Assign Matter Level Credits
By default, when you receive a payment in SurePoint Practice Pro, the payment is applied to the client and will be available as client level credit until the payment has been allocated to an invoice.
Any available client level credit, also known as unallocated funds/payment, can be assigned directly to a matter as matter level credit.
How To Assign Matter Level Credit
Navigate to the "Payments List" page.
Apply filters to locate "Unallocated" and/or "Partially Allocated" payments by selecting these options in the "Allocation Status" dropdown after clicking "All Filters".
Under the "Actions" column, select "Assign Unallocated Funds to Matter".
Choose the appropriate matter from the dropdown.
Confirm the accuracy of the amount to be allocated.
Save your changes to apply the funds to the selected matter.
To review current allocation details, select "View Allocations" from the "Action" menu under the payment entry.
Alternatively, click the three-dots menu under the "Action" column to access "Assign Unallocated Funds to Matter".
You have now successfully assigned client level payment credit to a matter. In the Payments list, you will see any payment credits assigned to a matter in the "Matter With Unallocated Payment" column.
This process ensures that the funds are applied to the matter's balance and reflected in the client's account.
Reviewing and Editing Payment Allocations
In case you need to review or adjust payment allocations:
If a payment appears under a client but is not applied to any matter, you can allocate it to the correct matter using the "Assign Unallocated Funds to Matter" option.
Access the Payment Action Menu
Click the three-dots menu under the "Action" column next to the payment.
Select "View Allocations"
This will display the current allocation details of the selected payment.
Edit Allocations If Necessary
Adjust the allocated amount or reassign the funds to a different matter as needed.
Confirm and Save Changes
Ensure all changes are correctly applied and save to update the payment records.
Note: Only one matter can be assigned payment credit at a time.
Moving Unapplied Payments to a Trust Account
If you need to transfer unapplied payments to a trust account, follow these steps:
Issue a refund check from the unapplied payment back to your firm.
Deposit the refunded amount into the client’s trust account as a new trust deposit.
This process maintains proper accounting controls while moving funds from unapplied status to the trust account. Note that there is no direct transfer option for this action.
Perform Matter Level Credit Transfers
You can easily transfer matter level payment credit from one matter to another matter.
Go to the Credit Transfers page by clicking "Credit Transfers" from the left navigation
Click "Add New Credit Transfer"
Select "Client" from dropdown to filter down matters for a client
Select "From Matter" from dropdown
Select "To Matter" from dropdown
Select "Payment" from dropdown.
Note: The full payment credit amount will be transferred to another matter.
Enter credit transfer note
Click "Save"
You have now successfully transferred matter level credits from one matter to another matter. You will see all credit transfer transactions in the Credit Transfer list with who created the transfer, the payment amount, and credit transfer note.
Common Issues and Troubleshooting
Unapplied Funds Not Showing: Ensure the payment is recorded correctly and check the client’s account for unapplied funds.
Incorrect Allocation: Use the "View Allocations" option to review and adjust allocations as needed.
Next, see how you can apply the matter level payment credit to a pre-bill.
Let us know if you have any questions!