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WIP & Billing

📄️ Disbursement Write Down

The Disbursement Write Down routine allows the user to make adjustments to the dollar amount being charged to the Client for Disbursements. To make Disbursement adjustments, the user must first execute a query based on criteria pertaining to the Disbursement records that are to be adjusted. For example, to adjust Disbursements between December 01 and January 14, the user must use those details as criteria when entering their query. Once the query is executed, the query results will be displayed in the Disbursement Details section, and the user may then select from the results which Disbursements are to be adjusted. Note: Disbursement amounts can only be Written Down (i.e. decreased).

📄️ Disbursement Write Down Reversal

The Disbursement Write Down Reversal routine allows the user to reverse adjustments made through the Disbursement Write Down routine to the dollar amount being charged to the Client for Disbursements. To reverse Disbursement adjustments, the user must first execute a query based on criteria pertaining to the Disbursement records that were adjusted. For example, to reverse adjustments made to Disbursements between December 01 and January 14, the user must use those dates as criteria when entering their query. Once the query is executed, the query results will be displayed in the Expenses section, and the user may then select from the results which Disbursement adjustments are to be adjusted.

📄️ Disbursement Transfer

The Disbursement Transfer routine allows the user to transfer posted Disbursements from one Client to another, and from one Matter to another. When transferring Disbursements, the user must first execute their query using criteria pertaining to the Disbursements that are to be transferred. For example, to transfer Disbursements between February 13 and February 17 from Client \# 7 to Client \# 9, the user must use those details as criteria when entering their query. Once the query is executed, the query results will be displayed in the Disbursement Details section, and the user may then select from the results which Disbursements are to be transferred. Note: Only posted Disbursements can be transferred between Clients and Matters, and only Disbursements in their entirety can be transferred (i.e. the user cannot transfer part of a Disbursement).

📄️ Post Automatic Disbursement Capture

The Post Automatic Disbursement Capture routine deals with those disbursements that are automatically tracked in the Firm (i.e. photocopy tracking, fax tracking, etc). As these disbursements are accumulated, they are recorded in a file (COM.IN) and are later posted so that the disbursements can be billed. If one of these disbursement records is invalid, it is recorded in a separate file and will be displayed in the screen shown below. This routine allows the user to edit these invalid disbursement records so they too can be posted and billed. When the Post Automatic Disbursement Capture routine is accessed from the eQuinox main menu, the screen shown below will be displayed.

📄️ Post WIP Disbursements

The Post Disbursements routine allows the user to enter and post disbursements to the General Ledger. In E-Quinox, Disbursements are any expense to the Firm acquired through work for a Client. For example, Long Distance Phone Calls, Postage Charges, Photocopy Charges. These costs are usually charged to the Client. Disbursements are sometimes broken down into Sundry Disbursements/Soft Costs (Firm Expenses), and General Disbursements/Hard Costs (General Expenses, usually paid for by Cheque).

📄️ Multiple Prebill Selection (Print Prebilling Report)

The Print Prebilling Report form is similar to the Print Prebilling Report, except the form allows the user to search for and select the Client/Matter(s) for whom the report will be generated. The main difference between the two is that the form allows the user to generate the report for multiple Client/Matters, while the report allows for only a single Client/Matter. The report generated through this form is a lifetime to date report, and displays the history of a Client/Matter's financial information. Report details include information about WIP Fees (both billed and non-billable), WIP Disbursements, Trust, and AR for the specified Client/Matter.

📄️ Time Recalculate Rates

The Time Recalculate Rates routine allows the user to recalculate the amount being billed to a Client after the Professional's rate has been changed. For example, if the Professional and the Client have not settled negotiations on rate amounts for work being done for the Client, the Professional may still proceed to work on and post Time to the Matter. Once rate negotiations are settled, the rate may be entered into the system and the value of the Time posted to the Matter may be recalculated at the new rate. This feature is useful in cases where the Professional and Client have ongoing business, or possibly a contract; on the anniversary date, or renewal date, the Rate agreement may be revised. If the revision is not made right away, work on the Matter may still continue and the value of the Time posted may easily be recalculated at a later date. Note: Before attempting to recalculate the Time Entries at the new rate, remember to first make the necessary adjustments to the Professional's rate(s) in the Maintain Timekeeper Information routine.

