📄️ Understanding Task Billing
In e-Quinox, firms are given the option to bill Clients on a Task basis. The process of Task Billing involves Matters being assigned a Task Billing template. A task is then assigned to each time docket or expense record. When the bill is rendered, it is printed using a Billing Template that uses Task Billing tokens.
📄️ Adding New Provinces
In eQuinox, Provinces and States are maintained as "Jurisdictions". To add a new jurisdiction to the system, the user must:
📄️ Adding Rate Types
In eQuinox, the term Rate Type refers to the different rates that Timekeepers use when posting time to matters. To add a new Rate Type to the system, the user must:
📄️ Adding Bill Entities to a Matter
The steps for creating a new Bill Entity and then attaching it to a Matter are outlined below.
📄️ Changing Addresses
Editing An Existing Address
📄️ Changing Timekeepers on Docketed Time
Note: If the time has not yet been posted, you will need to follow Method 1. If the time dockets have been posted you will need to follow Method 2.
📄️ Closing Files
The Close Client Matters screen can be accessed by following the menu path:
📄️ Consolidating Multiple Entities
Entity Consolidation is a feature that can only be used by those who have Administrative and/or Accounting privileges in the e-Q system. Entity Consolidation is performed though the Entity Manager screen, and allows the user to "merge" multiple entitles into one.
📄️ Creating New Clients
Clients are created from entities, through the Entity Manager screen. Note: Before a person can be created as a Client, they must first be created as an entity in the system - if that step has not yet been taken, please refer to the help document "How do I create new entities?".
📄️ Creating New Entities
Before a Client (or Timekeeper, Vendor, Major Client, etc) can be created, the person must first be created in the system as en entity. Entities can be created in two ways: through the Maintain Entity screen, or through the Entity Manager screen.
📄️ Creating New Users
Note: Before starting this process, you may first want to review an existing User file and take note of the settings (i.e. e-Quinox Directory, User Department, Office, etc). The e-Quinox User screen is accessed through the Maintain Timekeeper Information screen.
📄️ Creating New Vendors
If the Vendor is not yet set up in the system as an Entity:
📄️ Creating Percentage Split Bills
A Percentage Split Bill is a bill that is split between two or more Bill Entities; each Bill Entity is billed for a specified percentage of the bill. To set up a Matter to be billed in this manner, you must follow the steps outlined below.
📄️ Deleting Unposted Time
- If a matter has unposted time is not going to be billed, the user must delete the time through the Time Recorder screen - Follow the menu path: Desktop --> Time Recorder
📄️ Reporting by Date versus by Accounting Month/Year
Why Do We Have A Choice?
📄️ Opening New Matters
The Maintain Matter Information screen can be accessed from within the Maintain Client screen (the Matter button in the bottom right hand corner of the screen) or through the menu by following this path:
📄️ Performing A Conflict Search
The Conflict Search screen allows the user to search for Matters, Client, Timekeepers, etc that are in some way associated with the selected entity. Users can also perform searches for Matters based on a full or partial Matter Name. This allows users to identify any possible conflicts of interest before they arise. It is recommended that the user perform a conflict search for new clients and for each new matter. A conflict search cannot be performed on an entity until that entity has first been entered into the system through the Entity Search routine.
📄️ Posting Trust Transfer Requisitions
Trust Transfer Requisitions are posted through the Trust Transfer screen. Once you have accessed this screen, you can then follow the steps outlined below.
📄️ Printing Multiple Bills
The Multiple Prebill Selection screen lets you print one or more pre-bill at a time. Once you have accessed this screen, you can then following the steps outlined below.
📄️ Automatic Disbursement Capture
Automatic Disbursement Capture transactions require a transaction code for each type of automatic capture device. e-Quinox supports multiple types of devices and multiple codes per device. For example, if you want to post different photocopy devices to different GL accounts, you would set up multiple codes with transaction type P and auto tran code of up to 3 characters.
📄️ Year End Procedures
The following instructions outline the process to follow when your firm is ready to roll its year end:
📄️ The Creation and Disposition of Provisional Disbursements
Provisional disbursements are client expense records created at billing time in anticipation of an invoice for a charge that has occurred against a client file that is about to be final billed.
📄️ Reversing Preconversion Bills
If you require the reversal of a bill and it's transactions that were posted prior to your conversion to eQ, it must be done so manually. The reason for this is that there is no way to be sure that all the information required for reversals is connected correctly. If reversal is attempted and the information is incomplete, then balancing will become extremely difficult.
📄️ Running Reports In Different Formats
To generated a report to a pdf file:
📄️ Setting Up The Ontario Transaction Levy Surcharge
- In the Client File Parameters screen, there is a field that is identified as Ontario Levy; you must select this field block to use levies in the e-Quinox systems
📄️ Performing Trust Transfers
There are a couple of ways to use the screens that are provided with the e-Quinox system. You can either do a trust transfer at the time of billing or after the fact. No matter which method you use, the fact is that the system provides the user with a very detailed audit trail.
📄️ Writing Off Unbilled Disbursements
- If the Matter has posted disbursements that are not going to be billed, the user must write these disbursements off through the Disbursements Write Down program
📄️ Writing off Unbilled Posted Time
- If a Matter has posted time that is not going to be billed, the user must write this time off through the Time Write Up/Write Down program