Article ID: 7903

Creating Automatic Disbursements for Multiple Matters

You can create automatic disbursements for multiple matters by changing the Matter Bill Settings or by using the Global Change feature. The Matter Bill Settings affects matters with Allow Bill Settings Overrides disabled in the Billing tab of Matter Manager. The Global Change feature affects the remaining matters with Allow Bill Settings Overrides enabled.

Using Matter Bill Settings to create automatic disbursements

Use Matter Bill Settings to create automatic disbursements for multiple matters.

Take the following steps to edit Matter Bill Settings:

  1. Click Options, select Lists, and Matter Bill Settings... to open the Matter Bill Settings window.
  2. Click to highlight the Bill Setting template that you want to edit.
  3. Click Change to open the Change Matter Bill Settings window.
  4. Click to check mark Automatically Create Disbursements at Billing.
  5. Select one of the following options:
    • One Time Only - add a single disbursement to the first invoice
    • Every Invoice - add a disbursement to every invoice
    • As a % of Fees - add a disbursement as a percentage of fees charged to the invoice
  6. Enter a value in the Amount or Percent box.
    NOTE: Choosing As a % of Fees changes the Amount box to a Percent box.
  7. Select an explanation code or enter an explanation in the Explanation box.
  8. Enter a G/L account in the G/L Account box.
  9. Click OK on the Change Matter Bill Settings window to save your changes.
  10. Click OK on the Matter Bill Settings window.

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Using Global Change to create automatic disbursements

Use Global Change to create automatic disbursements for multiple matters.

Take the following steps to use the Global Change feature:

  1. Click File, select Matter, and Global Change... to open the Select Matters to View window.
  2. Enter a client number in the Client box or leave it blank to change information for all clients.
  3. Enter a responsible lawyer in the Resp Lawyer box or leave it blank to change information for all lawyers.
  4. Leave the Bill Settings Used box blank.
  5. Click OK on the Select Matters to View window.
  6. Click OK at the Choose which field(s) you wish to change prompt to open the Matters-Global Change window.
  7. Click the Billing tab.
  8. Click to highlight the Select option in the Change Client drop-down list.
  9. Click to check mark Change Type to choose a disbursement billing option.
  10. Select one of the following options:
    • One Time Only - add a single disbursement to the first invoice
    • Every Invoice - add a disbursement to every invoice
    • As a % of Fees - add a disbursement as a percentage of fees charged to the invoice
  11. Click to check mark Charge Amount to enter a dollar or percentage value for the automatic disbursements.
  12. Click to check mark G/L Account to enter a G/L account for the automatic disbursements.
  13. Click to check mark Explanation Code to enter an explanation code for the automatic disbursements.
  14. Click to check mark Explanation to enter an explanation for the automatic disbursements.
  15. Click OK on the Matters-Global Change window.
  16. Click Yes at the This option will change the selected field(s)for all matters that you have chosen prompt.
  17. Click Yes at the This will affect only those matters with 'Allow Bill Setting Overrides' enabled prompt to save your changes.

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