts Support
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13.
Chapter 13: Reports
13.1 Drilling down on reports
Many reports in the program enable you to "drill down" to view more information on a particular
figure on the report.
For example, you can preview the Trial Balance report and then click the Current Month figure for a
nominal ledger account to view a list of the transaction audits in that time period. From there, you
can click an individual audit to view the details of the transaction, including the client files and other
nominal ledger accounts affected by the audit.
Or, you can preview the Client Listing report and then click on Fees total figure to view the
transactions comprising that total.
 Select a report, enter appropriate report criteria, and click View .
 Click an underlined figure to drill down for more information on the figure. If you click a number
that is summarizing or totalling transactions, the program will display a list of those transactions. If
you click an individual transaction, the report will display the audit on which that transaction
was entered.
Notice that when you drill down on a number, the results display on a separate tab. This enables you
to simultaneously display a report and the transactions comprising, for instance, the opening
balance, along with the details of the audits for those transactions.
 You can also export reports by clicking Export report
at the top of the Preview screen.
For information, read Exporting reports.
 Click Exit
to return to the report screen.
13.2 Exporting Reports
Use this option to export your reports to a variety of file types. For example, you can save reports in
PDF or RTF format, or as Microsoft Excel® or Word® files. Exporting to Microsoft Excel is particularly
useful, because it enables you to use Excel’s sorting, filtering and calculation features to analyse your
data in whatever manner you require. Available export file types vary depending on report type.
The export feature is available on most reports.
 Select the criteria for the report that you want to export, and then click View
.
 At the top of the Preview screen, click Export report
.
 Select an Output type to specify the format in which you want to save the report.
 Modify the File name or accept the default. If a file with the specified name already exists, it
will be overwritten.
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 To save the report to a different folder, type the folder name in the File name field.

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
Otherwise, the report will be saved to the Export folder of the directory in which the program
is installed.
Under Page range, select All to export the entire report, or enter specific pages or a range of
pages.
The options under Image settings apply only if you selected an Image output type. These
options enable you to specify in more detail how the exported report is saved.
After making your selections, click Generate. A message will display when the export is
complete, and you will be prompted to open the export file in the associated program.
Note: Changes made to exported files do not affect your accounting data.
13.3 Automatic Report Runner
Use the Automatic Report Runner to group reports so that you can print them in batches. This
feature is useful when there are multiple reports to print, such as at month end and year end.


