Creating an Office Payment

14/01/2026
Knowledge

How To

Learn how to create, reverse and write off Office Payments on LEAP Desktop. Navigate through a streamlined process, from entering client and payment type details to recording the payment under the Payments and Debtors tab.

Desktop
Web

Create a New Office Payment

To create an Office Payment, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Click New Payment 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 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 and choosing an option from the list, then click Select.

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.
Enter a Payment No. if you are not using automatic sequential numbering.

Click to edit heading

With auto-payment numbering enabled, the next number will be automatically assigned. Ensure that the Last EFT number is correctly set in LEAP Menu > Settings > Application Settings > Accounting > Bank Accounts > Office / Trust.

If you notice that payment numbers are being skipped, it could be because the number has already been used. To verify, navigate to LEAP Menu > Accounting > Search Transactions and search by the transaction number.
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 payment to another matter number, click 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 to choose the tax code from the list. Click Select for your choice to fill the Tax Code cell.

Click to edit heading

Once an office payment is finalised, the Tax Code field cannot be modified. It must be reversed and reposted instead.
To enter a payment for multiple matters, enter each matter on a new line in the table.
(This is optional) Click on the toolbar to print the payment once it's been saved.
Click Save & Close.

The payment will be recorded in the matter under the Office Accounting > Payments & Debtors tabs.

Reverse an Office Payment

To reverse an Office Payment, follow these steps:

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Open the payment.
Click on the toolbar.
Edit the Description, if required.
(This is optional) Click 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 Office Accounting > Payments & Debtors tabs.

Write Off an Office Payment

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

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Office Accounting > Payments & Debtors tabs.
Right-click the payment 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 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 Office Accounting > Payments & Debtors tabs.

Create a New Office Payment

Open the matter.
Hover over the Office Accounting tab and click Payments & Debtors.
Click New Payment.

The New Office Payment 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 cheques, so as to indicate that the cheque has been finalised.
Enter a Payment 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 payment 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 payment once it's been saved.
Click Save.

The payment will be recorded in the matter under the Office Accounting > Payments & Debtors tabs.

Reverse an Office Payment

Open the matter.
Hover over the Office Accounting tab and click Payments & Debtors.
Open the payment.
Click Reverse at the bottom of the Office Payment window.

The window will change to Reverse Office Payment.
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 Office Accounting > Payments & Debtors tabs.

Write Off an Office Payment

Click to edit heading

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

Open the matter.
Hover over the Office Accounting tab and click Office Payments & Debtors.
Right-click the payment 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 Office Accounting > Payments & Debtors tabs.

Last Modified Date

14/01/2026 7:46 pm

Title

Creating an Office Payment

URL Name

Creating-an-Office-Payment-NZ

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