Ideal Online Documentation

14180 T/B PROCESSING
TB2-15 Preliminary Billing Matter Selection

 

PURPOSE

 

The preliminary billing matter selection program is used to select matters for the purpose of generating automatic invoices. Once the preliminary billing summary report has been analyzed and matters to be billed have been identified, the matter selection program can be used to set the status flag on the matters to either "B"illable or "S"elected.

 

Alternatively, you can set the status flag of the matters to be billed directly in the preliminary billing detail report program's selection process. The matter selection program, however, enables you to select the matters to be billed without keying the applicable client/matter numbers in the preliminary billing detail report program.

 

The primary benefit of the matter selection program is that you can view screens of all client/matters and change the status flag from "H"old to "B"illable or "S"elected. Additionally, you may find it beneficial to have inquiry-only preliminary billing detail reports reviewed prior to flagging the client/matter or details and then perform the flagging process afterward in the matter selection and detail selection programs.

 

The program prompts you for the client code, the matter number and the assigned lawyer code. The information regarding the matter is displayed and you can select the matter by pressing enter. The same matter code remains selected unless you press [F3] to change it. In this fashion, you can select any matters for the selected client.

 

If you select a wrong client/matter, you may be deselected by simply keying in the same client/matter number and selecting "Y" at the "Deselect?" prompt.

 

Method A: Change Matter Status Flags To Selected

  1. Print the preliminary billing summary report and provide it to the billing lawyer. The lawyer analyzes this report and highlights specific matters for billing.

  2. Select all the highlighted matters using the matter selection program. This selection process changes the matter status from "H"old to "S"elected.

  3. Print the preliminary billing detail reports for all selected matters and in the process change the matter status from "S"elected to "B"illable.

    • In the process of selecting the detail reports, you can select (flag) the details to be billed. You have the option to flag all details or only those details up to a specified date.

    • If any specific details that have been flagged are not to be billed, the you can deselect them through the detail selection program.

  4. Use the automatic bill processing program to print the bills for all the billable matters. This changes the matter status to "P"rinted. When you update the bills the matter status automatically returns to "H"old.

Method B: Change Matter Status Flag To Billable

 

This option is handy if you don't know which matters or details are to be billed until after review of detail reports. In this scenario you print and review inquiry-only detail reports and then set the matter and detail status flags using the matter selection and detail selection programs.

 

  1. Print the preliminary billing summary report and provide it to the billing lawyer. The lawyer analyzes this report and highlights specific matters for billing.

  2. Print inquiry-only preliminary billing detail reports for all highlighted client/matters and these are then reviewed for billing decisions.

  3. Use the matter selection program to flag each of the client/matters to be billed and change the flag from "H"old to "B"illable.

  4. Use the detail selection program to flag the appropriate unbilled time and disbursement details that are to be billed.

  5. Use the automatic billing bill processing program to print the bills for all of the billable matters which will change the matter status to "P"rinted. Once the bills are updated, the matter status will automatically return to on "H"old.

Preliminary Billing Matter Selection is accessed from:

  • Bill Processing menu.

 

PROCEDURE

 

Select Preliminary Billing Matter Selection from the Bill Processing menu. The preliminary billing matter selection screen displays.

 

PRELIMINARY BILLING MATTER SELECTION DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│07/27/07                       The Ideal Law Firm                               â”‚
│                      PRELIMINARY BILLING MATTER SELECTION                      â”‚
│                                                                                â”‚
│CLIENT CODE    ____________                            CDN TRUST                â”‚
│MATTER NUMBER                                          US TRUST                 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CLIENT/MATTER    SELECTED     SELECTED  CONSOL? ASSGND BILL   BILL          DISB│
│                     TIME         DISB          LAWYER FORMAT PARAGRAPHS     INT│
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F2 TO VIEW ALL SELECTED CLIENT/MATTERS.                                         â”‚
│Enter CLIENT code, F5 for inquiry.                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F2 TO VIEW ALL SELECTED CLIENT/MATTERS.
Enter CLIENT code, F5 for inquiry.

 

Enter the desired client code.

 

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

 

 

FIELDS

 

CLIENT CODE

 

Enter the client code you wish to select matters for.

 

MATTER NUMBER

 

Enter the matter code you want selected.

 

[Enter] to display all matters if client has multiple matters.

 

If you select a matter that is already selected the following prompt displays.

 

 

** MATTER IS ALREADY SELECTED. DO YOU WANT TO DESELECT (Y/N):

 

"Y" to deselect matter.

 

"N" to not deselect.

 

CDN TRUST

 

Displays total amount of money in Canadian trust accounts for each matter.

 

US TRUST

 

Displays total amount of money in U.S. trust accounts for each matter.

 

CLIENT/MATTER

 

Displays selected client and matter numbers.

 

SELECTED TIME

 

Displays total amount of selected time for each matter.

 

SELECTED DISB

 

Displays total amount of selected disbursements for each matter.

 

CONSOL?

 

[Enter] to NOT consolidate all matters on one bill.

 

[F2] to consolidate all matters on one bill.

 

[F3] to re-enter matter.

 

ASSGND LAWYER

 

Enter assigned lawyer code.

 

[Enter] to accept default lawyer code.

 

BILL FORMAT

 

Enter desired bill format code.

 

See 14274 - AUTOMATIC BILLING FORMATS.

 

 

BILL PARAGRAPHS

 

Enter desired bill paragraph codes.

 

See 14274 - AUTOMATIC BILLING FORMATS, Paragraphs.

 

 

DISB INT

 

Defaults to the selection on field #19 of the customer/matter maintenance program.

 

"1" for 30 days.

 

"2" for 60 days.

 

"3" for 90 days.

 

"4" for 120 days.

 

"N" for no interest.

 

Example Preliminary Billing Matter Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/14/07                       IdeaLaw+ 5.2 Demo                            TPBS│
│                      PRELIMINARY BILLING MATTER SELECTION                      â”‚
│                                                                                â”‚
│CLIENT CODE    000888__ JOHN DOE                       CDN TRUST            .00 â”‚
│MATTER NUMBER  0001     M.V.A. - DEC. 12/04            US TRUST             .00 â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CLIENT/MATTER    SELECTED     SELECTED  CONSOL? ASSGND BILL   BILL          DISB│
│                     TIME         DISB          LAWYER FORMAT PARAGRAPHS     INT│
│────────────────────────────────────────────────────────────────────────────────│
│000888   0001    1,618.75     1,029.58     N     SLR     M    BM TZ LZ BZ TX  N â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F2 TO VIEW ALL SELECTED CLIENT/MATTERS.                                         â”‚
│ENTER CLIENT CODE, F3 TO BACKUP, F4 TO END, F5 FOR INQUIRIES.                   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F2 TO VIEW ALL SELECTED CLIENT/MATTERS.
ENTER CLIENT CODE, F3 TO BACKUP, F4 TO END, F5 FOR INQUIRIES.

 

Enter desired client code.

 

[F2] to view all selected client/matters.

 

[F3] to clear display.

 

[F4] to exit to menu.

 

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