📄️ Transfer Time

The Transfer Time routine allows the user to transfer posted time from one Client to another, from one Matter to another, or from one Timekeeper to another. When transferring time, the user must first execute their query using criteria pertaining to the time entries that are to be transferred. For example, to transfer Time Entries between February 13 and February 17 from Timekeeper \# 7 to Timekeeper \# 9, the user must use those details as criteria when entering their query. Once the query is executed, the query results will be displayed in the Time Entry Details section, and the user may then select from the results which time entries are to be transferred. Note: Only posted Time Entries can be transferred between Clients and/or Timekeepers, and only Time Entries in their entirety can be transferred (i.e. the user cannot transfer part of a Time Entry). The View Time Entries routine can act as a reference when transferring Time Entries, as it will display all Time Entries within a specified time period.

📄️ Time Write Up/Write Down

The Time Write Up/Write Down routine allows the user to make adjustments to the amount of Time entered on posted Time Entries. This routine also allows the user to delete posted Time Entries. To make Time adjustments, the user must first execute a query based on criteria pertaining to the Time Entries that are to be adjusted. For example, to adjust Time on Time Entries between February 13 and February 17 for Client \# 345, the user must use those dates as criteria when entering their query. Once the query is executed, the query results will be displayed in the Time Entry Details section, and the user may then select from the results which Time Entries are to be adjusted. Time can either be written up or written down by simply entering a new fee amount (i.e. the amount that will be charged to the Client for that Time Entry). Only posted Time Entries can be adjusted through this routine.

📄️ Time Write Up / Write Down Reversal

The Time Write Up / Write Down Reversal routine allows the user to reverse adjustments to the amount of Time entered on posted Time Entries, as made in the Time Write Up / Write Down routine. To reverse Time adjustments, the user must first execute a query based on criteria pertaining to the Time Entries that were adjusted. For example, to reverse a time adjustment made to Time Entries between February 13 and February 17 for Client \# 345, the user must use those dates as criteria when entering their query.

📄️ Professional Time Entry

The Professional Time Entry routine allows Timekeepers to enter and post Time Entries to Matters. A Time Entry consists of the Fees being charged to the Matter (based on Rate x Hours), a Task Code (if it applies), and a description of the way in which the Time Entered was spent working on the Matter. Housing ten identical tabs, this routine allows the user to quickly access and post information to as many as ten Matters at a time. This routine is also used to adjust or edit existing Time Entries.

📄️ Track Prebills

The Track Prebills routine allows the user to view all Prebills that are currently outstanding or on hold. The user can place a Prebill on hold, or remove a Prebill from hold, allowing it to be processed. The Prebills that are viewed in this routine are as created in the Bill Cycle Prebill Selection routine. Note: Prebills cannot be created through this routine; the only changes that can be made in this routine are to place a Prebill on hold or to remove a Prebill from hold.

📄️ View Time Entries (Time Recorder)

The View Time Entries routine allows the user to view Time Entries for Matters, based on query information (i.e. search criteria), or enter new Time Entry records. Depending on the user's selections, they can view all Unposted Time Entries, all Posted Time Entries, both Posted and Unposted Time Entries, or all Time Entries for a Particular Matter, Client, or Timekeeper. The user is also able to access the Timekeeper Statistics routine directly from the View Time Entries screen.

📄️ Timekeeper Statistics

The Timekeeper Statistics routine allows the user to view details for time entries for a specified Timekeeper, for three calendar months at a time. The user can view the total hours and fees entered for each month or for each day, and can also view specific details for each individual time entry (i.e. associated Client and Matter, time entry description, etc). By clicking the Monthly Timekeeper Statistics button, the user is also able to view month to date and year to date time entry statistics for the current timekeeper.