From the Purchase Items page, you can press the blue New Purchase Item button to create a new item.
Note that it is recommended to open an existing similar item that was creating by Wise Owl Legal on setup to compare to. If the fields are not filled out correctly, this can affect your integration to your external accounting program.
The first step on creating a new purchase item is to fill in the respective fields.
Description of Fields
Code: The item code is a unique field which identifies a purchase item. It should be an abbreviation of what the disbursement or recovery item is. For example 'MED' would be a suitable code for Medical Reports.
Name: The name is a description of what the purchase item is.
Description: An optional field which can be used to add additional details.
Is Active: Determines if an item is active or inactive. For creation of new matters ensure that this box is ticked.
Sort Order: The order in which the item codes will appear in the pick lists. By default all the items have a sort order of one, therefore sorting the items by alphabetical order.
Available For: Determines which lists the items will appear in.
Default Tax Code: The tax code which will primarily be used for this type of purchase item. Wise Owl Legal will auto fill the tax column when entering a pay now, pay later or expense recovery. However this code can be manually overridden, for individual entries.
Default Amount: This is a useful field to enter if a recovery has a common amount, for ex
Default Quantity: For most items this will be 1.
Default Notes: This will auto fill into the description field on the pay now, pay later or expense recovery screens. Enter notes in brackets to indicate to the user that they must fill in this information specific to the situation. For example, 'Title Search for [enter address]'.
Invoice Item: This allows the user to search the Invoice Item list for an existing Invoice item to connect to.
Account Code for Auto Created Invoice Item: If you choose to have Wise Owl auto-create an Invoice item for you, this field is used to set the Account Code of the Auto Created Invoice Item
External Accounting Links
Account Code: This must exactly match with an account set up in your accounting software to allow for successful integration from Wise Owl Legal to your accounting software. Wise Owl will create accounts within the external accounting program if the header account matches in both systems. E.g. Client Outlays: << This is a header account
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This should be set to ‘Client Outlays:<Name of Item>’ for it to display within the same setup as your original OWL setup |
External Code: This field is for the External Item code used in the external accounting system. Depending on your accounting system, it will either appear in an Item Listing or under the Categories > Products/Services areas.
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This should be set to ‘Disbursement:<Name of Item>’ for it to display within the same setup as your original OWL setup |
Below is an example of a new purchase item.
