Create bulk Trust to Office transfers

You are able to create a bulk trust payment of invoices on matters that have trust money available by using our Trust to Office function.

Table of Contents

• Payment Process
• Cheques
• Transaction Details Window
• Reversals
• List Refinements
• Bank Reconciliation

1.    From the triConvey Companion Site Web App select Invoices from the left menu.

2.    Select the Trust to Office tab.

3.    Use the filters to narrow down the displayed list.

4.    Select the invoices you want to pay in one batch by checking the boxes.

• By default, the Auto Allocate button will be enabled. This automatically applies the maximum available trust amount to the invoice. If you disable this, the Trust Transfer column field is then editable and only accepts a value that is available in the matter trust.
  
  
• As invoices are selected, the number displayed in brackets in the PAY button will reflect the number of invoices that are selected.
  

5.    Click on the PAY button to proceed with the bulk transaction.

Tip:  The payment date shown on Trust to Office Transfers will default to the date it was entered into triConvey, in accordance with Law Society requirements.

Payment Process

Once the PAY button has been clicked, a Trust to Office window appears with a summary of the transaction including the total amount and the number of invoices and matters affected.

You can then select the Cheque Printing Method - (Select Not Applicable for Bank Transfer) and enter a reason for the transaction. 

Tip:  The reason field is mandatory for compliance.

Cheques

The cheque process is the same as individual cheque payments however if there is more than one invoice included in the transaction, the remittance and office copy sections will list a table, detailing each matter.

Transaction Details Window

1.    Select Accounts from the left menu.

2.    Select the Transactions tab and find the Trust to Office Transaction. 

When you click on it, the Transaction Details will display a list of all of the invoices on the Trust to Office Transfer and the paid amount that was allocated to the invoice, as well as the Trust to Office total. 

Reversals

1.    On the Transaction Details window, click the Reverse link, which is located at the bottom of the screen.

2.    Enter a Reason and select PROCESS.

Tip:  This will reverse all payments on all invoices included in the bulk transfer.  Please note that if you view the Transaction Details at a matter, contact or account level, it will still reverse all of the payments that are linked to the Trust to Office transfer.

List Refinements

The existing trust ledger will display the transaction with the description e.g. Trust to Office Transfer for invoices #2, #6, #10, #22 and #10000090.

The invoice numbers will be hyperlinked to the invoice and display all the invoices on hover to assist when space does not permit all to be displayed on the list.

Bank Reconciliation

The Bank Reconciliation creation screen will display the Trust to Office transfers as a collapsible group so that you can see the individual invoices that are a part of the transaction. 

On the Bank Reconciliation PDF statement, the Trust to Office payment is shown as individual items although the Reference will be the same for them all, which will allow the user to identify that it was a part of a Trust to Office Transfer transaction.