Creating an Operating Account Expense Paid

Jan 14, 2026
Knowledge

How To

Learn how to create, reverse and write off Operating Account Expense Paid on LEAP Desktop and Web. Navigate through a streamlined process, from entering client and payment type details to recording the payment under the Expenses & Receivables tab.

Desktop
Web

Create a New Operating Account Expense Paid

To create an Operating Account Expense Paid, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expenses & Receivables tabs.
Click Pay Expense on the toolbar.
The default Bank Account is used. If you want to use a different account, click and select one from the list, then click Select.
Enter or select a payee in the Pay To and Address fields.

You can create a new payee at this point. Click selector button then New Card on the Select a Card List.

If they are an one-off payee, type their name directly into the Pay To and Address fields.
Choose a Payment Type by clicking selector button and choosing an option from the list, then click Select.

If you select Check as the payment type, sequential numbering will apply.

If you select Wire as the payment type, you will be able to record an electronic transaction number.

Once you have chosen the Payment Type and depending on your selection, you may wish to enter the Payment Type Details which may automatically display for you to complete. If not, click and complete the bank account details fields. Click OK.
Tick the Payment Sent checkbox, if required.

If you are manually writing your checks, tick the Payment Sent checkbox to indicate that the checks have been finalized.

If you are printing your checks, you will receive a prompt to mark the payment as sent when you print the checks.
Enter a Reference No. if you are not using automatic sequential numbering.
Enter or select a Date.
Untick the Inc. tax checkbox, if required.
In the first row of the table, click the Matter No. cell. The current matter number will display. If you want to apply the expense to another matter number, click selector button to choose another matter.

Click to edit heading

Matter numbers in the date format 'xxxx-xx-xx' that contain a non-existent day or month (e.g 2025-31-12 or 2025-12-40) will not be supported for accounting actions. Users will have to manually update the matter number to a supported format.
Click the Description cell to type a description in the textbox that appears.
Enter the Amount.
Click the Tax Code cell and then select selector button to choose the tax code from the list. Click Select for your choice to fill the Tax Code cell.
To enter an expense for multiple matters, enter each matter on a new line in the table.
(This is optional) Click Print button on the toolbar to print the expense once it's been saved.
Click Save & Close.

The expense will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Once an Operating Account Expense Paid has been finalized, details (such as the matter number or check number) cannot be modified. In these cases, you must reverse the payment and then recreate it with the correct information.

Reverse an Operating Account Expense Paid

To reverse an Operating Account Expense Paid, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expenses & Receivables tabs.
Open the expense.
Click reverse button on the toolbar.
Edit the Description, if required.
(This is optional) Click Print button on the toolbar to print the reversal once it's been saved.
Click Save & Close.

The reversal will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Write Off an Operating Account Expense Paid

Use this feature if you wish to write off the full amount of the expense or you need to remove an expense associated with an unpaid invoice. To do a partial write off, click here and go to the Create a New Operating Account Write Off Amount Disbursement Journal section.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expenses & Receivables tabs.
Right-click the expense and select Write Off. The New Disbursement Journal window will open.
The Journal No. is automatically numbered and can't be changed.
Enter or select a Date.
Untick the Inc. tax checkbox, if required.
(This is optional) Click Print button on the toolbar to print the write off once it's been saved.
Click Save & Close.

The write off will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Create a New Operating Account Expense Paid

Open the matter.
Hover over the Operating Account tab and click Expenses & Receivables.
Click Pay Expense.

The Pay Expense window will open.
The default Bank Account is used. If you want to use a different account, select one from the drop-down list.
By default, the Pay To field is blank. Click to select a card from the window. You can also directly type a name and address into the Pay To textbox.
Select a Payment Type from the drop-down list. Once a payment type is selected, the Payment Type Details window displays.

Complete the relevant information and click Add. If you need to change any of the payment type details at any stage, click .
You'll need to tick the Payment Sent checkbox if you're manually writing your checks, so as to indicate that the check has been finalized.
Enter a Reference No. if you are not using automatic sequential numbering.
Enter or select a Transaction Date.
Enter a Description.
Enter the Amount.
Select or change the Tax Code from the drop-down list.
Clickand untick Inc. Tax, if required.
If the expense is to apply to a number of different matters, click New Line and select another matter and complete the rest of the details.
(This is optional) Toggle the Print option On to print the expense once it's been saved.
Click Save.

The expense will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Reverse an Operating Account Expense Paid

Open the matter.
Hover over the Operating Account tab and click Expenses & Receivables.
Open the expense.
Click Reverse at the bottom of the Expense Paid window.

The window will change to Reverse Expense Paid.
Edit the Description, if required.
(This is optional) Toggle the Print option On to print the reversal once it's been saved.
Click Save.

The reversal will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Write Off an Operating Account Expense Paid

Use this feature if you wish to write off the full amount of the expense. To do a partial write off, click here and go to the Create a New Operating Account Write Off Amount Disbursement Journal section.

Open the matter.
Hover over the Operating Account tab and click Expenses & Receivables.
Right-click the expense and select Write-Off. The New Disbursement Journal window will open.
The Journal No. is automatically numbered and can't be changed.
Enter or select a Transaction Date.
Clickand untick Inc. Tax, if required.
(This is optional) Toggle the Print option On to print the write off once it's been saved.
Click Save.

The write off will be recorded in the matter under the Operating Account > Expenses & Receivables tabs.

Last Modified Date

1/14/2026 1:46 AM

Title

Creating an Operating Account Expense Paid

URL Name

Create-office-payment

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