Ideal Online Documentation

14172 T/B PROCESSING
TB2-07 Deletions/Writeoffs

 

PURPOSE

 

The deletions/writeoff program enables you to delete any unbilled time or disbursement entries that will not be billed to a client. Before deletion, you should ensure that the transactions cannot be billed from their original client/matter or transferred to another matter and billed from it. To avoid inadvertent deletions, many law firms designate a lawyer or administrator to approve any proposed deletions.

 

You should also ensure that the details on the matter are not to be allocated to a previously posted pre-bill. See 14177 PRE-BILL ALLOCATIONS.

 

After entering the client/matter code, the total value of the selected unbilled time and disbursements is displayed. Unless any changes are made to the selected transactions, this is the value of the deletion that will take place. You are prompted to enter the lawyer code for the lawyer who is to be debited with any disbursement deletions. Pressing [Enter] sets the assigned lawyer for the matter as the default.

 

Each law firm will have its own views on how to allocate the disbursement deletions therefore you should ensure that you are following firm policy when posting deletion transactions. The assigned lawyer's initials appear as the default choice as the majority of law firms wish to allocate the deletion statistic to the lawyer who had conduct of the file. All time entry deletions are automatically allocated to each timekeeper for statistical purposes. Total deletions statistics can also be reviewed on an assigned lawyer basis for all client/matters.

 

 

Press [F1] to view all transactions for the matter and change the status flag on any of the transactions, if desired. Changes are made by typing the sequence number that appears to the left of the transactions and then pressing [Enter]. Details can be selected or de-selected in this fashion. All details in one screen can have their status changed by entering "A". The total value of the selected details to be deleted changes automatically as the status flags are changed.

 

The program will automatically credit the G/L asset accounts that are normally debited at the time the entries are originally posted (ie unbilled time and unbilled disbursement asset accounts). For time entry deletions, the system will debit the G/L account that is normally credited when time entries are originally posted (ie unearned fees liability account or fees posted revenue account). For disbursement entry deletions, the system will debit the GL account that is specified in the lawyer/timekeeper maintenance program for each respective timekeeper.

 

Deletions/Writeoffs is accessed from:

  • Bill Processing menu.

 

PROCEDURE - BATCH CREATION

 

Select Deletions/Writeoffs from the Bill Processing menu.


You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. Batches are not terminal dependent. To select an existing batch for further processing see PROCEDURE - ACCESS AN EXISTING BATCH. Additional batches can be created whether or not previous batches have been updated. To update or abort a batch see PROCEDURE - REGISTER PRINTING AND UPDATE. If there are existing batches the first will be displayed and you have the options of processing the displayed batch, accessing another batch or creating a new batch.

 

If you are creating a new batch, press [Enter] at the batch selection screen. This clears the display of any existing batches and assigns the next sequential batch number.

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│01/02/07 Tm6     ***** TERMINAL INDEPENDENT BATCH SELECTION *****        3TPAI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:                                                              â”‚
│          BATCH NUMBER:                                                         â”‚
│                                                                                â”‚
│          G/L DATE:                                                             â”‚
│          CONTROL TOTAL:                                                        â”‚
│          BATCH DESCRIPTION:                                                    â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F4=END):  ____                                  â”‚
│PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP.                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Displays the company you are working in.

 

BATCH NUMBER

 

Defaults to the next available batch number, no input required.

 

G/L DATE

 

Enter a G/L date for the batch.

 

[Enter] for the current system date.

 

Many programs use the dates of the individual entries in the batch as the date the G/L is affected by the entries. For those programs, the batch G/L date indicates the date of batch creation. Some programs use the batch G/L date as the date the G/L is affected by ALL entries in the batch. The effective date is noted in PROCEDURE - DATA ENTRY.

 

 

CONTROL TOTAL

 

Enter the dollar total of the adjustments to be posted.

 

[Enter] to bypass.

 

Generally, a control total is optional. However, some programs require a control total. In either case a control total serves as a handy check-sum against the total entries in a batch and should be entered. Simply add up the total of the transactions to be made in the batch and enter that as your control total.

 

 

BATCH DESCRIPTION

 

Enter a description to identify the batch.

 

[Enter] to bypass.

 

You can enter up to 30 characters.

 

 

When you have completed the batch header fields the following prompt is displayed:

 

** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The information entered is discarded, not batch is created and the batch number remains available for use.

