What is the Best Way to Apply TAPs Across Multiple Matters of a Client?

Orion does not allow you to apply the TAPs across multiple Matters.

If the funds are not already on the appropriate Client-Matter in the trust account, you will need to go to AR Manager > Action and use the Retainer/Trust Transfer option and choose Trust option to move funds to the appropriate Client-Matters. This will only work if you are transferring funds from one Client-Matter to another within the same Client Number.  

In order to get a printed audit trail, you will need to run the Trust Transfer Activity Report under the AR transactions folder showing you your Trust Transfers Out (TTOs) and Trust Transfers In (TTIs).

If you have to have a check trail for this transfer and want to see an in and out for the transfer in Bank Reconciliation you would need to enter it directly as a TDS in the distribution line on a Voucher, pay the Voucher and actually create a check. Do a TDP in AR Manager to deposit the funds into trust on the appropriate Client-Matters. Typically this would only be needed if you are moving funds from one trust bank account to another, from one Client to another or in the case of a mistake when doing a deposit of trust funds.

Once the funds are on the right Client-Matters, then you may enter a Trust Applied as Payment (TAP) transaction on each of the Client-Matters.  Orion does not allow you to apply trust money using the TAP code against more than one Matter at a time. You may apply trust funds against more than one Invoice on the same Matter all at once as long as the funds are available on the Matter where the trust money currently is deposited and available. You will see the total amount of trust money available displayed in the trust field on the transaction after you key in the Client-Matter Number.

Alternatively you may follow the below directions:

First disburse the trust funds.

Create a Voucher in AP Manager with the firm as the Vendor and in your Voucher distribution line use a TDS code to disburse the trust funds. Pay the Voucher. This will disburse trust funds off of the Client-Matter where the trust money was originally deposited.

Enter the trust payment to the firm using the regular PMT code, and apply it against different Matters/Invoices within the same Client with a note. This will put the funds into the firm's operating account as a payment, reduce AR, and increase your fee income.

This option requires using proper documentation as you would be using a regular PMT code to apply funds against the Client-Matter and the PMT would show up as a regular Payment on the Invoice footer/detail.  A Client may be confused as to the origin of the PMT in your trust notes/ledger. This method is  NOT the ideal recommended method unless you keep very careful notes/detail on your PMTs and the sources of the funds.

Typically TAPs are used to apply trust funds as payments against firm invoices rather than PMTs.

If you use option 2 your notes in the payment transaction itself would be the only audit trail that the funds came from trust and were applied as such against the Invoice.

This option allows you to disburse trust funds and apply them across different Client-Matters; however, it is NOT the ideal method if you want trust money to show in the footer of an Invoice as trust money. The method uses the regular TDS and PMT codes to apply the funds.