General points relating to incoming post & entering deadlines into Equinox:
- All incoming mail, without exception, should immediately be scanned and saved in the appropriate case file document list. If you are unsure where to save a scanned document, seek guidance from another member of staff.
- If you receive mail/ a fax relating to a particular case file, but that case file is abandoned, re-activate it and enter a Task (e.g. mail received – action required) and set that same day’s date. If the file is not reactivated, you won’t be able to enter the Task.
- If you receive mail/ a fax relating to a particular case file and there is already a Task on that file, e.g. “Response from TMR?” and the mail/fax you have relates to that diary action, update it to read “Response from TMR? YES REPORT” and bring the diary date forward to the current day. If the mail received does not relate to the existing diary date, simply add a new one e.g. “Mail received” and set the Term to the current date.
- It is essential that when scanning in post you check for deadlines in any of the letters. Letters from the UKIPO or OHIM will quite often specify deadlines. The deadlines from the UKIPO always appear in bold near the top of the letter. OHIM deadlines can usually be found at the end of the letter e.g. “please reply within two months of receipt of this letter”.
- It is also essential that the due dates (deadlines) are immediately then entered into Patrawin, after which the diary date should be amended instructing the fee earner to report/take action and the date should be brought forward to that day or the next working day. e.g. if the diary date says “Response from TMR? 10.05.2016”, and the post is the response from the TMR with a deadline to respond, enter the deadline by creating a manual action and amend the diary date as follows: “Response from TMR? YES REPORT (current day)”.
- Please see our Remote Working Policy for dealing with scanning when you are working away from the office.
Purchase Invoices
Purchase invoices are received in various forms, and of course will need to be scanned if received in paper form. However received, the document will need to be saved as follows:
- In the relevant case file. If the purchase invoice is rechargeable, it will need to be entered into Equinox on the Charges tab – Add Charge.
- In Xero.
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Last Updated on 2 January 2025 by Keith