Recurring Payments

APX can automatically process a payment against a credit card/ACH account on a predetermined, repeating schedule.

Click here for a video demonstration of the Recurring Payments feature.

Setting Up Recurring Payments (Administrator Task)

The Abacus Accounting Administrator sets up the Recurring Payments feature for the organization. To do this, Abacus Accounting must be running on the server and in Administrator mode.

  1. On the server, open Abacus Accounting in Administrator mode by right-clicking the startup icon and clicking Run as administrator.

  2. Select Billing > Recurring Payments.

  3. The Recurring Payments window opens. Click Setup / Enable.

  4. The following message appears. Click Yes.

  5. The following message appears when the feature has been set up successfully for the organization. Click OK to close.

Viewing Recurring Payment Schedules

Select Billing > Recurring Payments.

The Recurring Payments window appears listing all recurring payment schedules.

From the Recurring Payments window, do any of the following:

  1. Filter the list of recurring payment schedules:

    1. Select a Matter Number to view recurring payment schedules for a specific matter.

    2. For Show, check to see recurring payment schedules with one or more statuses (In Progress, Stopped, Not Started, or Completed). Click Refresh to apply the selections.

  2. Click Add to create a recurring payment schedule.

  3. Click Edit to edit an existing recurring payment schedule.

  4. ClickResume / Suspend / Delete to resume, suspend, or delete the highlighted recurring payment schedule.

Adding a Recurring Payment Schedule

  1. Select Billing > Recurring Payments.

  2. The Recurring Payments window appears. Click Add.

  3. The New Recurring Payment window appears. 



    Complete the window as follows:

    1. Matter Number: Select the matter for the recurring payment schedule.

    2. Single payment (non-recurring): Leave this box unchecked.

    3. Total Amount: Enter the total amount to be paid. Enter either Total Amount or Periodic Amount.

    4. Periodic Amount: The amount to be paid per period. Enter either Total Amount or Periodic Amount.

    5. Start Date: Select the date the first payment will be made.

    6. Ends after: Enter the number of payments to be made.

    7. Ends on: Select the date the last payment will be made.

    8. Repeat: Select the frequency of the recurring payments (Single, Weekly, Bi-Weekly, Monthly, or Semi-Monthly).

    9. Occur Day: Select the day each payment will be processed. The options for this field change depending on what is selected for Repeat. For example, if Weekly is selected, the options are the days in the week. If Monthly is selected the options are the first, 15th, or last day of the month.

    10. Month: (field only appears when Repeat is set to Quarterly) Select to record payments in the first, second, or third month of the quarter.

    11. Description: Enter the description of the recurring payment schedule.

    12. Pymt Method: Select a credit card or ACH account associated with the selected client to be used to make the payments. If a new payment method needs to be added, click Add to the right of the Pymt Method field. The APX Secure Payment Form opens, and a new credit card or ACH account can be added for the selected matter.

    13. Deposit to: Select the bank account to which the recurring payments will be deposited. Options for this drop down setting will be the operating and trust account set up for use with APX (in File > Company Preferences > Credit Card Setup).

    14. Entered by: The person who added the recurring payment schedule. This field defaults to the logged in user, but it can be changed to a different user as needed.

    15. Email Notif: The email address to send a notification about the recurring payment schedule. This field defaults to the email address for the user selected in Entered by, but it can be changed to a different email address.

  4. Click Save to save your changes.

How Repeat, Start Day, and Occur Day Work with Each Other

Weekly / Bi-Weekly

When Repeat is set to Weekly, one payment is made each week. When set to Bi-Weekly, one payment is made every other week.

The day of the week (Sunday, Monday, Tuesday, etc.) that the payment is made is defined by Occur Day.

For Weekly and Bi-Weekly, Start Date is used exactly regardless of the Occur Day setting. For example, if Start Date is 4/28 but Occur Day is Monday and 4/28 is a Wednesday, the first payment will be on Wednesday, 4/28 but any subsequent payments will happen on Mondays.

Monthly / Semimonthly

When Repeat is set to Monthly, one payment is made each month. When set to Semimonthly, two payments are made each month.

The day of the month (1st, 15th, or Last Day) that the payment is made is defined by Occur Day.

For Monthly and Semimonthly, Start Date is used exactly regardless of the Occur Day setting. For example, if Start Date is 4/28 but Occurrence Day is 1st, the first payment will be on 4/28 but the following payments will be 6/1, 7/1, 8/1, and so on.

