Created by: Joselynn Curtis Presented by: Matt Jamma

1. ELITE ENTERPRISE Interim Bills Created by: Joselynn Curtis Presented by: Matt Jamma

2. AGENDA • INTRODUCTION • SET UPS • GENERATION – INTERIM BILL • APPLICATION BILLS • CLOSING BILLS • INQUIRY • Q AND A

3. Definition • What is Interim billing? • There are multiple terms that have been used: • Interim Bills • Fixed Fee Bills.   • On-Account Bills • No “real” time or cost are included on the Initial bill. “Real” time is allocated to the bill once worked by the timekeepers

4. Interim Bill Basics • There are 3 main components in the Interim billing process:  • Interim Bills – Interim bills are bills for work in process on a matter. No time or costs have to be worked. • The interim bill does not update the timekeeper, matter, or matter/timekeeper history. • No hours are credited to any timekeeper until the Application Bill or Closing bill is run.

5. Application Bills • Applications to Interim Bills • This feature allows you apply actual time and costs to the original interim bill.

6. Closing Bills • Closing Bills • Closing bills generate bills for actual time worked. • They do update management reports and credit billed hours and costs to timekeepers. • Closing bills can be run as many times as desired for the same matter. • The closing bill process can automatically reverse any interim bills and re-apply the cash allocated to those interim bills. A closing bill cannot be generated if an application exists for the matter.

7. SET UPS

8. Interim Bills Set Ups Summary Billing Manager Control Defaults – • Line 300 • Line 8200 Ledger Codes – • Interim Fee ledger Code needed

9. Ledger Code Set Up Choose Fees or Other – this indicates under which column in Inquiry and reports this ledger code should be included.

10. Ledger Code Set Up • Y  Normal Fixed Fee - Indicates that amounts will be applied to both fees and costs on an closing fixed-fee bill. This is the default • A  Fee Allocation - Indicates that allocations (using Manual or Other) are entered when the interim fixed fee bill is paid. • F  Fees Only - Indicates that interim fee bill amounts will be applied only to fees on the closing fixed fee bill. • C Costs Only - Indicates that interim fixed fee bill amounts are applied only to costs on the closing fixed fee bill. ELITE RECOMMENDS - Y

11. The 5 stages of GL Masking • Stage 1 - Batch Finalization – not needed for Interim Bills as no time is entered • Stage 2 - Write Up/Down Finalization – not needed for Interim Bills as no time is entered • Stage 3 - Bill Finalization – When the bill is generated – normally used by accrual firms only – • Example DR AR • CR Interim Fee Revenue

12. The 5 stages of GL Masking • Stage 4 - Credit Finalization (collect) – when bill paid • Used by all firms : • Accrual Books DR – See PAY ledger code • CR – AR • Cash Books DR See PAY Ledger Code • CR – Interim Fee Revenue • Stage 5 - Credit Finalization (credit) – Write off – • MUST be to Find me fix me account for ALL Firms

13. GL MASKING

14. Miscellaneous Default Line 300 -Fixed Fee Credit Alloc Method

15. Default Line 300 • When preparing a closing fixed-fee bill, there is an option to reverse any interim fixed-fee bills. If the interim fixed-fee bill has credits applied against it, then the credit is also reversed and reapplied to the closing bill that is now being generated. This option determines which allocation method is used at the time the credit is reapplied to the closing bill. Select one of the following: • P - Proportionally by working timekeeper; this is the default • B - Billing timekeeper • S - Supervising timekeeper • O - Originating timekeeper

16. Miscellaneous Default Line 8200 Line 8200 –Use Orig Date/Doc for auto credit allocation

17. Default Line 8200 • Y - Have the Auto Credit Allocation use the original date of the unallocated credit. For example, if this option is set to Y when using Auto Credit Allocation of unallocated credits during bill generation (the unallocated credits are reversed and reallocated to the bill being generated), the reallocated credit uses the original date of the original unallocated credit instead of the bill date. This option only works if credit ledger codes are used when the Auto Credit Allocation (lcautocr) flag is not equal to "N." • N - Do not have the Auto Credit Allocation use either the original date or the original document number of the unallocated credit. This is the default. • D - Preserve the original document number entered for the unallocated credit, instead of using the invoice number. • B - Preserve both the original date and the original document number entered for the unallocated credit.

18. Bill Templates • Bill Templates need to be designed to accommodate: • Functions to be considered • FFEE • FDESC1 • FDESC2

19. BILLING

20. BILL GENERATION – PROFORMA EDIT ADD INTERIM AMOUNT Note: When you want to generate an interim and NOT relieve any WIP, be sure your proforma does not have any time or costs included

21. BILL GENERATION- PROFORMA EDIT • If the bill template function FFADESC1 is used on the bill, this description prints. This field will be beneficial when using the Applications to Fixed Fee Bills feature. • To make the narrative look like multiple paragraphs use CTRL/ENTER twice to insert a blank line • Use right mouse click to spell check Note:  When creating a Fee Interim Bill from Proforma Edit, multipayor records are created for multipayor proformas.  Interim Bills created through Bill Generation do not create multipayor records.

