How to Create Disbursement Codes

Disbursement Codes are used to set up default standard descriptions and charges for your disbursments. Once you have set up your standard Disbursement Codes, you will be able to use them as templates whenever you create New Disbursements.

There are two types of Disbursement Codes:

  1. Immigration Department Application Charge Disbursement Codes are used to set up visa based fees.
  2. Other non Immigration Application Disbursement Codes used to set up fees that are not specific to the visa subclasses. For example an Australian Federal Police Clearance Certificate application fee.

1. Open the Disbursement Codes window

To create a new Disbursement Code you can either use the Accounts Setup Tool or launch from the main menu.

1.1. From the Accounts Setup Tool

If you haven't yet completed the Accounts Setup tool, you can create your Disbursement Codes from the Accounts Setup tool. To access this click the Accounts button in the main toolbar and then select 'Accounts Setup'. For instructions on how to use the Accounts Setup tool please see: How to use the Accounts Setup Guide.

When the Accounts Setup tool opens, click 'Create Disbursement Codes'.

1.2. From the Main Menu

To create a new Disbursement Code at any time, click the Schedules button in the main toolbar and then click Accounts, then Disbursement Codes.

2. Department Charges

The Department Disbursement Codes are used to set up visa, sponsorship and nomination based fees.

2.1. Click the edit button

Once the Disbursement Code window opens, click the edit button.

2.2. Set the Default Tax Code and viewing Filters

  1. Category.  Select the Fee Category you would like to edit.  This screen defaults to Visa Applications, but you can also select:
    Appeal
    Citizenship
    Compliance Skill Assessment
    Sponsorships & Nominations
  2. Select the Default Tax Code to be applied for Agent Fees.
  3. Select if you would like to show ‘Retired’ Matter Types (Redundant Matter Types).

2.3. Enter the Amounts

Next, for each subclass that you want to record an application fee for, enter the relevant amount (excluding any credit card surcharge fee). Scroll to the right to complete Department Application charges.

2.4. Click 'Save' then 'Close'

Once you have finished entering all of the charges you want to set up, click Save then Close.

If you have made a mistake and wish to revert to the last time this screen was saved, you can click Restore (This will un-do ALL changes since the last time Save was clicked).

3. Other Disbursement Codes

Other Professional Disbursement Codes is used to set up fees that are not specific to the visa subclasses. The following instructions set out how to create a new Professional Fee:

3.1. Click the add button

From the Disbursement Codes window, click the + button.

3.2. Enter Disbursement Code

The New Disbursement Code window will now appear. First enter the Disbursement Code that you wish to identify this Disbursement by. Your Disbursement Codes can be a mixture of letters and number but it is recommended that they not be longer than 6 characters.

3.3. Enter the Default Billing Status

The Default Billing Status will appear when a Disbursement charge is raised against a Matter.  This can be:

  • Billable  Next Invoice
  • Billable  Later Invoice
  • Not Billable

This will determine if the charge will appear on the next invoice to be raised, or held for future Invoices.   The Billing Status can be also manually changed as the Disbursement is entered against a Matter.

3.4. Enter the Description and Details

Next enter the full billing description, the amount of the Disbursement, the Tax Code and whether the amount includes tax.

3.5. Click 'Save & Close'

To finish setting up the Disbursement Code, click Save & Close.

The Disbursement Code will now appear in the Disbursement Codes list.

4. Close

Once you have finished entering all of your relevant Disbursement Codes, click Close to finish.