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
To add reports to the Automatic Report Runner:
From the Reports menu, select the report to add to the Automatic Report Runner.
Select your report options, and then click Add to Report Runner.
You will be prompted to enter a Report Description. For example, if you are adding a lawyer
report you might want to indicate whether the report is printed by working, responsible or
originating lawyer.
Enter a Group Name to add the report to. If you are creating a group of reports to print at
month end, you might name the report group MONTHLY. If you enter a report group that
does not exist one will be created with that name. Add to the same group reports that share
characteristics such as date range. Reports that do not share common characteristics should
be in separate groups.
 Click Ok
, and continue adding reports.
Create a report group containing the reports you normally print at month-end so you can print them
all at once, instead of individually.
Reports in a report group print in the order they were added to the group.
Change the date ranges for all reports in a group at once by clicking one of the reports in the group
and then selecting Revise Group. Change the Report Range From and To dates. Note that the date
range is not applicable to all reports. For example, the Debtors Aging report always prints starting at
January 1 1980.
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eXpd8 Accounts Support
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14.
Chapter 14: Closing Files in eXpd8 Case Management & Accounts
14.1 Secretaries, Legal Executives and Admin Staff
Within the eXpd8 Case Management, find the file that that is ready for closure. In the activity of the
file add a note “File Ready for Closure”. Alarm the note with the alarm type “File Closures” (See
notes or press F1 within eXpd8 Case Management for help with setting up alarm types) Alarm the
note for the bookkeeper.
Once the bookkeeper logs in to the Case Management, they will be notified that they have new
alarms to deal with. From the reporting section of the Case Management, run the report for alarms
and select the alarm type “File Closure”. This will bring up all the files that are ready to be closed.
(See notes or press F1 within eXpd8 Case Management for help with this)
14.2 Bookkeepers and Accounts Staff
Open up eXpd8 Accounts. Find the file that is ready to be closed. View the ledger card. You will
need to have all the balances at zero. If the balances on the office and client account are not at
zero you will need to clear down the ledger before the file can be closed off.
Once the ledger has been cleared down;
 From the Client icon select the arrow down icon.
 Select Close Client Files, add the Files that need to be closed off. Note the closed Number.
 eXpd8 Accounts will generate a closed number for you, if you have a closed number that
you use you can input this here.
 Would like to use insert this into the closed # field.
 Select Add to Close List.
Once you have added all the client files that need to be closed, from the close options,
 Select View Closed File Details
 Select Close Files.
 This will populate a ledger view. In the top left had corner you will see Save as PDF. Select this
and save the ledger card to your desktop.
If you go back to your desktop and right click on the PDF you had just saved and add to eXpd8. This
will bring up the case names in eXpd8 Case Management. You should select the file the ledger
needs to go on and attach the cleared ledger back to the file and remove the alarm (See eXpd8
Case Management notes or press F1 when in the Alarms section)
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Once the Ledger has been linked back to the file please refer to your office File Closure Procedure.
15.
Chapter 15: Creating a Legal Aid Matter in Case Management
15.1 Criminal Legal Aid Overview
We would advise that you break down your file categories in eXpd8 Case Management as much as
possible, in fact in accordance with the common PI forms as this will help and save time with the
application.
Each time a new file/matter is created within eXpd8 the user creating the file will be prompted to
pass the data (the file, the file code and the client to eXpd8 Accounts).
As we are dealing with Legal Aid, there are a few items that we need to deal with.
The main client attached through contacts, in eXpd8 Case Management should always be the
client that will ultimately pay your fee. In the case of Legal Aid, the main client, once
Legal aid is granted, should always be the Legal Aid Board.
In the address book in eXpd8 Case Management you should open up clients for all the Legal Aid
Boards and their addresses.
When legal aid has been granted, be sure to put the Legal Aid number in to the Historic Code box
on the summary page. This field is an alternative coding field that will pass to the accounts. The
Legal Aid number is a vital piece of information which should be referenced on all accountancy
matters.
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You should also add any additional third parties to the contacts page, for example the Garda
contact, witnesses etc.
15.2 Creating Activity within a Legal Aid Matter
With the activity page of eXpd8 Case Management, you should record the activity on the file in the
normal manner. You should save a copy of the legal aid claim forms in the templates for ease of
use.
Each time you make a claim on behalf of a legal aid client, be sure that you name the synopsis note
in eXpd8 appropriately. Be sure to amend the cost of the note to reflect the claim amount you have
made.
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The idea behind this is so that you can run reports in eXpd8 Case Management to see how much
you are claiming on a daily basis.
Once you have made a claim to the Legal Aid board, you should alarm this for your accounts
department.
Let’s look at the Day one claim made in the above case.
accounts department
To Alarm the claim made for your
You should alarm each claim made by selecting the note, alarm and the Accounts user. The idea
behind alarming claims made is so that you do not have to print out multiples copies of the same
claim.
Once alarmed, you can then be sure that your accounts person has a copy of the claim to process
in the accounts package.
NOTE: Should you decide not to use the template feature for claiming and prefer to fill them out
manually you should scan the completed claim forms to the relevant files and alarm in the same
way as above
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eXpd8 Accounts Support
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Email: eXpd8AccountsSupport@expd8.com
15.3 Managing the Legal Aid Claims that are alarmed
The Accounts person should log into eXpd8 under their own log in. In this case the user is accounts.
eXpd8 Case Management will alert the user that there are new alarms to manage.
Click into the Alarms Icon on the home page
From this screen the accounts person should
See all of the alarmed claims made, each
note should be printed off as you will need a copy
of this for the accounts folders and your accountant at your year end and the alarm
Deleted, so that the file owner knows that a copy has been placed on the clients’ ledger.
Once you are capturing everything in eXpd8 Case Management, you are now set up to start with
the accountancy end of Legal Aid!
15.4 Moving on to eXpd8 Accounts and Dealing with Claiming
All of the information you have entered into eXpd8 Case Management is now across in the eXpd8
Accounts. You can also see the legal aid assigned number in the original accounts # field.
The claims that you have printed off, should be entered to the client ledgers.
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15.5 Entering Claims through Modified Billed Amounts
Lets’ work off the LA -1 form below, paying attention to the dates and claimed amounts.
15.6 Select Modify Billed Amounts from the drop down arrow

