Receipts and allocations
Record money in with Receive money. Every client receipt gets a number in its own series and prints on your letterhead.
Recording money received
| Matter | The matter the money is for. For trust money you must pick a matter, or choose Unallocated (allocate later). |
| Amount | What was received. |
| Into account | Trust or Business. Money held for a client, including deposits on account of fees, goes to trust. |
| Paid by | EFT, Cash or Third party. |
| Payer | When paid by a third party: who paid (for example Legal Aid or an insurer), chosen from your third-party payers or added on the spot. |
| Received from | Who paid the money in. Required for trust deposits (except third-party payments, where the payer is used). |
| Bank reference | Optional. The reference as it appears on the bank statement; it helps reconciliation match the line. |
| Settles invoice | Optional, for business receipts: marks an invoice as paid. |
| Date and description | When it was received and what it is for. Dates can't be in a signed-off month. |
Receipt numbers
Trust and business receipts are numbered in separate series: trust receipts TR-000001, TR-000002 and so on, business receipts BR-000001 onward. Transfers between your own accounts don't take a receipt number.
Printing and sending a receipt
Print a receipt from the entry in the ledger, from the matter's Receipts section, or straight after saving. It shows the receipt number, date received, received from, on behalf of, the matter, bank reference, account, payment method, who captured it and the amount, under your letterhead. Print it or save it as a PDF from the print dialog. Send in the matter's Receipts section opens a new email in your own mail program for you to attach and send.
Allocating unallocated money
When money lands in trust and you don't yet know whose it is, record it as unallocated. It's still in the trust ledger, so reconciliation balances, but it isn't on any matter.
- Click Allocate on the banner ("R… of trust money isn't on a matter yet") on the Dashboard or Transactions page, or open the deposit and choose Allocate to a matter.
- Pick the matter and save.
If the deposit's month has already been signed off, Caseo doesn't change the locked entry. Instead it posts a balanced allocation journal in the current month: the amount comes off unallocated and onto the matter, and both lines stay visible.
Third-party payers
Payers such as Legal Aid or a legal insurer can be recorded on a client (so Caseo knows who usually pays) and on each receipt. The Third-party payer collections report shows what each payer has paid, per matter. Manage the list in Settings → Lists.
Something unclear or out of date? Email hello@caseo.co.za.