Ideal Online Documentation

14334 T/B LISTINGS, REPORTS AND FORMS
TB5-23 Preliminary Billing Detail Report

 

PURPOSE

 

The preliminary billing detail report program prints billable and non-billable hours, fees, disbursements, writeoffs and adjustments by lawyer, billing cycle, group or clients. You may specify particular client/matters or a range, select a range of detail dates, and flag items for billing. This program is typically used to verify billings prior to printing the actual bills that will be sent to clients.

 

Preliminary Billing Detail Report is accessed from:

  • Bill Processing menu.

 

PROCEDURE

 

Select Preliminary Billing Detail Report from the Bill Processing menu. The following prompts display.

 

(1) DO NOT COMBINE MATTERS
(2) COMBINE MATTERS
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept default value "1".

 

"1" to not combine matters.

 

"2" to combine matters.

 

If matters are combined, all details will be sorted by date within each client. If you select this option the next prompt defaults to inquiry only. If you want to prepare matters for automatic billing select option "1".

 

 

(1) BILLING SELECTIONS
(2) INQUIRY SELECTIONS
** ENTER SELECTION (ENTER='2'):

 

[Enter] to accept default value "2".

 

"1" to make billing selections.

 

The billing option allows you to prepare matters for automatic billing.

 

 

"2" to make inquiry selections.

 

[F3] to return to the previous prompt. 

 

[F4] to exit to menu.


(1) BY LAWYER
(2) BY CYCLE
(3) BY GROUP
(4) BY CLIENT
** ENTER SELECTION (ENTER='4'):

 

[Enter] to accept default value "4".

 

"1" to make billing or inquiry selections by lawyer.

 

(1) BY RESPONSIBLE LAWYER
(2) BY ASSIGNED LAWYER
** ENTER SELECTION (ENTER='2'):

 

[Enter] to accept default value "2".

 

"1" to select by responsible lawyer.

 

** ENTER SELECTED LAWYER (F2='ALL'):

 

Enter lawyer code to select.

 

[F2] to select all lawyers.

 

[F3] to return to the previous field.

 

[F5] to display list of lawyer/timekeeper codes for selection.

 

"2" to select by assigned lawyer.

 

** ENTER SELECTED LAWYER (F2='ALL'):

 

Enter lawyer code to select.

 

[F2] to select all lawyers.

 

[F3] to return to the previoius field.

 

[F5] to display list of lawyer/timekeeper codes for selection.

 

"2" to make billing or inquiry selections by cycle.

 

** ENTER SELECTED CYCLE (F2='ALL'):

 

Enter the cycle(s) to include.

 

Enter the number of each cycle desired and press [Enter]. When all cycles have been entered press [Enter] again at the prompt.

 

 

[F2] to include all cycles.

 

[F3] to return to previous field.

 

"3" to make billing or inquiry selections by group.

 

(1) ENTER SELECTED GROUP(S)
(2) ENTER RANGE OF GROUP(S)
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to select specific group(s) to include.

 

(1) PRINT IN ORDER ENTERED
(2) PRINT IN ORDER OF CLIENT CODE
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to print groups in order you enter them.

 

** ENTER SELECTED GROUP(S) (F2='ALL'):

 

Enter groups to include.

 

Enter each group code and press [Enter]. When all group codes have been entered press [Enter] again at the prompt.

 

 

[F2] to include all groups.

 

[F3] to return to the previous field.

 

[F5] to display list of groups for selection.

 

"2" to print groups in order of client codes.

 

** ENTER SELECTED GROUP(S) (F2='ALL'):

 

Enter groups to include.

 

Enter each group code and press [Enter]. When all group codes have been entered press [Enter] again at the prompt.

 

 

[F2] to include all groups.

 

[F3] to return to the previous field.

 

[F5] to display list of groups for selection.

 

"2" to select a range of groups to include.

 

** ENTER STARTING GROUP(S) (ENTER=FIRST):

 

Enter group code to begin range.

 

[Enter] to begin range with first group in system.

 

[F3] to return to the previous field.

 

[F5] to display list of groups for selection.