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Ensure the Enter option is selected.
Select the Client file or press F5 to display a list to choose from.
Enter the Transaction date, click to select the date from the calendar,
You should enter the date that the legal aid claim was made.
If you have two claims on the one form like above, you will need to enter
two bills on to the system.
The bill number will fill in automatically.
In the description box you should fill in the “Day One” or “Subs” and the
Court attended.
Enter the amount of fee you are claiming.
Enter the amount of VAT charged.
Click Save.
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 Fees must be distributed to the correct solicitor. Type A to distribute the fees to the

responsible Solicitor, type P to prorate the fees based on the time on the file or type M to
allocate the fees manually.
Click Post
You can now review the client ledger to see what claims have been made.
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15.7 Dealing with Withholding Tax – Form F45
Professional Services Withholding Tax (PSWT) applies to payments made by certain public bodies for
professional services provided to them. These bodies are known as accountable persons for the
purposes of the PSWT scheme.
(PSWT) is not an additional tax. It is a deduction on account, made at the point of payment, of the
final liability of the person who provides the professional service. PSWT is deducted at the standard
rate of income tax.
It should be noted that PSWT is deducted from the total amount of the payment for the professional
service involved, including, in general, any amount in respect of expenses, outlay or third party costs,
but excluding any VAT charged by the person providing the service.
For further information on withholding tax visit Revenues Website:
http://www.revenue.ie/en/tax/pswt/leaflets/it19.html
or contact your accountants.
15.8 How to Handle PSWT in eXpd8 Accounts (Professional Services Withholding Tax)
 Set up a bank account and call that account “Withholding tax”. This nominal account
should be set up with the current assets range in the Chart of Accounts.
 The form that accompanies the payment (F45) should be treated as a form of payment; you
will need to assign the payment against the invoice that it is paying in order to reflect a true
aged debtor’s balance.
 You will need to allocate an amount to the VAT3 as withholding tax is treated as cash when
operating on cash receipts basis for VAT. Please refer to section 9.1 for help with entering on
the screen.
 You will enter the two amounts to the one invoice: 1. the actual physical payment you have
received to the bank and the VAT associated with this payment.
2. The amount of the withholding tax cert and the VAT associated.
 If you are still unsure you should contact you accountant for further help and advice.
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eXpd8 Accounts Support
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16.
Chapter 16: Moving fields on Invoice Templates
16.1 Making Changes to templates
Each item of information that prints on the bills, for example, a client file name or number,
corresponds to a field on the bill template. Each field can be moved on the template. For example,
you can move individual fields around to cause the information to print higher or lower on the bill, or
to change spacing between fields.

Go to the Clients Menu

Open the Issue Costs icon
Bill Options tab.