22. Printing Interim Bill

23. Bill Generation – Proforma /Bill Generation – fixed fee – Interim Bills

24. Bill Generation – Interim Bills • Key Fields: • Ledger Code - This determines the ledger category to which the interim fees should be charged. Enter the Interim fee ledger code that was created in Ledger Code Setup. • Note: The ledger code must be a debit code where the fixed fee flag is set to "Y" (for Normal Fixed Fee), "F" (for allocation to fees only), "C" (for allocation to costs only), or "A" (for Allocation to timekeepers on Interim Fixed Fee Bills).

25. Interim Bill Info Tab

26. Key Fields • Interim Bill Amount - Enter the amount that you want to bill on the interim bill. • Bill Date - Enter the date to print on the bill. The bill date must fall no later than the ending date of the accounting period. • Start/End Dates - Enter the beginning and ending dates of the interval for which you want to display timecards on the bill. Time and costs will display on the interim bill if your template calls for it.

27. More Key Fields • Bill Template - Enter the code of the template to use for the interim fixed fee bill. Interim fixed fee bill templates are separate from other templates because the system is not calculating any time or costs. • Tax Code - Enter the tax code for this interim fixed fee bill.  The tax amount is calculated based on the tax code entered. In addition, the Tax code description displays: • Note: Taxes should only be used with applications, not with closing bills.

28. More Key Fields • Ledger Narrative - Enter up to 4800 alphanumeric characters as a narrative description for the interim bill. The first 60 characters print on a bill if the bill template contains the function, FFADESC1. • Examples include "Retainer billing per agreement" and "Interim fee application." The first line of narrative displays in the Description field. • NB when bill is generated using RUN button you can only sent to printer you cannot run to the background

29. INQUIRY

30. INQUIRY AND STATS BY MATTER • NOTE INTERIM BILL VALUE • NOTE AR INCREASES • NOTE NEGATIVE NET UNBILLED FEES

31. INVOICE DETAIL APPEARS IN OTHER COLUMN NO HOURS OR VALUE ASSOCIATED

32. INVOICE DETAIL – LEDGER DETAIL DESCRIPTION COMES FROM THE INTERIM DESCRIPTION WHEN THE INTERIM WAS ENTERED

33. MATTER STATISTICS NOTE NO WORKED HOURS OR DOLLAR VALUE NOTE INTERIM BILL AMOUNT

34. Did you Know? • The automatic retainer feature of the trust system can be used to pay the bill. If a client has money in trust and you are billing an interim fixed fee bill, you can have the system automatically reserve funds in trust to pay for the bill. This feature is activated if designated trust retainer funds exist. • If the fixed fee ledger code has a fixed fee flag of "A" (allocation for interim fixed fee bills), then a timekeeper will be credited with cash receipts when payments are allocated to this bill.

35. PAYMENT OF INTERIM BILL

36. APPLY CREDIT TO INTERIM BILL

37. FINALIZE BATCH

38. INQUIRY

39. MATTER INQUIRY AR RELIEVED INTERIM BILLS VALUE STILL ACTIVE NET UNBILLED FEES STILL ACTIVE

40. MATTER STATISTICS NOTE VALUES IN INTERIM BILLS NOTE VALUE IN INTERIM BILLS COLLECTED

41. APPLICATION OF TIME TO INTERIM

42. APPLICATION BILL • Applications to Interim Bills allows actual time and costs worked to be applied to an original interim bill, which has no time or costs behind it.   • The time and costs do not have to be worked on the interim bill matter.  Any time and costs entries can be used from other matters and applied to the interim billing matter. • Updates statistics and reports • Relieves WIP • Gives credit allocation to timekeepers

43. APPLICATION BILL – VIA BILL GENERATION

44. Application Bill field definitions • Fixed Fee Matter • This matter must have an interim bill invoice with an remaining balance to apply. • Application Matter • Enter a matter number that has unbilled fees or costs. Entering a matter number other than the fixed fee mater number (entered above) results in the transfer of interim fees or costs to the matter number entered.

45. Application Bill – Field Definitions • Application Method (P/O/N) • P – Proportional - The unbilled application values in the New column on the Date Range and Application grid is calculated proportionally amongst the outstanding fixed fee invoices. Can apply to fees or costs not both on the same bill • O - Oldest first - The unbilled application values in the New column on the Date Range and Application grid is calculated according to the oldest invoices (the oldest invoices are applied first.). Can be run for fees only or costs only • N – None - The New column on the Date Range and Application grid is not calculated at all. The user must enter the applications manually. Use this option when selecting "Both" in the Run For field. Can run for fees and costs at the same time

46. Application Bill – Field Definitions • Use Most Recent Proforma • Select this check box to use only the unbilled timecards on the most recent proforma. • Leave this check box clear to use all unbilled timecards for this matter.

47. Application Bill – Field Definitions • Run For • Select one of the following option buttons: • Select Fees to apply the applications to fees. • Select Costs to apply the applications to costs. • Select Both to apply interim bill balances to both fees and costs at the same time with one invoice number. • Note: "Both" only works with the "N" Application Method. "Both" is disabled when "P" or "O" is selected as the Application Method.

48. Date Range and Application

49. Date Range and Application – Field Definitions • Start/End Dates • Enter the beginning and ending dates for either the fees or costs as designated in the Apply Fees or Costs field. • Calculate button • Calculates the unbilled amount to be applied.  The Unbilled Amount to be Applied is displayed.  This amount pertains to the amount available to be applied from the Interim Matter entered in the Batch and Matter Information tab.

50. Click Run 1 2 3