{"id":78,"date":"2021-07-14T14:04:52","date_gmt":"2021-07-14T13:04:52","guid":{"rendered":"http:\/\/192.168.91.100\/wordpress\/?page_id=78"},"modified":"2025-01-02T16:19:35","modified_gmt":"2025-01-02T16:19:35","slug":"2-6-1-scanning-incoming-mail","status":"publish","type":"page","link":"https:\/\/www.thelovens.co.uk\/OfficeManual\/?page_id=78","title":{"rendered":"2.6.1 Scanning Incoming Mail"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">General points relating to incoming post\u00a0&amp; entering deadlines into Equinox:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>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.<\/li>\n\n\n\n<li>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 \u2013 action required) and set that same day&#8217;s date. If the file is not reactivated, you won&#8217;t be able to enter the Task.\u00a0<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If you receive mail\/ a fax relating to a particular case file and there is already a\u00a0Task on that file,\u00a0\u00a0e.g. \u201cResponse from TMR?\u201d and the mail\/fax you have relates to that diary action, update it to read \u201cResponse from TMR? YES REPORT\u201d 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. \u201cMail received\u201d and set the\u00a0Term to the current date.<\/li>\n\n\n\n<li>It is essential that when scanning in post you check for deadlines in any of the letters.\u00a0\u00a0Letters\u00a0from the UKIPO or OHIM will quite often specify deadlines. The deadlines\u00a0from the UKIPO\u00a0always appear in bold near the top of the letter. OHIM deadlines can usually be found at the end of the letter e.g. \u201cplease reply within two months of receipt of this letter\u201d.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It is also essential that the due dates (deadlines) are immediately then entered into Patrawin,\u00a0after which\u00a0the 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 &#8220;Response from TMR? 10.05.2016&#8221;, 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: &#8220;Response from TMR? YES REPORT\u00a0\u00a0(current day)&#8221;.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Please see our\u00a0Remote Working Policy\u00a0for dealing with scanning when you are working away from the office.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Purchase Invoices<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Purchase invoices are received in various forms, and of course will need to be scanned if received in paper form.&nbsp; However received, the document will need to be saved as follows:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the relevant case file.\u00a0 If the purchase invoice is rechargeable, it will need to be entered into Equinox on the Charges tab &#8211; Add Charge.<\/li>\n\n\n\n<li>In Xero.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/www.thelovens.co.uk\/OfficeManual\/?page_id=19\" data-type=\"page\" data-id=\"19\">Back to&nbsp;General Office Administration<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>General points relating to incoming post\u00a0&amp; entering deadlines into Equinox: Purchase Invoices Purchase invoices are received in various forms, and of course will need to be scanned if\u2026<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":76,"menu_order":1,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"class_list":["post-78","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/78","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=78"}],"version-history":[{"count":4,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/78\/revisions"}],"predecessor-version":[{"id":628,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/78\/revisions\/628"}],"up":[{"embeddable":true,"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=\/wp\/v2\/pages\/76"}],"wp:attachment":[{"href":"https:\/\/www.thelovens.co.uk\/OfficeManual\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=78"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}