Bulk Capture uses a spreadsheet upload to allow capturing of Disbursement expenses in bulk.
To access disbursement capture, from the Processing menu at the top of the screen select Disbursement Bulk Capture from the drop down:
This will open the Disbursement screen:
To begin download the template spreadsheet, by clicking on the Download Template button. This will download an Excel template.
Open the template and save the file as per your disbursement description.
Completing the spreadsheet
Explanation of Fields
Date – The date you would like the disbursement to have on it. You can use different dates within the same period (month) throughout the spreadsheet.
Employee Code – The employee the disbursement will be connected to. Some firms use an employee called Disbursement Employee to keep these separated from other entries.
Client Code – The Client who will receive the disbursement.
Task Code – The task you would like the disbursement allocated against. (ensure this task as been allocated for the client.)
Disb Code – The code of the disbursement (to find go to Maintenance > Disbursements)
Allocation – FEE
Rate Code – Check your standard Disbursement Rate Code. (Go to Maintenance > Standard Rates and select Disbursement.)
Quantity - Can be left blank, unless needed.
Value - The amount of the disbursement. Please enter numbers only; do not include $ or other symbols, other than a decimal point.
Narration – The narration you wish to appear on the entry.
Loading the spreadsheet
Click the New Batch button. This will bring up the new batch capturing screen.
Choose your Batch Date, Office and Approver, if required.
Note – when posting disbursements, each employee has 1 Disbursement batch per timesheet period (usually Daily). If you record ad hoc disbursements in your timesheet, we recommend choosing a batch date that falls on a weekend to ensure you still have your daily disbursement batch available.
To upload your file, either drag and drop it into the window or click to locate and select the file.
The transaction lines will automatically populate from the pre‑populated spreadsheet.
Ensure you scroll through the entire upload document to check for any errors. If there is an error (for example, the client code is not active or the task has not been set up for a client), the field will be outlined in red. The upload will not complete until these fields are corrected.
Click on the X to cancel the upload, and make the changes in your original spreadsheet (to ensure they do not reoccur on future uploads), and then following the steps above again.
Alternatively, you can make the changes on this screen and update your spreadsheet later.
Once done you can click on the Save button.
The file will sit under the Not Ready status. When you are happy with the batch, click through the approval workflow — Ready for approval , Approve , and then Post.
This will update the client’s WIP record with the relevant details for the disbursements and expenses that have been captured.