 

 

 

PROCEDURE - DATA ENTRY

 

Example Time/Disbursement Deletions Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/07/07            ***** TIME/DISBURSEMENT DELETIONS *****                 TWOI│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0006     CONTROL:          .00 ACTUAL:          .00 LEFT:          .00   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ#   CLIENT MATTER       LAWYER SELECTED TIME   SELECTED DISB                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0001   012345  0000         JM              .00             .00                 â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CLIENT: XYZ CORPORATION LTD.            MATTER: CORPORATE MATTERS               â”‚
│────────────────────────────────────────────────────────────────────────────────│
│PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END,              â”‚
│OR ENTER THE SEQUENCE# OF THE LINE YOU WISH TO DISPLAY OR PROCESS.              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END

 

Enter SEQ# of the detail line to display or delete.

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE

 

[Enter] to continue with data entry.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

[Enter] to accept detail line and advance to next line.

 

[F2] to display detail lines.

 

** ENTER STARTING SEQ # (ENTER FOR FIRST; F4 TO END):

 

Enter SEQ# of detail line to begin the display.

 

[Enter] for first detail line.

 

[F4] to cancel and return to main display.

 

[F3] to return to batch access screen.

 

[F4] to exit to menu.

 

 

FIELDS

 

SEQ #

 

Enter the sequence number of the line to process.

 

If you enter an existing sequence number you are prompted to bypass or delete it.

 

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE

 

[Enter] to bypass and not delete the line.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

 

[Enter] to generate next sequence number.

 

This enables you to add a new detail line.

 

 

CLIENT

 

Enter desired client code.

 

[F5] to display list of client/matter codes for selection.

 

MATTER

 

Enter desired matter code.

 

[F5] to display list of client/matter codes for selection.

 

LAWYER

 

Displays the assigned lawyer's code.

 

SELECTED TIME

 

Displays the total amount of all selected time entries.

 

This is the amount that will be deleted. Before selecting entries the amount displayed is .00.

 

 

SELECTED DISB

 

Displays the total amount of all selected disbursement entries.

 

This is the amount that will be deleted. Before selecting entries the amount displayed is .00.

 

 

PRESS F1 FOR SELECTION SCREEN OR F3 TO RE-ENTER MATTER OR RETURN TO CONTINUE.

 

[Enter] to accept the detail line as entered.

 

** OK TO UPDATE? (ENTER TO UPDATE; F3 TO BACKUP; F4 TO BYPASS):

 

[Enter] to update the line.

 

[F3] to return to the previous prompt.

 

[F4] to cancel the line.

 

[F1] to display list of time/disbursement matters for selection.

 

See PROCEDURE - TIME/DISBURSEMENTS SELECTION.

 

 

[F3] to return to previous field.

 

[F5] to display list of client/matters for selection.

 

 

PROCEDURE - TIME/DISBURSEMENTS SELECTION

 

Pressing [F1] opens a window displaying all unbilled time and disbursements for the related client/matter, allowing you to flag entries you wish to delete.

 

Example Time/Disbursements Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/08/07                 TIME/DISBURSEMENTS SELECTION                       TWOI│
│────────────────────────────────────────────────────────────────────────────────│
│CLIENT  012345   XYZ CORPORATION LTD.                 TRUST BAL      TERM BAL   â”‚
│MATTER  0000     CORPORATE MATTERS              CD          .00           .00   â”‚
│T/D/B   B            SELECTED TIME         .00  US          .00           .00   â”‚
│S/L/B   L            SELECTED DISB         .00  BILL STAT ON HOLD LAWYER JM     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  DATE/STAT  SOURCE LAWYER CODE   GL/HRS  REF/RATE    VALUE  ADJUST  BILLABLE   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│ 1. 121006 TW0047-001 AMW  001     10.00    10.00    100.00     .00    100.00   â”‚
│           test                                                                 â”‚
│ 2. 121106 TW0047-002 WPL  001      5.00   175.00    875.00     .00    875.00   â”‚
│           consultation                                                         â”‚
│ 3. 121106 TW0047-003 SMMA 001      1.00   125.00    125.00     .00    125.00   â”‚
│           consultation                                                         â”‚
│ 4. 121106 TW0047-004 SMMA 001      1.00   125.00    125.00     .00    125.00   â”‚
│           consultation                                                         â”‚
│                                                                   ----------   â”‚
│                                     TOTAL UNBILLED TIME             1,225.00   â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ENTER SEQ # TO CHG; ENTER FOR MORE; F4 TO END; F5 FOR OPTIONS; ______        â”‚
│   F1=START AT FEES; F2=START AT DISB'S; MMDDYY=START AT DATE.                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ENTER SEQ # TO CHG; ENTER FOR MORE; F4 TO END; F5 FOR OPTIONS; ______
   F1=START AT FEES; F2=START AT DISB'S; MMDDYY=START AT DATE.

