Recording and Invoicing a Telephone Advice Fixed Fee

To record a Telephone Advice Fixed Fee onto your legal aid Criminal matter, complete the following steps.

1. Click on the Legal Aid Matter Details button on the Actions menu

2. Check all the relevant information has been entered, such as the Branch, UFN, DSCC number and Police station, click Save & Close.

3. Click on the Time & Fees tab.

4. Select New Billable Items.
5. Enter the correct Date.
6. Select Investigations from the Billing Stage. 
7. Select the Telephone Advice Fixed Fee from the Activity Rate. 
8. Select Call Out from the Activity, then enter a Billing Description and enter 1 into the Units field.

9. Click Save & Close. 

Raising an invoice for Telephone Advice Fixed Fee

To Invoice the Telephone Fixed Fee for your matter, complete the following steps.

1. Click on the Time & Fees tab.

2. Check that the Telephone Advice Fixed Fee has been recorded (as above)
3. Click on the drop-down for New Invoice, within the Legal Aid section of the Actions menu, and select the stage of work you wish raise the for invoice, Investigations is for a police station claim.

Clicking the New Invoice button, will default to the first billing stage in the list, e.g. Investigations

4. Enter the relevant reporting codes for the Offence and Outcome.   
5. Select INVB Police station: telephone advice only from the Stage.
6. Ensure the correct Date Concluded, and Date Billed have been entered.

Date Concluded - The date that this claim finished

Date Billed - The date that will be used to process this invoice to the accounts and determines which submission month this invoice will be available to inclusion.

7. The Status of the invoice can be set to Draft - Unapproved, Draft - Approved or Final – Printed/Sent by using the drop-down menu. The default selection is Final – Printed/Sent

8. Check the information and click Save & Close to finalise and save the invoice to the matter. The invoice line item will be displayed within the Office Accounting ledger
9. To produce the CRM11 form, open the invoice by double-clicking on the invoice line within the grid.  Click on the word icon in the top right corner of the invoice screen, which will display a list of the available billing forms.   Selecting CRM11 will open the form within word and pre-populate this with the relevant time, fee, and cost recovery entries. 

10. Ensure that the detail on the form is correct and click Save and Close to save a copy of this onto the matter.