Troubleshooting Tips: Modifying & Correcting Billing Entries in PCLaw ®

1. Troubleshooting Tips:Modifying & Correcting Billing Entries in PCLaw® Presented by: Deborah J. Schaefer djscpa@optonline.net

2. Objectives • Identify inconsistencies in Matter balances • Utilize the Reset Matter function • Run Billing Reports and locate any issues that may occur • Identifying when you have a billing issue and when you have a template issue.

3. Agenda • Billing Reports • Reset Matter Balance • Correct Billing • Change Write off Bill • Template Issue • Analyze Billing

4. Billing Inconsistencies How to identify inconsistency • Billing (Fees) Journal: • Invoice Journal • Write Up/Write Down Journal • Billing by Lawyer; • Client WIP/Billing/Collection Summary; • Billing Realization; • Client Summary (Matter Balances Only).

5. Reset Matter Balances • Tools • Verify Data Integrity • Reset Matter Balance

6. Corrections to Billing • Undoing the Bill; • Recreating a Bill; • When you cannot undo a bill: • Payment has been fully or partially rendered; • Includes a processed A/P; • Includes a check in a month that’s been reconciled; • Bill has already been adjusted (Change/WO)

7. Corrections to Billing Cont’d • Change Write Off Bill • NEVER BELOW ZERO • Be cognizant of payments against an invoice; • Write off all outstanding balances for the matter check box; • Adjusting Fee Allocations; • Writing negative invoices UP to ZERO; • Resetting Matter Balances

8. When it’s a TEMPLATE issue • Items are missing from the bill • Totals are incorrect • Information is incorrect • Layout difficult to read • Information in wrong area • Entries in wrong order • CIC’s are the best resource to resolve template problems.

9. Analyzing Billing • Performance • Timekeeper utilization • Billable vs. Non Billable • Productivity • Profitability • Collections • Write Offs and Adjustments 9

10. Performance Reports • Time Utilization Analysis – Shows hours entered monthly over a 12 month period by each working lawyer by billable and non-billable time. • Lawyer Budgeting - Compares lawyer’s budgeted hours and dollars to: worked (working lawyer), Billed (fee credit lawyer), collected (collecting lawyer). • Comparative Time Analysis - Shows hours, amounts and percentages by task code or type of law for working lawyers. • Daily Time Summary – Shows hours entered daily by each working lawyer for both billable and non-billable time. • Time Listing – Lists details of time and fees entries sorted by task code or type of law for specified time period. • Time Summary – Summarizes time by working lawyer and by type of law or by task code. Task code summary includes breakdown by billable work, non-billable work and write up/down. 10

11. Performance Reports • Billing By Lawyer – Lists fees billed by type of law for each fee credit lawyer and can be sorted by fee credit lawyer or by type of law. • Fee Allocation Summary – Lists the fees billed collected and written off by a lawyer on matters where the lawyer is the responsible lawyer. • Billable Time Summary by Working Attorney – Shows a comparison of hours and amounts for the month and year by matter for each working lawyer by responsible lawyer. • Unbilled Time and A/R Summary by Working Lawyer – Lists matters with unbilled time and billed but uncollected fees, by client. • Matters Opened Summary – Shows the number of matters opened by each lawyer as introducing, responsible, assigned lawyer for on 12 month period. 11

12. Profitability Reports • Billing Realization – Lists billed hours, billed fees and fee write-offs by matter and calculates the actual billed fees and hourly rate after write-offs. • Unbilled Time and A/R Summary by Working Lawyer – Lists matters with unbilled time and billed but uncollected fees, by client. • Productivity by Client Report – Ranks clients by criteria specified. • Client WIP, Billing and Collection Summary – Lists work-progress, billed amounts, collected amounts and write-off amounts by client. • Lawyer WIP, Billing & Collection Summary – Lists a monthly comparison of billable time worked(working lawyer), billed fees (fee credit lawyer), fees collected (responsible lawyer) and fees written off (assigned lawyer). • Fees Collected Summary -  Shows fees collected for each fee credit and responsible lawyer by month, year & previous year. 12

13. Profitability Reports • Collection Summary – Lists totals for fees, disbursements and taxes billed, amount collected and A/R by fee credit lawyer. • Fee Adjustments – List of all increases and decreases made to fees during billing, as long as the were not entered with the Details button, and shows which user made the changes. • Fees Due by Lawyer Report – Lists outstanding invoices by fee credit lawyer. Also, lists fees received, billed or written off during the reporting period. • Firm Cash and Fee Summary – Compares hours and fees docketed, fees billed, fees received and fess adjusted for a specific month and year. • Billing Realization – Lists billed hours, billed fees and fee write-offs by matter and calculates the actual billed fees and hourly rate after write-offs. 13

14. Additional Training Opportunities • For additional training opportunities, visit LexisNexis® University, where you may learn more about eLearning, eConsulting, Classroom, Anytime, and Just in Time Training class offerings. • Also available are an extensive network of LexisNexis® Certified Independent Consultants (CICs) who offer on-site training, installation, and maintenance of Practice Management software systems.

15. QUESTIONS?

16. Deborah J. Schaefer, CPA One Bradley Road, Suite 201 Woodbridge, Connecticut 06525 203-915-0950 djscpa@optonline.net www.deborahjschaefer.com