 

** ENTER ENDING GROUP(S) (ENTER=LAST):

 

Enter group code to end range.

 

[Enter] to end range with last group in system.

 

[F3] to return to the previous field.

 

[F5] to display list of groups for selection.


"4" to make billing or inquiry selections by client.

 

(1) ENTER SELECTED CLIENT/MATTER(S)
(2) ENTER RANGE OF CLIENT/MATTER(S)
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to select specified client/matters.

 

(1) PRINT IN ORDER ENTERED
(2) PRINT IN ORDER OF CLIENT CODE
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to print clients in order you enter them.

 

** ENTER SELECTED CLIENT/MATTER(S) (F2='ALL'):

 

Enter client/matters to include.

 

Enter each client/matter and press [Enter]. When all client/matters have been entered press [Enter] again at the prompt.

 

 

[F2] to select all client/matters.

 

[F3] to return to the previous field.

 

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

 

"2" to print client/matters in order of client codes.

 

** ENTER SELECTED CLIENT/MATTER(S) (F2='ALL'):

 

Enter client/matters to include.

 

Enter each client/matter and press [Enter]. When all client/matters have been entered press [Enter] again at the prompt.

 

 

[F2] to select all client/matters.

 

[F3] to return to the previous field.

 

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

 

"2" to select range of client/matters.

 

** ENTER STARTING CLIENT/MATTER(S) (ENTER=FIRST):

 

Enter client/matter to begin.

 

[Enter] to begin with first client/matter on file.

 

[F3] to return to the previous field.

 

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

 

** ENTER ENDING CLIENT/MATTER(S) (ENTER=LAST):

 

Enter client/matter to end.

 

[Enter] to end with last client/matter on file.

 

[F3] to return to the previous field.

 

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

 

[F3] to return to the previous field.

 

(1) PRINT DETAILS AND SUMMARY
(2) PRINT DETAILS ONLY
(3) PRINT SUMMARY ONLY
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to print details and summary.

 

"2" to print details only.

 

"3" to print summary only.

 

[F3] to return to the previous field.

 

(1) PRINT IF MATTER MEETS MINIMUM UNBILLED BALANCE
(2) PRINT IF TRUST BALANCE IS GREATER THAN ZERO
(3) SELECT BOTH OPTIONS (1) AND (2)
(4) SELECT BY RANGE OF DETAIL DATES
(5) PRINT ALL MATTERS
(6) PRINT POTENTIAL WRITE-OFF MATTERS
** ENTER SELECTION (ENTER='5'):

 

[Enter] to accept default value "5".

 

"1" to print only if matter meets a minimum unbilled balance.

 

** ENTER MINIMUM AMOUNT:  .01

 

Enter minimum amount required.

 

[Enter] to accept displayed default value.

 

[F3] to return to the previous field.

 

"2" to print only if the trust balance is greater than zero.

 

"3" to select both options "1" and "2".

 

** ENTER MINIMUM AMOUNT:  .01

 

Enter minimum amount required.

 

[Enter] to accept displayed default value.

 

[F3] to return to the previous field.

 

"4" to print by selecting a range of detail dates.

 

** ENTER STARTING DETAIL DATE: MMDDYY

 

Enter starting detail date in format MMDDYY.

 

[Enter] to start at earliest date in system.

 

[F3] to return to the previous field.

 

** ENTER ENDING DETAIL DATE: MMDDYY

 

Enter ending detail date in format MMDDYY.

 

[Enter] to end a last date in system.

 

[F3] to return to the previous field.

 

"5" to print all matters.

 

"6" to print potential writeoff matters only. 

 

** ENTER MAXIMUM UNBILLED FEES AMOUNT: 25.

 

Enter the maximum unbilled fee amount to include.

 

[Enter] to accept the displayed default amount.

 

** ENTER MAXIMUM UNBILLED DISBURSEMENTS AMOUNT: 25.

 

Enter the maximum unbilled disbursement amount to include.

 

[Enter] to accept the displayed default amount.

 

[F3] to return to the previous field.

