This article contains the Bookkeeper and System Administrator Version 15.0 release notes. 

Bookkeeper 

Vendors 

Banking Details 

New permissions have been added to control whether a user can add and/or edit banking details for a vendor account.

When adding/editing vendor accounts, the Vendor Bank Details section will be disabled if the user does not have the necessary permissions.

Vendor Invoices

Bulk Capture 

In the Vendor Invoices module, users with permission to Bulk Invoice Capture will see a new tab labelled Bulk Invoice Capture.

Clicking on this tab will display a form that will allow the user to capture and generate vendor invoices in bulk.

Only users with the Bulk Invoice Capture permission will be able to capture Vendor invoices in bulk.

The capture form is comprised of 4 sections:

1. Invoice Information

This section allows the user to capture and edit the invoice details.

You can:

• Search for the required vendor
• Capture the required invoice information
• Upload any required attachments
• Select:
  • Add Invoice when adding a new invoice to the capture form, or
  • Save Changes when editing the details on an existing invoice
• After adding a new invoice to the bulk capture form, the invoice record will display in the Invoices section.

✏️Note: If the user attempts to add a vendor invoice that has already been added to the capture form (i.e. with the same invoice number), a warning message will display.

2. Invoices

This section displays the list of vendor invoices captured using the bulk capture form.

Created by Filter 

At the top of Invoices section is a Created By filter. By default, the logged-on user will see their name selected in this dropdown and will therefore see the invoices (and associated invoice items) that they have captured.

If the user has the View Any Invoice permission, they will be able to select another user from the dropdown list and in turn, see the invoices (and associated invoice items) that the selected user captured.

Edit Invoice Details 

• Select the required invoice record in the list
• Select the Edit button
• The applicable invoice details will populate in the Invoice Information section for editing.

Delete Invoice

• Select the required invoice record in the list
• Select the Delete button
• A confirmation will display, warning the user that by deleting the Invoice, they will also lose any associated invoice items:
  • Select Yes to proceed with deleting the invoice (as well as the associated invoice items)

  • Select No to abort the deletion of the invoice

    

3. Invoice Item Details 

This section allows the capture and editing of the invoice items.

• Select the required vendor invoice (from the Invoice dropdown menu), that the invoice item(s) must be added to.
• Select the required account type (Matter/ General ledger)
• Search for the required account.
• Capture the required invoice item information.
• Select Add Invoice Item when adding a new invoice item to the capture form, or Save Changes when editing the details on an existing invoice item.
• Select Clear Item to clear all the invoice item information for recapture.

• Following adding a new invoice item to the bulk capture form, the invoice item record will display in the Invoice Items section.

  ✏️Note: By default, the invoice selection will be the last invoice that was added to the bulk capture form. The existing Capture Office Expenses permission is required to capture General Ledger invoice items on the bulk capture form The existing Edit Disbursement Out Amount permission will be required to edit the Disbursement out (excl.) figure on an invoice item on the bulk capture form

4. Invoice Items

This section displays the list of saved invoice items

Invoice items are grouped per invoice in the list.

Edit an Invoice Item

• Select the required invoice item record in the list
• Select the “Edit” button

• The applicable invoice item details will populate in the “Invoice Item Details” section for editing.

  ✏️Note: The Edit Any Invoice permission is required to edit the invoice item details on invoices captured by another user on the bulk capture form. Without the permission, the Edit option is disabled.

Delete an Invoice Item

• Select the required invoice record in the list
• Select the Delete button
• A confirmation will then display
  • Select Yes to proceed with deleting the invoice item

  • Select No to abort the deletion of the invoice item

    ✏️Note: The Delete Any Invoice permission is required to delete invoice items captured by another user on the bulk capture form. Without this permission, the Delete option is disabled.

Clear Vendor Invoice

The Clear option will allow the user to clear any captured information on the bulk capture form, allowing the user to start from scratch.

The Clear button is located on the toolbar above the bulk capture form. 

Clear the bulk capture form

• Select the Clear button
• A confirmation will then display
  • Select Yes to proceed with clearing the captured data on the bulk capture form

  • Select No to abort the clearing of the captured data on the bulk capture form

    

Generate Invoices

The Generate Invoices option will allow the user to generate all the captured Vendor Invoices Invoices in bulk

The Generate Invoices button is located on the toolbar above the bulk capture form:

To generate all the invoices captured on the bulk capture form:

• Select the Generate Invoices button
• The system will validate the fields and file formats of the attachments
• The system will check if there are any duplicate filenames on the uploaded attachments (per vendor) and, if so, prompt the user to:
  • Auto Rename the attachment
  • Rename the attachment.
  • Overwrite the attachment with the duplicate filename with the latest attachment

  • Cancel

    

• If there are any invoices on the bulk capture form that do not have line items added to them, they will not be generated and will remain in the Bulk Invoice Capture form. Only invoices with line items added are generated. 

  

• The system will create the Vendor Invoices (that could be generated) and these will appear in the overview tab in the Vendor Invoices Module.

  

• Once in the overview, they can be viewed and processed like any other invoice.

System Administrator 

Practice Setup 

e-Billing 

Firms using Ledes E-Billing can now customise their law firm ID and law firm vendor ID when generating E-Billing invoices.

Customise Firm ID (Ledes 2000 and Ledes 2.0)

• Navigate to Practice Setup
• Browse to the Invoices tab

• Navigate to the section Electronic Billing Templates group box and choose to either edit an existing template or add a new one.

  

• Select:
  • Add to create a new template; or
  • Edit to update an existing template

• The dialog Electronic Billing Vendor Template will open

  

• Locate the section LEDES 2000/2.0
• Input the preferred law firm details in the Custom law firm ID textbox
• Select Save to apply the changes

Customise Law Firm Vendor ID (Ledes 2.0)

For firms that do not want their HST number to be used as their law firm vendor ID, this can now be customised on the electronic billing template.

On the Electronic Billing Vendor Template dialog:

• Browse to the section LEDES 2.0
• Tick the checkbox option Override law firm vendor ID
• Input the preferred details in the Custom law firm vendor ID textbox

• Select Save to apply your changes

  

Permissions 

Vendors

New permissions have been added to the Vendors module to control who can add/edit banking details.

Vendor Invoices

A new permission has been created to control access to the new “Bulk Invoice Capture” feature.

✏️Note: As part of the update: any role that currently has the Capture Office Expenses permission will be granted the Bulk Invoice Capture permission.

The existing Capture Disbursements permission will be required to capture Vendor invoices in bulk.

The existing Capture Office Expenses permission will be required to capture General Ledger invoice items on the bulk capture form.

The existing Edit Disbursement Out Amount permission will be required to edit the Disbursement out (excl.) figure on an invoice item on the bulk capture form.

The existing View Any Invoice permission will be required to view Vendor Invoices, and the associated invoice items, captured by any user on the bulk capture form.

The existing Delete Any Invoice permission will be required to delete Vendor Invoices, and the associated invoice items, captured by any user on the bulk capture form.

The existing Edit Any Invoice permission will be required to edit Vendor Invoices, and the associated invoice items, captured by any user on the bulk capture form.

Users 

Outlook Synchronisation

In the Users module, the Outlook synchronisation settings have moved from the Preferences tab to the General tab.