Do you want to split the transactions 50-50 across two matters?

G Conflict of Interest This button activates the Conflict of Interest program within PD Partner.

2) Do you want to split the transactions 50-50 across two matters?

Press the New Dest button to create a second row in the grid. Choose client and matter then set the % column to 50 for each matter.

3)Do you want to transfer a certain dollar amount of transactions?

Change the Transfer by indicator to Amount causing the % column to change to $ Amount. Enter the appropriate dollar amount and again press the Transfer button.

If you choose to re-rate transactions during the transfer process, the program will look to the rate table for new rates that may apply and adjust them accordingly.

If you have more than one task code group defined and a transaction will be moved to a matter that will cause a change in task code group, you can elect translate the original task code to the new group by choosing the "Always use New Task/Activity Code". Or you can override any task code by supplying in the appropriate column in the chosen transaction(s).

For historical reference, you are asked to provide a reason for the transfer.

Press OK. Your transfer is complete!

Your transaction(s) acquire a new number after they have been transferred. The old transaction number is no longer valid.

Retro Active Rate Change

The retroactive rate program has the capability to change the hourly rate on time transactions that have not been billed or still considered WIP. Transactions can be changed one at a time or in large numbers. Billable and or actual rates can be set to meet your billing requirements.

The Retro Active Rate Change program can be accessed in two ways; via the Billing Process or from the Time & Billing menu.

Use the selection screen, as seen above, to locate a single or multiple transactions for update. Enter client and matter numbers or ranges or be more precise and enter transactions numbers that are found on your prebills. Press the Select Transactions button to view the results of your selection criteria.

To review or update your current rate table before you continue with the re-rate process, press the Rate Table button.

You are presented with two options. One, use your current rate table to update the rates on the transactions you choose in this list. This would be used if you have new rates for an attorney or matter, you have updated your rate table, and you want to apply these rates to time entries that were produced prior to the establishment of these rates. Option two allows you to enter a rate of your own and apply it to the transactions you choose from the list.

Click the Select box to select entries or use the Select All Records button to mark all records in the list.

To update only the Billable Rate, select No to Update Actual Rate option. To update both the Billable Rate and Actual Rate, select Yes. Notice the sum total of both the actual and billings values on the transactions you have selected. After the re-rate process has completed, new values will be shown here.

Press the Yes button to proceed. You will receive a confirmation when the process is complete. You are returnr

Supervisor Edit Introduction

The Supervisor Edit program provides administrative users the ability to access and changed posted (but not billed) time & expense transactions. This module will provide a means to change billing and or actual values on a given transaction. Additionally, the narrative of a transaction can also be changed with this feature.

This program should not be used for WriteUp/WriteDown purposes. Its function is to allow for the changing of billing values on transaction only. Both the Write Up Write Down and Supervisor Edit can only be used before transactions are invoiced. Once final bills have been created, transactions are locked and can no longer be changed.

If your firm functions in a full accrual basis, the changes you make in supervisor edit should and do end up as GL adjustments automatically (A WIP Adjustment).

Use the Supervisor Time & Expense Editor to modify transactions before they appear on a final bill.

Printing Prebills

Return to the Billing screen to print you prebills. If you are continuing the draft bill process then you are placed here after you have finalized the selection of your transactions.

If you need to reprint a prebill then press the Draft Bills button. Select the Existing option and locate your prebill run in the list (see below). You will notice this is where your description of a prebill run and run ID make it possible to easily identify a draft bill batch. Double click your prebill run or select it and press the Next button.

Press the Process Bills button to continue generating a set of printed draft bills.

Here you are given the opportunity to specify which bills to print. Note that 'all' are selected. Removing the "X" will eliminate those you don't want to print. The Remove Invoice button allows you to permanently remove a specific bill from your run. Should you choose this option, mark the bill to be removed with an "X" and deselect those you want to keep.

Here you are prompted for a printer. You are also given many collating options for your printed output. Choose the one that best suits your firm.