 

(1) PRE-SELECTED CLIENT/MATTER(S)
(2) NON PRE-SELECTED CLIENT/MATTER(S)
(3) PRE-SELECTION NOT RELEVANT
** ENTER SELECTION (ENTER='3'): 3

 

[Enter] to accept default value "3".

 

"1" to print pre-selected client/matters only.

 

"2" to print only client/matters not pre-selected.

 

"3" to print client/matters regardless of pre-selection.

 

[F3] to return to the previous field. 

 

** ENTER THE BILLING DATE: MMDDYY

 

Enter billing date in format MMDDYY.

 

This date is used to calculate contingency PST as it will appear on the bill.

 

 

[Enter] for current system date.

 

[F3] to return to the previous prompt. 

 

** PRESS F1 TO CONTINUE

 

This prompt displays if you selected inquiry selections at the second prompt.

 

 

[F1] to display the print selection menu.

 

See PRINTER SELECTION & CONFIGURATION.

 

 

[F3] to return to the previous field. 

 

** PRESS F1 TO CONTINUE WITH BILLING SELECTIONS

 

This prompt displays if you selected billing selections at the second prompt.

 

 

[F1] to display further billing options.

 

[F3] to return to the previous field.

 

(1) PRINT DRAFT INVOICES AFTER REPORT
(2) PRINT REAL INVOICES AFTER REPORT
(3) PRINT REPORT ONLY
** ENTER SELECTION (ENTER=' '):

 

"1" to print draft invoices after printing report.

 

Based on your system setup the options of the succeeding prompts default as follows.

 

 

** FLAG TIME AND DISB DETAILS UP TO A SPECIFIED DATE
** ENTER DATE TO FLAG DETAILS UP TO: 08/16/07

 

This option defaults to the current system date.

 

 

** SET ALL MATTERS TO BILLABLE
** DO NOT CREATE TRUST TRANSFER DETAILS
** PRESS F1 TO CONTINUE

 

[F1] to display the print selection menu.

 

See PRINTER SELECTION & CONFIGURATION.

 

 

[F3] to return to the previous field. 

 

"2" to print real invoices after printing report.

 

Based on your system setup the options of the succeeding prompts default as follows.

 

 

** FLAG TIME AND DISB DETAILS UP TO A SPECIFIED DATE
** ENTER DATE TO FLAG DETAILS UP TO: 08/16/07

 

This option defaults to the current system date.

 

 

** SET ALL MATTERS TO BILLABLE
** DO NOT CREATE TRUST TRANSFER DETAILS ** PRESS F1 TO CONTINUE

 

[F1] to display the print selection menu.

 

See PRINTER SELECTION & CONFIGURATION.

 

 

[F3] to return to the previous field. 


"3" to print report only, no invoices.

 

(1) FLAG ALL TIME AND DISB DETAILS FOR BILLING
(2) FLAG TIME AND DISB DETAILS UP TO A SPECIFIED DATE
(3) DO NOT FLAG ANY TIME OR DISB DETAILS
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to flag all time and disbursement details for billing.

 

"2" to flag time and disbursement details up to a specified date.

 

** ENTER DATE TO FLAG DETAILS UP TO:  MMDDYY

 

Enter date to flag details up to in format MMDDYY.

 

[Enter] for current system date.

 

[F3] to return to the previous field.

 

"3" to not flag any time or disbursement details.

 

[F3] to return to the previous field.

 

(1) SET ALL MATTERS TO BILLABLE
(2) DO NOT SET MATTERS TO BILLABLE
** ENTER SELECTION (ENTER='1'):

 

[Enter] to accept default value "1".

 

"1" to set all matters to billable.

 

"2" to not set matters to billable.

 

[F3] to return to the previous field.

 

(1) CREATE TRUST TRANSFER DETAILS
(2) DO NOT CREATE TRUST TRANSFER DETAILS
** ENTER SELECTION (ENTER='2'):

 

Based on your system setup you may or may not be able to change the default option of this prompt.

 

 

[Enter] to accept default value "2".

 

"1" to create trust transfer details.

 

"2" to not create trust transfer details.

 

[F3] to return to the previous field.

