This article explains the bill journal report.
The Bill journal provides a list of invoices by matter. By default, this report will show invoices not yet paid and credit notes not yet applied along with aging.
|TIP: You can select to include "paid invoices" and "draft invoices" in the advanced settings. If you include paid invoices you will see what has been paid. If you include draft invoices the report will include what could be paid (once you actually produce and send the draft invoice). If you select to include both options you will see a total of what has been paid (paid invoices), what should be paid (produced invoices - not paid) and what could be paid (draft invoices).|
|WARNING: Time entries are not included in this report until they are included in an invoice (draft, sent or paid) as explained above.|
|WARNING: This report can not be run on a fee earner or timekeeper basis - if this is something that would assist you please lodge a product feature request by creating a support ticket.|
Each matter entry displays the name of the matter, the matter ID, the client, and the responsible lawyer.
Below that information is the bill table which displays the details of each bill attributed to that matter. The bill table includes the invoice date, invoice number, hours billed on the invoice, expenses billed on the invoice, tax applied to the fees/expenses, the invoice total, payments applied, general retainer amount used on the invoice, write-offs, balance due, and aging.
To Bill Journal has basic and advanced options to display the information you need in the most helpful manner.
In the Basic options tab, you can filter the report results by date range. The date range looks at the invoice date to only display invoices with an invoice date in that range.
|Receipts up to||Controls what payments display on the report. For instance: If an invoice has a payment on December 3rd, it will not show as attributed to the invoice if the Receipts up to are set for a date in November. This is useful to see what payments had been applied at a given point in time.|
|Age from||This setting affects the aging column of the report. Aging is calculated backward from the selected date. If an invoice that is aged from today is 10 days, selecting yesterday’s date would display aging of 9 days.|
|Age field||This determines the source date for aging. By selecting the invoice date, the aging is based on the invoice date. By selecting the Payment due date, the aging is based on the payment due date. This allows you to see how long it has been since the invoice has been payable (invoice date) and how long it has been since the payment has been due (Payment due date).|
|Client||If a specific client is designated in this field, the report will only return results where that contact is the client participant on the matter.|
|Responsible lawyer||Allows you to return only where the selected contact is the Responsible lawyer on the matter.|
|Matter||Display only invoices attributed to a specific matter|
|Matter type||Display only invoices attributed to a specific matter type|
|Include paid invoices||Determines whether paid invoices are included in the report results|
|Include draft invoices||Determines whether draft invoices are included in the report results|
There are several layout options to determine how information is displayed on the report.
|TIP: The information displayed in summaries adheres to other options and filters.|
|Show detail||By default, the report is set to show details on each matter and invoice. In instances where the report is configured to display summaries, the granular detail may not be necessary.|
|Show matter summary|
When this option is on, the report results include a summary table with a row for each matter that includes the matter name and ID, hours billed, fees, expenses, invoice total, payments, general retainers applied, write-offs, balance due, and average aging.
|Show client summary|
When this option is on, the report results include a summary table with a row for each client that includes the client’s name, hours billed, fees, expenses, invoice total, payments, general retainers applied, write-offs, balance due, and average aging.
|Show matter type summary|
When this option is on, the report results include a summary table with a row for each mattertype that includes the matter type name, hours billed, fees, expenses, invoice total, payments, general retainers applied, write-offs, balance due, and average aging.
|Show responsible lawyer summary|
When this option is on, the report results include a summary table with a row for each responsible lawyer that includes the responsible lawyer’s name, hours billed, fees, expenses, invoice total, payments, general retainers applied, write-offs, balance due, and average aging.
|Show firm summary|
The firm summary displays a single row that totals all bill items, adhering to the set filters and options. The firm summary table includes hours billed, fees, expenses, invoice total, payments, general retainers applied, write-offs, balance due, and average aging.
The output section provides options for how the report is produced.
On screen (HTML)
|This option displays the report results on your current screen|
|This option launches a print dialog from a PDF version of the report. To download as PDF, select Save as PDF in the Print > Destination dropdown on the print dialog screen.|
|This option downloads an xlsx, MS Excel, file to your computer. This is a great option to perform further calculations in a spreadsheet format.|
Save XLSX file to a matter
After you have selected to run the report in MS Excel you can choose to save the XLSX file directly to a matter using this button.
Save PDF file to a matter
After you have selected to run the report in PDF you can choose to save the PDF directly to a matter using this button.
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