The Send To Printer button will do just that. The Pre-View To Screen button will allow you the opportunity to view your prebill run before sending it to the printer. It also gives you the chance to export this output to a .PDF file for historic reference or emailing. Use Override Invoice to specify an invoice style other than the current default.

With your prebills now printed, circulate them to your timekeepers. When they return, proceed to Editing Prebills.

Actions such as the transfer of transactions from one matter to another during your billing preparations, will not change the original content of a prebill. Therefore, if you convert a prebill to an invoice and find you are missing transactions, the reason is your prebill only maintains its original contents.

Printing Invoices

Step three of the billing process involves printing and committing invoices.

Before you start, decide if you are going to create a new invoice run or convert a prebill run to invoices. The Existing option is used when retrieving a run in

preparation for the commit phase.

When producing a new invoice run, provide it a meaningful name and select uncommitted runs. If you are converting a prebill run to invoices, choose the Convert Prebill to Invoice radio button, locate and select your prebill batch in the grid appearing on the dialog screen.

Press the Next button.

If you have chosen to convert pre bills to invoices, you will bypass step 2 in this procedure and be taken to step 3. If you are creating a new invoice run you will be prompted by the selection screen to choose the transactions you want to bill and therefore include in this run. The choices are many. You can be very specific and produce a set of invoices for a single client and matter, a single attorney, or be more broad and include all time & expense transactions produced firm wide by all attorneys for a given period of time.

Notice a Run # has been assigned at the top portion of this screen. With your selection criteria complete, press the Select button to continue.

The Selection List screen will appear once the creation process is complete. This provides the opportunity to proof your selection criteria has produced the desired results.

Place an 'X' next to the invoice(s) you want to produce. Remove the 'X" if are client matters in this list you are not ready to bill.

By pressing the Create button you are asked to confirm the management period these bills will included in. The default is the current one however you can alter as necessary. The Invoice Date is also there for you to set. This is the date that will appear on your bills. This is also the management period and date these monies will credited to Accounts Receivable.

Press Continue to finalize this process and prepare to print these bills from the Billing Screen.

Press the unmarked button located along each invoice and under the Print column to print invoices one at a time. Or press the Process Bill to print the entire batch.

Press the Process Invoice button. The Print Options Dialog will appear as seen below.

Here you are prompted for a printer. You are also given many collating options for your printed output. Choose the one that best suits your firm.

The No Print/View button is used when committing invoice to Accounts Receivable.

Use Override Invoice to specify an invoice style other than the current default.

Please insure that editing programs such as Supervisor edit, WU/WD, or transaction transfer have been closed before Processing Invoices. Possible corruption of invoices may occur otherwise.

Committing Invoices

Committing invoices to Accounts Receivable is the final phase of your billing process. We suggest you commit invoices after they have been reviewed, printed, and mailed. Committing unproofed invoices can result in reversing those that might be in error, resulting in a time consuming process when working with a large batch of invoices.

From the Billing Process dialog, press the Invoice button. Retrieve your existing invoice run by choosing the Existing option.

All uncommitted invoice runs will appear in the grid. Select your run from the list and press the Next button.

The invoices in your run will appear in the History Log grid on the Billing Process dialog screen. Note the stop light next to the Commit To button is red. When this light is red, invoices are in an uncommitted state.

Press the Commit To button and turn the stop light from red to green.

Now press the Process Bills button and you will be prompted by the Process Bills dialog as shown below.

Select invoices to commit by toggling the "X" in the process column. Those marked with an "X" will be committed when you press the Process Invoice button. Clicking on each invoice in the grid will update the client and matter displayed in the top portion of the form. To remove an invoice from this run, press the Remove Invoice button.

The Printer options Dialog provides several options to print invoices. You are also given many collating options for your printed output. Choose the one that best suits your firm.

The Send To Printer button will do just that. The Pre-View To Screen button will allow you the opportunity to view your invoice run before sending it to the printer. It also gives you the chance to export this output to a .PDF file for historic reference or emailing.

The No Print/View button is used when commit invoice to Accounts Receivable without printing. If you are committing invoices as the final step in your billing process and have already printed them, choose this option.

