eXpd8 Accounts frequently asked questions

Don't forget to do your accounts backup on a daily basis!

I want to run Vat on a Cash Receipts Basis; Can I still run an Aged Debtors Ledger?

Yes, however it is important that you run your aged debtors report as part of your month end procedure and review its contents for effect credit control.

What are the Law Society Rules when it comes to running a Debtors Ledgers?

Rule10.4 of the Solicitors Accounts Regulations, 2001 2001 421 Statutory Instrument states: - A solicitor shall, without delay, record as a debit on the office side of the relevant clients' ledger account the amount of professional fees in any bill of costs furnished to a client.

If I post my Bills before they are paid how does the system account for VAT?

Depending on your initial accounting method setup, the software will show the full VAT liability in the balance sheet, however from the month end menu select the VAT report and select the reporting method “Cash Receipts” report, this will only show the tax liability on cash received.

What is the difference in accounting for VAT on a Cash Receipts Basis or Accruals?

VAT on a Cash Receipts basis, is tax paid on moneys received, you need to have a certain turnover limit and will need to apply to Revenue, speak to your accountants for advice.  VAT on an Accruals basis, is a full vat system, which means that you pay tax once the bill is issued and not as the payments are received.  In order to help you, consult the Law Society of Ireland Accounting Rules in particular 10.4

How do I record miscellaneous Outlays such as Petty Cash and Land Direct Fees?

Set up banks for the Petty Cash and Land Direct Accounts, this is the easiest way to record the outlay, however this may not always be the case, if you are in doubt please contact your accountants for advice.

I have been informed that the firm is getting a Law Society Audit, What should I do?

Contact your Accountants and seek their advice.  eXpd8 can be on site for the initial visit, this is complementary, please contact us as soon as possible.

My Accountant wants to take a backup and work on my accounts in his office, how will that effect the local version of the software?

To take a back of the system and restore to your Accountants check out chapter 3 of our user manual.  You should note that when you accountant gives you back the software, any files or time that you have passed will be over written.  The best approach here is to give your Accountant a remote log in, that way you can avoid the hassle of “Disconnecting” the software from eXpd8 Case Management. If you are unsure about this please contact a member of our support team for assistance.

I don’t understand the accountancy terminology, can eXpd8 help?

eXpd8 can put you in touch with a legal bookkeeper if you need assistance with bookkeeping itself as opposed to support on the software.

My printer has jammed whilst printing cheques, can I reprint?

Yes.  You should reverse this transaction and set up another cheque to print.  Clear the printer of the jam.

My files won’t come over from the eXpd8 Case Management, is there something wrong?

Please contact our support team for assistance.

I’m not dealing with Criminal Legal aid but rather Family legal aid, how should I deal with this?

Family Law Legal Aid is a little different then Criminal in that you may not know the fee income for the file until the payment is processed to your bank account.  It’s a good idea to track these files in eXpd8 Case Management so that you can be sure that you have received payment for the Legal Aid Board.

I’ve had an error while processing a transaction, backing up or restoring, what should I do?

You should contact support immediately.  Never ignore ANY errors in your system!

My VAT on my bills are not calculating correctly, why is this happening?

Check to make sure that in the system settings that the VAT rate is correctly set.  Ensure that you have not entered a vatable outlay as this will throw out your VAT calculation.

I’m getting a message while trying to log in “Maximum number of concurrent users are logged in” What is this?

This means that all of the licenses that you have purchased are in use, please contact a member of our sales team!