Setting up a Recurring Matter Template
Before creating a new legal aid Criminal Court Duty matter it is useful to set up a Recurring Matter to assist with opening future court duty matters. To do this complete the following steps.
- Select New Matter on the Matter List.
- Click on the Create Recurring Matter button
- Click New
- Give the template a name i.e. Court Duty
- Select Criminal Law as the Matter Type for the template, enter a Description i.e. Court Duty, and click Save
- Click on the Defendant table type on the Details & Correspondence tab of the template, enter Court Duty into the defendant’s Surname field and click SAVE.
- Exit the matter.
Creating a New Court Duty Matter
To create a new criminal legal aid court duty matter, complete the following steps.
- Click on the New Matter button.
- Select Create Recurring Matter.
- Select the relevant matter name from the list of available matters that is displayed.
- Enter any additional information into the staff details, then click NEXT
- Click on the Matter Details > Accounting and enable the Legal Aid checkbox.
- Click Save.
- To enter the relevant legal aid details, from the Details & Correspondence tab, click on the Legal Aid Matter Details button on the Actions menu.
- Complete the relevant information and click Save & Close.
Criminal Law matter details required for court duty matters
| Field | Description |
| Branch | If your firm has multiple branches, select the branch that will be responsible for this matter |
| UFN | Date of initial attendance/first instruction on your client.
For Court Duty matters enter the date of the court duty session.
Unique File Number > Matter start date + 3 digits Case ID = DDMMYY/NNN |
| Rate | Define if the claims will be costed at London or National hourly rates and fixed fee. |
| Undesignated Area | If your firm falls within an undesignated area, travel and waiting will also be awarded when claiming standard fees. |
| Court | The court where court duty will/or has taken place |
Time recording and Invoicing for Court Duty Matters
To time record and invoice a criminal court duty matter, complete the following steps.
- Click on Time & Fees and click on the New Billable Items button on the Actions menu.
- Select the Staff, Date, Billing Stage and Activity Rate.
- Select the relevant Activity, enter a Billing Description, and the number of Units.
- Click Save & Close.
Invoicing
- Click on the Time & Fees tab.
- Click on the drop-down for New Invoice, within the Legal Aid section on the Actions menu, and select the stage of work you wish to raise the invoice for. Proceedings is for a magistrate’s claim.
- Select 0 Uncategorised from the Category drop-down, and PROD Court duty solicitor session, from the Stage drop-down.
- Enter the Date Concluded, Date Billed and number of Defendants
- The Status of the invoice can be set to Draft - Unapproved, Draft - Approved or Final – Printed/Sent by using the drop-down menu. The default selection is Final – Printed/Sent.
- Click Save & Close.
Knowledge Base