 

Enter the item line number to select or deselect.

 

To display by date enter the date in the format MMDDYY.

 

 

[Enter] to display next screen

 

When there are more items that will fit on one screen press [Enter] to advance and [F3] to return to the previous screen.

 

 

[F1] to start display at fees.

 

[F2] to start display at disbursements.

 

[F3] to display the previous screen.

 

[F4] to return to main display.

 

[F5] to display selection options.


SELECTION OPTIONS

┌────────────────────────────────────────────────────────────────────────────────┐
│01/08/07                 TIME/DISBURSEMENTS SELECTION                       TWOI│
│────────────────────────────────────────────────────────────────────────────────│
│CLIENT  012345   XYZ CORPORATION LTD.                 TRUST BAL      TERM BAL   â”‚
│MATTER  0000     CORPORATE MATTERS              CD          .00           .00   â”‚
│T/D/B   B            SELECTED TIME         .00  US          .00           .00   â”‚
│S/L/B   L            SELECTED DISB         .00  BILL STAT ON HOLD LAWYER JM     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│  DATE/STAT  SOURCE LAWYER CODE   GL/HRS  REF/RATE    VALUE  ADJUST  BILLABLE   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F = CHANGE FLAG ON FEE ENTRIES                                                  â”‚
│                                                                                â”‚
│D = CHANGE FLAG ON DISB. ENTRIES                                                â”‚
│                                                                                â”‚
│A = CHANGE FLAG ON ALL ENTRIES                                                  â”‚
│                                                                                â”‚
│** ENTER CHOICE (F/D/A/F5=FLAG ALL):                                            â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ENTER CHOICE (F/D/A/F5=FLAG ALL):

 

"F" to modify flag on fees.

 

"D" to modify flag on disbursements.

 

"A" to modify flag on any entries.

 

[F5] to modify flag on all entries.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Select Deletions/Writeoffs from the Bill Processing menu. You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. If there are existing batches, the oldest batch will be selected and the fields in the batch selection screen will be completed and the following prompt displayed.

 

Example Time/Disbursements Deletions Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/07/07 Tm6        ***** TIME/DISBURSEMENT DELETIONS *****              3TWOI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:            99  IdeaLaw Ltd.                                  â”‚
│          BATCH NUMBER:       0006                                              â”‚
│                                                                                â”‚
│          G/L DATE:           12/12/06                                          â”‚
│          CONTROL TOTAL:             765.00                                     â”‚
│          BATCH DESCRIPTION   LEMMON                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):  ____               â”‚
│PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP.                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):

 

Enter the number of the batch to access.

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION/ACCESS.

 

 

[F1] to process the displayed batch.


** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

See PROCEDURE - ADD/DELETE LINES.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

[F2] to display header of next batch, if any.

 

[F4] to exit to menu.

 

[F5] to display list of existing batches for selection.

 

 

PROCEDURE - ADD/DELETE LINES

 

If you access an existing batch the following prompt is displayed at the batch header.

 

** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):  ____

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION/ACCESS

 

 

[F1] to process the batch details.

 

You are taken to the data entry screen where you may add or delete lines in the batch.

 

 

[F2] to display the next batch, if any.

 

[F4] to exit to menu.

 

The following prompt is displayed at the data entry screen.

 

PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END

 

Enter the SEQ# of the detail line you wish to display or delete.

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE

 

[Enter] to continue with data entry.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

[Enter] to begin new detail line with next sequential number.

 

This enables you to add additional lines to the batch (See PROCEDURE - DATA ENTRY).

 

 

[F2] to display detail lines.

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END)

 

Enter the SEQ# of detail line to begin display.

 

[Enter] to begin display at first detail line of batch.

 

[F4] to return to SEQ# field.

 

[F3] to return to batch selection screen.

 

[F4] to exit data entry and display the print selection menu.

 

 

PROCEDURE - REGISTER PRINTING AND UPDATE

 

After you have completed data entry in a new batch or completed adding and deleting lines to an existing batch, press [F4] to exit. You are taken to the print selection menu where you may print the batch registers.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 

After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.