Select the template for editing when prompted. Click Open

Notice the horizontal grey bars dividing the bill report form into sections. These sections control the
headings, details and totals, ensuring the headers print at appropriate locations and the totals
accurately summarize each client’s bill. For example, the fields in the Detail section print one row for
each transaction for the current client. If you move a field from the Detail section to another
section, the client’s transactions will not be printed and totalled correctly. So as a general rule, you
can move fields around on the report but do not move them from one section to another.
on the screen and click Modify/Create Template on the Set
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
Click the field to be moved and then use your arrow keys on your keyboard to move it to the new
location. To move more than one field at a time, click the first field to be moved, press and hold
down your Shift key and continue clicking fields until all fields to be moved are highlighted.
Alternatively, click and drag your left mouse button to draw a rectangle around the fields to be
moved. When you release the mouse button, all fields enclosed by the rectangle will be selected.
Then use your arrow keys to move the fields as a group.

Close the bill report form by clicking File, Close, and respond Yes when prompted to save your
changes.
If you are moving fields it’s a good idea to show the grid scale like in the image above. This
will ensure that you align the figures correctly. In order to get the grid onto the template go to
Format, Set grid Scale and then tick Show Grid Lines and Ok
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It’s a good Idea to save this template as a new document so that you will still have the original
template before you start editing. Go to file Save As and enter the new name for your template
16.2 Changing Justification
You can also change the justification (left justified, right justified or cantered) of fields on the bills to
control the manner in which they print. The available options will vary depending on the field.



Open the Issue Costs screen and click Modify/Create Template on the Settings tab.
Select the template when prompted.
Right-click the field to be modified and choose Properties.

Select the style Tab and click on the ellipsis
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
From here you can now manipulate the font of the selected Field

Close the bill report form by clicking File, Close, and respond Yes when prompted to save your
changes.
If you want to change the font for the entire document you should hold down Ctrl + A (this will select
all the fields) Select Format, then font. From here you can change the style etc. Format can be found
in the menu bar at the top of the page.
16.3 Adding Images & Logos
You can also customize bill templates by adding images, such as your firm logo, to the bill.

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
Click Modify/Create Template on the Settings tab.
Select the template when prompted.
Select Insert Control from the Report menu at the top of the screen, and select Picture/OLE Bound
Control.
Ensure Image File Name is selected under Control Source Type, and then click the button beside the
Control Source field. Navigate to the directory in which the image file is located, then highlight it
and
Click Ok
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
Click Ok to close the Picture Properties dialog box, and the image will be placed in the top left of
the screen. Drag it to the desired location on the template.
To print the image on only the first page of your bills, click Print When... on the Report Picture window.
Type _pageno = 1 under Print only when expression is true, and click Ok.
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This action is immediate. If you delete a field by mistake, select Undo from the Edit menu at the top
of the screen. Or, close the bill template by clicking File, Close, and respond No when prompted to
save your changes.
16.4 Removing Fields from your Templates




Click Modify/Create Template on the Settings tab.
Select the template when prompted.
Click the field to delete and then press the Delete key on your keyboard.
Close the bill report form by clicking File, Close, and respond Yes when prompted to save your
changes.
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eXpd8 Accounts Support
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17.
Chapter 17: System Settings
17.1 Allow Client Bank to Overdraw on Client Ledgers
(Please note that this is not advisable as you are in breach of the Solicitors Regulation, 2001
(2) For the avoidance of doubt, it shall be a breach of these Regulations— (a) for a debit balance
to arise on any clients' ledger account in respect of any client of a solicitor, other than a debit
balance which is totally offset by a credit balance arising on another clients' ledger account in
respect of the same client; )



In the Settings Select System Settings
Click on Client A/C Overdrafts
Click Save
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17.2 Changing the VAT rate in eXpd8 Accounts - Sale Vat Rate

In eXpd8 Accounts open your system settings.

Select the Tax Settings tab
Click EDIT and you can amend the VAT Rate to 23% (Make sure the VAT Charged by Firm box is
ticked). You DO NOT use the VAT2 rate box.
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
When you hit Save – Bills raised through Issue Costs or Modify Billed Amounts will now be raised with
a VAT rate of 23%.

As you are manually changing the VAT rate on the system we suggest you post all of your bills for
2011 before starting to post your 2012 bills. Otherwise you will need to edit the VAT rate between
21% & 23%.
17.3 Purchases VAT Rate

From Lists select Outgoing Codes.