Quarterly

When Repeat is set to Quarterly, one payment is made each quarter.

The quarter month (Frist, Second, or Third) that the payments are made is defined by Month. The day of the month (1st, 15th, or Last Day) that the payments are made is defined by Occur Day.

For Quarterly, Start Date is only considered a starting point and is not used as an exact date. For example, if Start Date is 4/28 but Month is Third and Occur Day is 1st, then the first payment will be in the 3rd month of the 2nd quarter on the first of the month, which is 6/1. If Month is First and Occur Day is 1st, then the first payment would have to be in the first month of the next quarter, which is 7/1.

Scheduling a Single Payment

  1. Select Billing > Recurring Payments.

  2. The Recurring Payments window appears. Click Add.

  3. The New Recurring Payment window appears. Check Single payment (non-recurring).

  4. Complete the window as follows:

    1. Matter Number: Select the matter for the single payment.

    2. Total Amount: Enter the total amount to be paid. 

    3. Date: Enter the date of the single payment.

    4. Description: Enter the description of the single payment.

    5. Pymt Method: Select a credit card or ACH account associated with the selected client to be used to make the payment. If a new payment method needs to be added, click Add to the right of the Pymt Method field. The APX Secure Payment Form opens, and a new credit card or ACH account can be added for the selected matter.

    6. Deposit to: Select the bank account to which the single payment will be deposited. Options for this drop down setting will be the operating and trust account set up for use with APX (in File > Company Preferences > Credit Card Setup).

    7. Entered by: The person who scheduled the single payment. This field defaults to the logged in user, but it can be changed to a different timekeeper as needed.

    8. Email Notif: The email address to send a notification about the single payment. This field defaults to the email address for the user selected in Entered by, but it can be changed to a different email address.

  5. Click Save to save your changes.

Editing Recurring Payment Schedules

When editing recurring payment schedules, only the payment method and email address for notification can be changed. To make other changes, suspend or delete the recurring payment schedule and create a new one.

  1. Select Billing > Recurring Payments.

  2. The Recurring Payments window appears. Highlight the recurring payment schedule and click Edit.

  3. The Modifying Existing Recurring Payment window appears. Only two fields can be edited for an existing recurring payment schedule:

    1. Pymt Method: Select a credit card or ACH account associated with the selected client to be used to make the payments. If a new payment method needs to be added, click Add to the right of the Pymt Method field. The APX Secure Payment Form opens, and a new credit card or ACH account can be added for the selected matter.

    2. Email Notif: The email address to send a notification about the recurring payments. Change to a different email address as needed.

  4. Click Save to save any changes made.

Suspending/Resuming/Deleting Recurring Payment Schedules

NOTE: Recurring payment schedules can only be deleted before their start date. After that, they can only be suspended.

Select Billing > Recurring Payments. The Recurring Payments window appears.

Highlight a recurring payment schedule and do any of the following:

  1. Click Resume to resume a suspended recurring payment schedule.

  2. Click Suspend to temporarily stop the recurring payment schedule.

  3. Click Delete to remove the recurring payment schedule permanently.

Viewing Recurring Payment Schedule Detail

  1. Select Billing > Recurring Payments.

  2. The Recurring Payments window appears. Highlight the recurring payment schedule and click Edit.

  3. The Modifying Existing Recurring Payment window appears. Click Payment History.

  4. The Payment History window appears. It lists the amount and status of scheduled payments for the selected matter.

    Status can be one of the following:

     Successful

     Pending

     Failing

     Failed

  5. Click Done to close the window.

SHORTCUT: To see payment progress at a glance, highlight the recurring payment schedule in the Recurring Payments window and look in the Preview pane. Progress shows how many payments are scheduled and how many have already been made.

Posting Recurring Payments

Based on the recurring payment schedule set, when a recurring payment is due, the payment is automatically entered into Abacus Accounting and can be seen listed in the Enter Client Payments window (Billing > Payments Received). Note that recurring payments cannot be edited or deleted.

Recurring payments are paid on account. They are applied to the outstanding invoices from the oldest to the most recent one in the payment order selected in Company Preferences. If there is no invoice pending for payment, then the recurring payment is adjusted as retainer paid and is allocated to the responsible attorney.

Although the payments are recorded automatically, they must be posted manually. Highlight a payment and click Post to post it.