ELECTRONIC PAYMENTS

By Cindy Kruger

 

We have an exciting feature on LegalSuite that can assist you with payments if you use a business on line banking facility. This feature allows you to export your payment batch to a file and when doing your Internet banking, you merely import the file and it creates the payments for you. This also eradicates typing errors as you do not need to capture the data twice.

 

INITIAL SETUP:

 

Setting up Banking Details in the Business Ledger:

 

Before capturing your first electronic payment you need to check that your bank accounts have been setup correctly with all the correct banking information filled in. To set up the banking information for you bank accounts take the following steps:

 

1.      Open your business ledger by clicking on the  icon on your top toolbar.

 

2.      In the list of ledger accounts highlight your bank account (this needs to be done for all bank accounts that you want to use the electronic payment function for) Once you have highlighted the bank either double click on the bank or right click and select change, the following screen will open:

 

    

 

3.      Click on the “Banking Info” tab and make sure that you fill in all the correct information with regards to the bank information as seen below:

 

    

 

This information only needs to be filled in once before you start capturing any electronic payment as LegalSuite uses the information you filled in to identify which bank the electronic payment must be created for.

 

Setting up Nedbank Banking Details:

 

1.      Open your business ledger by clicking on the  icon on your top toolbar.

 

2.      In the list of ledger accounts highlight Nedbank bank account. Once you have highlighted the bank either double click on the bank or right click and select change, the following screen will open:

 

 

3.      Click on the ‘Banking Info’ Tab make sure that you fill in all the correct information with regards to the bank information as seen below:

 

 

 

You will see that when filling in the information for Nedbank a ‘Seed No’ icon appears. This is because with Nedbank you get a certain type of account that requires a seed number – it is a unique identification number given by the bank to each attorney that the bank recognizes. The payment batch for Nedbank can either be exported in LegalSuite as txt file or csv file depending whether or not you have inserted a seed number on the banking details for Nedbank on LegalSuite.

 

Setting up Expense Banking Details in the Business Ledger:

 

1.      Open your business ledger by clicking on the  icon on your top toolbar.

 

2.      In the list of ledger accounts highlight your expense account (this needs to be done for all you expense accounts that you want to use the electronic payment function for) Once you have highlighted the expense either double click on the bank or right click and select change, the following screen will open:

 

 

3.      Click on the “Other” tab and click on the Banking Details icon.

 

The following screen will appear:

 

 

Right click and insert in this screen make sure that you fill in all the correct information with regards to the bank information as seen below:

 

 

Setting up Creditor Banking Details:

 

1.      Click on the  creditors Ledger icon on your top toolbar and the creditor’s ledger will open.

 

2.      Highlight the creditor and either double click or right click and select change. Once the changing a creditor screen has opened click on the “Other” tab and click on the Banking Details Icon .

3.      In the Banking details screen click on the  insert icon on your top toolbar and fill in the creditors banking details and click OK.

 

 

Setting up Parties Banking Details:

 

The banking details added to a matter are inserted under the party in the address book.

 

1.      Click on the  address book icon on your top toolbar and the address book will open.

 

2.      Highlight the party you would like to add the banking details to and either double click or right click and select change. Once the changing a party screen has opened click on the “Financial” tab and in the bottom section of the financial tab you can insert in the banking details.

3.      On the Banking details screen click on the  insert icon on your top toolbar and fill in the parties banking details and click OK.

 

                

 

 

 

HOW IT WORKS

 

1.         Enter a payment batch in the usual way, with all the relevant information but change the voucher description to Electronic Payment.

 

 

  1. Click on  to enter the payee’s account details (should they not already be entered).  The following screen will appear:

 

 

4.         Click on  and then right click and select insert on the subsequent screen in order to insert you details.  The Adding Banking Details screen will appear.  Insert the banking details for your payee:

 

           

 

5.         These details will now be reflected on your payment.

 

           

 

 

6.         Click on  and select electronic payments. The following screen will appear:

 

           

 

Click on the relevant icon, in this case, the account is for ABSA and therefore, the ABSA Icon must be selected.  This is because each bank has a different format of text file.

 

 

Save it to a relevant folder you have created and when you are doing your Internet payment, you merely need to import the file and the payments will be created waiting for you to process them.