If you need to hold funds on Client Account for a specific purpose, but outside the confines of an undertaking, then you will need to set a reminder for yourself and for the Accounts Team. The retention process in Keyed-In has been created for this purpose. This ensures the Accounts Team know what the funds are for, and don't use the funds for another purpose by accident. In Keyed-In, go to "Matter Management" and then select "Notify Retention", populate the fields and click "Send Notify Retention". This will allow those funds to be ring fenced in the same way as undertaking funds are.
To use a retention when sending funds out, you'll need to make it clear when you are completing the Pay From Client Account Form in Keyed-In and must remember to deal with any balance. Unless you say otherwise, any balance will continue to be held on retention.