Use Override Invoice to specify an invoice style other than the current default.

You are done with the billing process and will be returned to the Billing Process dialog screen.

Executive Inquiry

Executive Inquiry is the Reporting Window into the ProfilesFX system, and provides information fast enough to make it practical to use by all staff members regardless of job function. Designed as the central launching point for all types of financial reports, with a few clicks a user can locate, run, and interact with "Drill Down" style on-screen reports.

Executive Inquiry comes loaded with all the ProfilesFX standard listings and management reports. Each produced and presented by the Crystal Professional Report Writer. ProfilesFX has cloaked the report writer so non -technical users need only point and click to use any output. You can even export report results to Word Processing, publish it as a web document, send it to a spreadsheet, or save it as a file.

All employees should have access to the Executive Inquiry feature in order to produce reports or answer inquires needed to perform their job functions. Reports can be constructed with extensive filtering capabilities to produce concise and accurate outputs. A robust security module ensures users only have access to the reports management deemed appropriate to their roles.

1.) Select the Executive Inquiry program from the Time & Billing Menu. Notice the program has two main grids. The grid to the left represents Report Categories while the grid to the right displays all reports in a given category. Categories help group reports together by subject matter. Click a category and notice the list of reports will update accordingly. Sort the report list by clicking on the ID or Report

Description column heading. It is important to note the list of reports you are presented with are the ones you have been given access to.

2.) To run a report double click on the desired report or single click and press the click the Run Reports button.

3.) The Print Wizard Parameter dialog, as shown above, will provide you with the capability to filter data in a way that allows you to produce an accurate and concise report. Enter a single parameter such as employee code or use the range feature to capture a larger data set. Only those parameters that appear white are active and are valid as selection criteria for the report you have chosen. Parameters that are inactive, or "gray" are not valid and are not consulted for the report you have chosen. Enter your report selection criteria and press the Next button.

If you run a report and get no results, then you have not entered your selection criteria properly. Use the search button located next to an 'active' field if you are unsure of a value.

My Favorite Reports is a new feature that allows you to create and save a list of reports for frequent use.

Select a report from Executive Inquiry and press the Run Reports button. Click the Add to My Reports button to add this report to your favorites list.

To access My Favorite Reports, click the My Favorite Reports icon located near the menu bar at the top of all program modules.

A list of reports that you have chosen as favorites will appear.

Press the View Report button to preview your favorite report. Use the Delete button to remove a selection from your favorite list. Press OK to return to your previous dialog.

4.) Reports are assigned to one of 8 groups in an effort to make it easier to find the one you need. These groups provide logical separations in the information they provide. Selection parameters for a report will varying. The Print Wizard screen will make available those fields that are relevant in selecting information to produce a useful report. Selection parameters are typically codes or numbers, like client number or employee number. Be sure to utilize the lookup buttons located next to each field to insure you use the correct values. A summary of each report group and their selection screens are seen below.

Using FROM and TO:

The Print Wizard provides two columns in an effort to allow for a range of values to be utilized in your report selection criteria. Using the range feature when choosing more that one employee for a WIP report. Or use the range feature to produce an Open AR Statement for one client; put the client number in both the From and To column. Leaving both the From and To empty is the equivalent of selection "All'.

Report Categories:

Depending on the report, you will be given client, matter, employee, employee class, or employee type to use in your selection criteria.

ii.) Time and Billing Detail Dialog – Time and Expense reports, Work in Process (WIP)

Depending on the report, you will be given client, matter, employee, employee class, or employee type to use in your selection criteria.

Since these reports query the time and expense records, you are presented with a second selection criteria screen prompting for values stored on WIP records.

iii.) AR Detail Dialog- AR Invoices, Payments, Aged AR

After navigating the Print Wizard selection criteria screen you will be presented with additional selection criteria related to invoices and payments.

iv.) GL Detail Dialog– GL Transactions , detailed account analysis.

After navigating the Print Wizard selection criteria screen you will be presented with

In document Welcome to the ProfilesFx Online Help System! (Page 114-196)