Setting Up Actionstep to Use Client to Disbursement Transfers (Admin) (UK)

In this article:

• Setting Up and Linking the Client to Disbursement Transfer Workflow 
• Setting User Permissions for Client to Disbursement Transfers 

Using client to disbursement transfers, you can transfer unbilled hard disbursement funds from a client account to a firm account. This allows you to reimburse the firm for the costs you have incurred for that disbursement.  

To use this workflow, you must first set up the general ledger account used for recording the client to disbursement transfers. You then must link that account to your client accounting. You can also set permissions that allow only certain members of your staff to perform these transfers. 

Setting Up and Linking the Client to Disbursement Transfer Workflow 

There are two parts to setting up this workflow in Actionstep: 

• Part 1: Setting Up the Client to Disbursement Account 
• Part 2: Linking the New General Ledger Account to the Client Accounting System Accounts

Part 1: Setting Up the Client to Disbursement Account 

By setting up a client to disbursement system account, you can track funds you have already recovered from the client account that haven’t yet been billed. The process for creating the account is the same as it is for other GL accounts. 

To set up the client to disbursement general ledger account: 

1. In Actionstep, go to Accounting > Accounts > Accounts List. The Accounts List page is displayed.  
2. Click the Display drop-down list and choose Master Accounts.
   The view is updated to show your master accounts.
3. Find the header account you want to use for the client to disbursement account and click the plus icon next to it.
   The Add Account window appears.
   TIP:  Consider using Trust Funds under your liabilities as your header account.
4. Follow the instructions in Adding a General Leader Accountto set up the account, noting the following: 
   • It’s recommended you enter Client to Disbursement Transfers as the Account Name. This will make it easier to identify the purpose of the account. 
   • Set the Account type to Other Liabilities.  
   • Set the VAT Code field to N-T – No tax implication.  
5. Click Save to create the account. 
6. Proceed to “Part 2: Linking the New General Ledger Account to the Client Accounting System Accounts”. 

Part 2: Linking the New General Ledger Account to the Client Accounting System Accounts 

Once you’ve created the general ledger account for tracking your client to ledger transfers, you must associate it with your client account as a system account.  

To link the system account to the client account: 

1. Complete the steps in “Part 1: Setting Up the Client to Disbursement System Account”. 
2. In Actionstep, go to Admin > Trust Accounting. The Client Accounts page appears. 
3. In the Linked system accounts section, click the ellipses icon next to Client to Disbursement Transfers.
   The System Account Configuration window appears.
4. Click the Linked Account drop-down list and select the account setup in Part 1.  
5. Click Save to save the configuration.  

Setting User Permissions for Client to Disbursement Transfers 

You can choose which roles at your firm can perform client to disbursement transfers. 

To do this: 

1. In Actionstep, go to Admin > Users & Permissions. The Users & Permissions page appears. 
2. Click Data permissions from the list of options on the right side of the page. The Permissions page appears. 
3. Select the System Role you want to assign the permission to (for example, your accountants or bookkeepers).  
4. Click the System Object drop-down list and choose Trust Accounting (located at the end of the list). The list of trust accounting permissions is displayed. 
5. Find and select the Can Transfer from Client to Disbursement permission. This adds a checkbox next to the permission, indicating that it’s now enabled.
   
6. Click Save to save the change.