 

** PRESS F1 TO CONTINUE:

 

[F1] to display the printer selection menu.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.


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.

 

Example Preliminary Billing Detail Report and Preliminary Inquiry Detail Report printouts follow.

  



                                                             IdeaLaw Ltd.
02/07/07  16:21:40                               PRELIMINARY BILLING DETAIL REPORT                                        PAGE: 2
                                               UPDATING:  MATTER STATUS/DETAIL FLAGS
                                                       FROM: FIRST  TO: LAST
                                                 LAWYER: WALTER P. LIGHTFOOT (WPL )

                                           * * * *   L A W Y E R   T O T A L S   * * * *
<-------- A / R   S U M M A R Y --------------><------------------------ M A T T E R   S U M M A R Y------------------------------>

                                   MATTER A/R   AGED TIME & DISB                                MONTH           YEAR     FROM START
                                                                        BILLABLE HRS            76.00          76.00          76.00
CURRENT                              2,867.80          5,375.00         NON BILL HRS             8.00           8.00           8.00
OVER 30                                   .00               .00         BILLABLE TIME        9,280.00       9,280.00       9,280.00
OVER 60                                   .00               .00         BILLABLE DISB          517.50         517.50         517.50
OVER 90                                   .00          1,500.00         TIME ADJUSTMENTS       125.00-        125.00-       -125.00
OVER 120                                  .00            107.50         TIME WRITEOFFS            .00            .00            .00
TOTAL                                2,867.80          6,982.50         DISB ADJUSTMENTS          .00            .00            .00
                                                                        BILLED FEES          2,280.00       2,280.00       2,280.00
                                                                        FEE TAX                168.00         168.00         168.00
                                                                        BILLED DISB            410.00         410.00         410.00
                                                                        DISB TAX                 9.80           9.80           9.80
                                                                        BAD DEBTS                 .00            .00            .00

                                                                                                  TIME          DISB
                                                                        UNBILLED             6,875.00         107.50
                                                                        PREBILLED                 .00            .00
                                                                        QUOTED                    .00            .00

                                                                        TRUST                CANADIAN       AMERICAN
                                                                        POOLED                    .00            .00
                                                                        OTHER                     .00            .00




                                                             IdeaLaw Ltd.
02/07/07  16:21:40                               PRELIMINARY BILLING DETAIL REPORT                                        PAGE: 3
                                               UPDATING:  MATTER STATUS/DETAIL FLAGS
                                                       FROM: FIRST  TO: LAST
                                                 LAWYER: WALTER P. LIGHTFOOT (WPL )

                                           * * * *   R E P O R T   T O T A L S   * * * *
<-------- A / R   S U M M A R Y --------------><------------------------ M A T T E R   S U M M A R Y------------------------------>

                                   MATTER A/R   AGED TIME & DISB                                MONTH           YEAR     FROM START
                                                                        BILLABLE HRS           272.05         857.23         857.23
CURRENT                            601,457.82          8,093.75         NON BILL HRS             8.00          48.00          48.00
OVER 30                            379,458.70               .00         BILLABLE TIME      171,897.75     241,992.75     241,992.75
OVER 60                              3,594.26               .00         BILLABLE DISB        5,905.62      22,579.46      22,579.46
OVER 90                                   .00          1,500.00         TIME ADJUSTMENTS   537,427.50   2,230,024.25   2,230,024.25
OVER 120                            57,000.00        143,101.24         TIME WRITEOFFS         125.00         175.00         175.00
TOTAL                            1,041,510.78        152,694.99         DISB ADJUSTMENTS          .00       3,486.00       3,486.00
                                                                        BILLED FEES        563,506.50   2,322,698.25   2,322,698.25
                                                                        FEE TAX             60,683.00     231,281.60     231,281.60
                                                                        BILLED DISB          2,804.38      22,964.22      22,964.22
                                                                        DISB TAX                85.02         856.01         856.01
                                                                        BAD DEBTS                 .00     316,560.68     316,560.68

                                                                                                  TIME          DISB
                                                                        UNBILLED           149,593.75       3,101.24
                                                                        PREBILLED                 .00       1,173.72
                                                                        QUOTED              50,000.00       6,000.00
                                                                        CONTIN/FLAT      1,333,400.00

