Post Draft Bills
The Post Draft Bills routine allows the user to post and/or print Draft Bills that already exist in the system. Once the user executes a query, they will be presented with all Draft Bills that are available for posting; from these, the user can then make their selections. All information is as entered through the Billing routine, and cannot be changed here by the user.
When the Post Draft Bills routine is accessed from the eQuinox main menu, the screen shown below will be displayed.
Field Definition
The first two fields on this form are Journal Type (BL) and Journal Number.
Date - The date on which the Draft Bills are being posted. The default is the current Date, but this may be changed by making a selection from the Calendar provided or by manually entering a different date.
Acct Period - The Month (in number format) and Year of the Firm's current Accounting Period. This field automatically defaults to the current Accounting Period, but this may be changed by manually entering a different period. Note: Depending on the Firm's preferences (as indicated in the Firm Parameters routine), the user may be alerted with a message when posting the Draft Bills, and asked to verify the Accounting Period; this is used to ensure that all transactions occur within the correct Accounting Period.
Batch No - The unique identifier and name of the Batch in which the current Draft Bills were created.
Post - To Post the current Draft Bill, the user must "check" this field.
Print - To Print the current Draft Bill, the user must "check" this field. The Bill will be printed when the information is posted. NOTE: When printing Cheques, Requisitions, and/or Bills, the user must ensure that the Firm's cheque printer is selected as the default printer for their computer.
Bill ID - The unique identifier of the current Draft Bill, as automatically assigned by the system when the Draft Bill was first created.
Bill No - The number of the current Draft Bill, as will appear on the Bill itself.
Bill Date - The date on which the current Draft Bill was created.
Client, Matter, Bill Entity - The unique identifiers of the Client, Matter, and Billing Entity associated with the current Draft Bill. The corresponding names are displayed below.
Batch Timekeeper - The unique identifier and name of the Timekeeper associated with the Batch in which the current Draft Bills were created.
TMKP - The unique identifier of the Timekeeper associated with the current Draft Bill. The corresponding Timekeeper Name is displayed below.
Hours, Fees Amt - The number of hours and the dollar amount charged to the Client for these hours on the current Draft Bill.
Disb Amt - The total dollar amount charged to the Client for Disbursements on the current Draft Bill.
Tax Fees, Tax Disb - The total dollar amount of Taxes charged to the Client for Fees and for Disbursements on the current Draft Bill.
Total Billing - The total dollar amount charged to the Client on the current Draft Bill (i.e. Fees + Disbursements + Fees Tax + Disbursements Tax).
Hold, Hold Reason - These fields indicate if the current Draft Bill has been placed on Hold, and if so, the reason for it.
Interest Rate - The default Interest Rate that will be applied to the current Draft Bill should it go into Collection.
Template - The default Billing Template that will be used when the current Draft Bill is printed.
Bill Text - The default text that will be used in the body of the current Draft Bill when it is printed.
Client Name, Matter Name, Bill Entity Name, Billing Timekeeper - The names of the Client, Matter, Bill Entity, and Timekeeper associated with the current Draft Bill. The corresponding unique identifiers are displayed above.
This section of the screen displays details about the Sub Bills that make up the current Draft Bill.
Sub Bill ID - The unique identifier of the current Sub Bill, as automatically assigned by the system when the Sub Bill was first created.
Sub No - The number of the current Sub Bill, as will appear on the Bill itself.
Client, Matter, Bill Entity - The unique identifiers of the Client, Matter, and Billing Entity associated with the current Sub Bill. The corresponding names are displayed below.
Style - The Billing Style that will be used by default when the current Sub Bill is printed.
Hours, Fees - The number of hours and the dollar amount charged to the Client for these hours on the current Sub Bill.
Disb Amt - The total dollar amount charged to the Client for Disbursements on the current Sub Bill.
Tax Fees, Tax Disb - The total dollar amount of Taxes charged to the Client for Fees and for Disbursements on the current Sub Bill.
Total - The total dollar amount charged to the Client on the current Sub Bill (i.e. Fees + Disbursements + Fees Tax + Disbursements Tax).
Bill Entity Name - The name of the Bill Entity associated with the current Sub Bill. The corresponding Bill Entity Name is displayed above.
Interest Rate - The default Interest Rate that will be applied to the current Sub Bill should it go into Collection.
Bill Distribution - This button allows the user to view and/or edit the way in which payment on the current Bill will be distributed among the associated Timekeepers.
Once the user has selected all the desired Bills for Posting and/or Printing, they must post the information (i.e. click the Save button or press F10). The user will be presented with a message confirming a successful Posting process.