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
Select New.
In the Code box enter the next number available.
In the description box – enter, VAT at 23%
Set the first VAT flag to Y and enter the rate in the rate box.
Ensure Tax Included is ticked.
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
Save
18.
Chapter 18: General Frequently Asked Questions?
1. I want to run Vat on a Cash Receipts Basis; Can I still run an Aged Debtors Ledger?
Yes, however it is important that you run your aged debtors report as part of your month end
procedure and review its contents for effect credit control.
2. What are the Law Society Rules when it comes to running a Debtors Ledgers?
Rule10.4 of the Solicitors Accounts Regulations, 2001 2001 421 Statutory Instrument states: - A
solicitor shall, without delay, record as a debit on the office side of the relevant clients' ledger
account the amount of professional fees in any bill of costs furnished to a client.
3. If I post my Bills before they are paid how does the system account for VAT?
Depending on your initial accounting method setup, the software will show the full VAT liability in
the balance sheet, however from the month end menu select the VAT report and select the
reporting method “Cash Receipts” report, this will only show the tax liability on cash received.
4. What is the difference in accounting for VAT on a Cash Receipts Basis or Accruals?
VAT on a Cash Receipts basis, is tax paid on moneys received, you need to have a certain
turnover limit and will need to apply to Revenue, speak to your accountants for advice. VAT on
an Accruals basis, is a full vat system, which means that you pay tax once the bill is issued and
not as the payments are received. In order to help you, consult the Law Society of Ireland
Accounting Rules in particular 10.4
5. How do I record miscellaneous Outlays such as Petty Cash and Land Direct Fees?
Set up banks for the Petty Cash and Land Direct Accounts, this is the easiest way to record the
outlay, however this may not always be the case, if you are in doubt please contact your
accountants for advice.
6. I have been informed that the firm is getting a Law Society Audit, What should I do?
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Contact your Accountants and seek their advice. eXpd8 can be on site for the initial visit, this is
complementary, please contact us as soon as possible.
7. My Accountant wants to take a backup and work on my accounts in his office, how will that
effect the local version of the software?
To take a back of the system and restore to your Accountants check out chapter 3. You should
note that when you accountant gives you back the software, any files or time that you have
passed will be over written. The best approach here is to give your Accountant a remote log in,
that way you can avoid the hassle of “Disconnecting” the software from eXpd8 Case
Management. If you are unsure about this please contact a member of our support team for
assistance.
8. I don’t understand the accountancy terminology, can eXpd8 help?
Your first point of contact should be your accountants or bookkeeping staff. Bookkeeping
support in not included as part of your annual software support, however should you require
bookkeeping support, we are happy to provide this as a chargeable cost.
9. My printer has jammed whilst printing cheques, can I reprint?
Yes. You should reverse this transaction and set up another cheque to print. Clear the printer of
the jam.
10. My files won’t come over from the eXpd8 Case Management, is there something wrong?
Please contact our support team for assistance.
11. I’m not dealing with Criminal Legal aid but rather Family legal aid, how should I deal with
this?
Family Law Legal Aid is a little different then Criminal in that you may not know the fee income
for the file until the payment is processed to your bank account. It’s a good idea to track these
files in eXpd8 Case Management so that you can be sure that you have received payment for
the Legal Aid Board.
12. I’ve had an error while processing a transaction, backing up or restoring, what should I do?
You should contact support immediately. Never ignore ANY errors in your system!
13. My VAT on my bills are not calculating correctly, why is this happening?
Check to make sure that in the system settings that the VAT rate is correctly set. Ensure that you
have not entered a vatable outlay as this will throw out your VAT calculation.
14. I’m getting a message while trying to log in “Maximum number of concurrent users are
logged in” What is this?
This means that all of the licenses that you have purchased are in use, please contact a
member of our sales team!
eXpd8 Accounts Support
Tel: 01 8900390 Press 2
Email: eXpd8AccountsSupport@expd8.com
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