                                                                        TRUST                CANADIAN       AMERICAN
                                                                        POOLED             590,005.72            .00
                                                                        OTHER               25,500.00            .00





                                                            IdeaLaw Ltd.
02/11/07  12:10:34                               PRELIMINARY BILLING DETAIL REPORT                                        PAGE: 1
                                                       FROM: FIRST  TO: LAST
                                                 LAWYER: STEVEN L. ROSEVELT (SLR )

CLIENT: 000002    SHANE & MARNIE GUNTHER          MATTER: 0000      PURCHASE OF EXPO SITE
-----------------------------------------------------------------------------------------------------------------------------------
FLAG DATE     WORK DESCRIPTION                  LAWYER   SOURCE    HOURS   RATE      VALUE     ADJUST   BILLABLE      GST       PST
-----------------------------------------------------------------------------------------------------------------------------------

   T A X   S U M M A R Y   F O R   S E L E C T E D   I T E M S   O N L Y
DESCRIPTION        TAX RATE          FEES       TAX          DISB       TAX
___________        ________          ____       ___          ____       ___
FLAT FEE              7.00%    250,000.00   17500.00         0.00      0.00
                               ----------  --------    ----------  --------
GST TOTALS:                    250,000.00   17500.00         0.00      0.00

FLAT FEE              7.00%    250,000.00   17500.00         0.00      0.00
                               ----------  --------    ----------  --------
PST TOTALS:                    250,000.00   17500.00         0.00      0.00

TRUST TRANSFER SUMMARY (INQUIRY OF POSSIBLE TRUST TRANSFER. NO UPDATE PERFORMED.)
______________________
INVOICE TOTAL:                   285,000.00            LAWYER AUTHORIZATION TO
TRUST TRANSFER:                  285,000.00            TRANSFER INDICATED BALANCE
BALANCE OWING:                         0.00            FROM TRUST ACCOUNT:           __________________________________

<-------- A / R   S U M M A R Y --------------><------------------------ M A T T E R   S U M M A R Y ----------------------------->

                    CLIENT A/R     MATTER A/R   AGED TIME & DISB                                MONTH           YEAR     FROM START
                                                                        BILLABLE HRS            42.80         106.10         106.10
CURRENT             307,800.00     307,800.00               .00         NON BILL HRS              .00            .00            .00
OVER 30              98,253.48      98,253.48               .00         BILLABLE TIME        5,937.50      13,926.25      13,926.25
OVER 60                    .00            .00               .00         BILLABLE DISB          270.00       7,093.07       7,093.07
OVER 90                    .00            .00               .00         TIME ADJUSTMENTS   283,062.50     359,767.50     359,767.50
OVER 120                   .00            .00               .00         TIME WRITEOFFS            .00            .00            .00
TOTAL               406,053.48     406,053.48               .00         DISB ADJUSTMENTS          .00            .00            .00
                                                                        BILLED FEES        290,000.00     373,693.75     373,693.75
MTD BILLINGS        330,874.90                                          FEE TAX             40,600.00      52,280.21      52,280.21
YTD BILLINGS        433,465.18                                          BILLED DISB            270.00       7,093.07       7,093.07
                                                                        DISB TAX                 4.90         398.15         398.15
LAST BILL DATE        05/16/05       05/16/05     ASSIGNED LYR: SLR     BAD DEBTS                 .00       2,336.80       2,336.80

LAST BILL #           I00070         I00070       RATE LEVEL:   1                                 TIME          DISB
LAST PMT DATE         05/12/05       05/12/05     LAW TYPE:     RECO    UNBILLED                  .00            .00
LAST PMT AMT         23,074.90      23,074.90     FEE TYPE:     F       PREBILLED                 .00            .00
                                                                        QUOTED                    .00            .00
                                                                        FLAT FEE           250,000.00

                                                                        TRUST                CANADIAN       AMERICAN
                                                                        POOLED             441,925.10            .00
                                                                        OTHER                5,100.00            .00