Creating a Client Account Payment or Payment Request (UK)

In this article:

• Setting Up Client Accounting Permissions (Admin)
• Making or Requesting a Payment from a Client Account
• Exporting Payments and Payment Requests in Bulk

You can create a client account payment or payment request.  

Setting Up Client Accounting Permissions (Admin)

When creating and viewing payments and payment requests, an admin can allow only certain roles within your organization access to the sensitive information associated with these transactions. If you do not allow these permissions for a specific role, those details will not be shown on any lists or in any exported documents.  

To set up these permissions: 

1. In Actionstep, go to Admin > Users & Permissions. 
2. Click Data Permissions on the right side of the page. The Permissions page appears. 
3. Click the System Role drop-down list and choose the role you want to grant (or hide) access to. 
4. Click the System Object drop-down list and choose Trust Accounting. 
5. Find the Can View Bank Payment Account Information permission and select or clear it, depending in whether you want to grant or deny permission to this specific role.
   NOTE: To access this permission, the role must also have the Matter "Client Acc" Menu and Can View Matter Client Information permissions selected.  
6. Click Save to save your changes.  

Making or Requesting a Payment from a Client Account

You can make a payment or request a payment from a client account. 

To do this:

1. Choose whether you want to make a payment or make a payment request:
2. To make a payment from a client account:
   1. In the Actionstep main menu, go to Client Acc > Payments > Make Payment. The Make Payment page appears.
   2. Continue to Step 4. 
3. To make a payment request from a client account: 
   1. In the Actionstep main menu, go to Client Acc > Requests > Client Account Request. The Client Account Request page appears.
   2. Select Make Payment.The Client Account Request page appears.
   3. Click Add payment details. The Payment Details for Client Account Request window appears.
   4. Continue to Step 4.
4. Provide the following information:
   • Matter: Enter the matter ID from where you would like to make the payment. If you are creating a payment from within a matter, this ID will already be filled in.
   • Client account: Enter the trust account that will be used to make the payment.
   • Amount: Enter the total amount of the request.
   • Include payments from related matters: Choose whether you want to use client funds from other accounts where the client is the same. Then specify the Amount from each matter. 
   • Payment date: Enter the date of the request. 
   • Reason for payment: Select a reason for the request. If the reason isn't listed, select Other and specify the reason. If the reason will be used multiple times in the future, click Create new template and save the reason as a template. 
   • Pay to: Choose who the payment will be made to: a Client, Other Party, or Other entity. 
   • Requested by: Choose who requested the payment.
   • Payment Method: Choose from one of the following: Electronic funds transfer, Faster Pay, BACS, or Chaps. Which option you select here determines which additional fields appear.
     ELECTRONIC PAYMENTS:
     • Transaction reference: Enter a short memo or description of the transaction that will be used to classify the translation in Actionstep. Applying this reference to multiple transactions can be helpful when creating a batch payment or receipt because it makes it easier to search for the transactions. 
     •  External reference: Enter a short memo or description for the transaction that will be used in the related bank statement (e.g., you might list a property address, loan number, payment reason, etc.).
     •  Sort code: Enter the six-digit code that identifies the bank and branch for where the money will be sent.
     •  To Account number: Enter the bank account number. This will typically be a seven or eight-digit code
     
     CHEQUE PAYMENTS:
     •  Cheque series: Choose the series associated with the cheque.
     •  Cheque number: Enter the cheque number (or leave Auto selected if you want to use the default numbering).
     •  Cheque memo: Enter a short description of about the transaction.
5. Click Save to save the request.
   • If you are making a payment, the payment is submitted and you are finished with this workflow.
   • If you are requesting a payment, you are returned to the Client Account Request page.
6. Click Not assigned and then search for and select a contact who can review the request. 
7. In the Approvers section, click Add approver and then search for and select the contact that will approve the request. You can add multiple approvers.
   
8. Optionally, enter a Description or a comment in the Activity Log. 

Changes you make for the request are automatically saved. You can review the request by going to Client Acc > Requests > Client Account Request List. To view a payment, go to Client Acc > Payments > Payments List.

Exporting Payments and Payment Requests in Bulk

You can view and export your client account payments and payment requests in bulk. The transaction list (with all the details you've specified) is exported as a CSV file, which you can then review and share with your bank. 

To do this:

1. In Actionstep, do one of the following:
   • To view your payments list: Go to Client Acc > Payments > Payments List.
   • To view your payment requests list: Go to Client Acc > Requests > Client Account Request List. 
2. Apply any filters or sorting options you need. 
3. Once the list is as you expect, click the More drop-down list, and choose Export.

You can then review and share the file with your bank.