Due To Firm (DTF) Value items are used to track expenses the firm has incurred on behalf of the client for which the firm needs to be reimbursed. The DTF Value Code can be used directly when creating a new Value item and assigning the DTF Value Code, such as cost items that originate from within the firm (photocopies, postage, etc.). It can also be used indirectly by designating case expense Value Codes as DTF items in the Value Codes Mini Directory. Items which must be paid by a third-party but reimbursed by the firm, such as investigation fees, records fees or courier charges, are created using a Value Code that is flagged as a "Due To Firm" item. When that expense is paid, either through a check request or by entering the payment manually, a DTF Value item is created to recoup the expense from the client.
NOTE: You must have Modify permissions to Directories > Mini Directories to flag a Value Code as DTF. You must have Add permissions to Case > Value Tab to add Value items.
A DTF Value item can be added either manually or automatically.
Manual DTF
To manually enter a DTF Value item:
Follow the steps for Adding Value Items.
Select "DTF" from the Value Code dropdown field on the new Value entry. The Provider designated in the Value Codes Mini Directory as the DTF Value Provider will populate the Provider field of the Value item.
Enter additional fields as needed and click the Save button to save the new Value item.
NOTE: Once the DTF Value item is saved, the Value Code field cannot be changed.
Automatic DTF
A DTF Value item is created automatically when a Value item with a Value Code that has been flagged as a DTF item in the Value Codes Mini Directory is paid.
Select a Value item with a Value Code that is flagged as a DTF (such as a case expense).
Enter the payment transaction for the amount the firm is paying to the Provider in the Add Transaction window.
When Debit is selected and the Type is set to Payment, a Create DTF? slider will display. Click to move the slide to the "on" position.
NOTE: Refer to Sending Check/Deposit Requests from Neos for details on creating check requests.
Click the Save button to save the new transaction.
A separate DTF Value item will be created to recoup the expense.
A link will be created between the original Value item and the newly created DTF item. The following details from the original Value item will be used to create the linked DTF item:
Value Code – Shows "DTF". Once the DTF Value item has been created, the Value Code field cannot be changed.
Amount – Contains Amount from Transaction Item
Party – Contains the Party from the original Value entry
Provider – Specified from the DTF Provider field in Firm Preferences > Default Info Tab
Memo – Contains the Provider from the original Value entry
Bill To – Contains the Bill To contact from the original Value entry
Service Dates – Start and End Dates from the Transaction Item
Value Category – Contains the selected Value Category from the original Value entry
Because a DTF Value item is linked to its original Value entry, any changes made to transactions in the original Value item will update the linked DTF Value items accordingly. All other fields, except the Value Code, may be modified on a DTF Value item.