Quick Guide to Accounting Reports

 

A guide to accounting reports functions and printing including: 1099/1096; Accounts Payable; Accounts Receivable; Audit Trail; Billing; General Ledger; Matters; Payroll; Productivity; Trust; Setup Reports; 

Index

• 1099/1096
• Accounts Payable
• Accounts Receivable
• Audit Trail
• Billing
• General Ledger
• Matters
• Productivity
• Trust
• Setup Reports

1099/1096

The 1099/1096 functions allow you to print 1099’s, Miscellaneous Income Forms, required by the IRS, and the supporting summary 1096 Form. The system requires you use preprinted 1099 and 1096 forms.

•  1099: A 1099 Miscellaneous Income Form will only print for those vendors that have the 1099 function set on the individual Vendor Codes and have them setup as Billing Vendors.

•  1096: You must first print all 1099 Forms before the 1096 Annual Summary can be printed.

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Accounts Payable

The Accounts Payable reports provides you with information relating to check disbursements made in

the system.

•  A/P Cash Requirements: This is a list of items entered in ENTER/POST payables and posted, but the

•  Cash Disbursement Listing: This is a listing of all checks and disbursement type journal entries entered into the system for a specific account. For each entry the report lists the date, check number (or journal entry number) amount, payee and the void date if applicable.

•  Cash Disbursement Detail: This report provides a detail listing of all checks entered in the system for a specified account. Detailed information includes general ledger account debited and client/matter number affected. When a check is voided in the system it will no longer appear on this report.

•  Recurring Payables Listing: this is a list of all recurring payables entered in the system.

•  Vendor Detail Report: This lists all invoices paid, and to be paid, for a specific vendor during a specific time frame.

•  Vendor Summary Report: This summarizes, on a vendor by vendor basis, prior balances, new invoices, payments made and the remaining balance for the time period specified.

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Accounts Receivable

The Accounts Receivable reports provide information relating to monies that are owed by each matter – these are balances that have been BILLED, but NOT paid. The balances for each matter come directly from the Matter Billing Activity ledger. (system just totals up all items that have a BILLED status less any payments)

•  Accounts Receivable Aging Report: The Accounts Receivable Aging Report provides a list of all moneys billed, but not paid, on a matter by matter basis by attorney and aged by current, 31-60 days, 61-90 days and over 90 days.

•  Accounts Receivable Report: The Accounts Receivable Report provides a list of all moneys billed, but not paid on a matter by matter, basis by attorney. The total due is broken out by Fees, Costs, Late Charges and Taxes Due. This report also includes the balance in Trust and last payment date.

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Audit Trail

This report allows you to review activity that occurred in the system by user ID or action. In order for the activity to appear on this report, the “Audit User” feature must be turned on in Security maintenance for the USER ID in question.

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Billing

The Billing Report function allows you to print various Reports relating to Billing.

•  Billing Report: The Billing Report provides a breakdown of fees, costs, late charges, taxes, hours and trust billed on an invoice for a particular client/matter. This report sorted by INVOICE DATE and RESPONSIBLE timekeeper.

•  The Matter Summary report: provides financial information about billed amounts, paid amounts and currently owed amounts for a matter. This information comes directly from the Matter Billing Activity ledger.

•  The Unbilled Cost Report: summarizes information from the Matter Billing Activity Ledger for each matter 3 balances.

• Costs Paid By Firm – Hard/Soft – Costs the Firm has paid
• Hard Costs Unpaid – this includes items entered in AP Enter/Post payables that have been posted, but the checks NOT printed.
• Total Costs Unbilled – total of all costs with unbilled status

•  Unpaid Invoice Report: The Unpaid Invoice Report provides a list of unpaid invoices on a matter by matter basis, broken out for fees, costs, late charges and taxes. This report is affected by 2 different functions in the system – Billing/ Post Bills and Billing/Payments Received. When an invoice is posted in the system the amount of the current activity on the invoice will appear on this report. When a payment is made (Billing/Payment Received) and the invoice number is used the amount will be modified by the amount of the payment, or deleted if full payment.

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General Ledger

The General Ledger reports function provides you with numerous reports needed to maintain your business.

•  Balance Sheet: This report is a summary of all asset, liability and capital accounts.

•  The Cash Disbursement Detail: This report provides a detail listing of all checks entered in the system for a specified account. Detailed information includes general ledger account debited and client/matter number affected. When a check is voided in the system it will no longer appear on this report.

•  Cash Flow Report: The Cash Flow Report shows the total amount of funds received and sent out for a specific cash account.

•  Cash Disbursement Listing: This is a listing of all checks and disbursement type journal entries entered into the system for a specific account. For each entry the report lists the date, check number (or journal entry number) amount, payee and the void date if applicable.

•  Daily Posted Cash Receipts: This is a detailed listing of deposits for a specific cash account, by posting. In V18 and higher this report provides the details of each deposit – client/matter number and amount for each.

•  Expense Summary Report: This is a summary listing of all transactions which have been applied to your expense accounts. This report can be printed by detail account.

•  General Journal Listing: The General Journal Listing provides a record of all the debits and credits that have occurred within a specified time frame.

•  General Ledger Budget Listing: This report summarizes account budgeting.

•  General Ledger Cash Receipts Listing: This report provides a listing of all cash receipts received within a specified time frame and deposited in a particular account.

•  General Ledger Detail Listing: This is a detail listing of all account activity for the entire general ledger for a specified time frame.

•  Income Statement Budget Comparison: This report provides a summary of all income and expense accounts for the current month and year to date compared to the budgeted amounts setup in the General Ledger Budget function.

•  Income Statements: This report provides a summary of all income and expense accounts.

•  Income/Expense Summary Report: This report provides a summary of income and expense accounts by month, for a twelve month period.

•  Recurring Journal Entries Listing: This report provides a listing of all General Ledger Recurring Entries you have setup in the system.

•  Revenue Summary Report: This is a summary of all activity in the revenue accounts.

•  Single Journal Entry Listing: This report provides all of the accounts debited and credited in the general ledger during a single posting session.

•  Subsidiary Ledger: This report provides a detail listing of all activity for a specified account for a specified time frame.

•  Trial Balance: This report provides a summary by account of all activity for a specified time frame.

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Matters

Accounts Receivable Aging Report: The Accounts Receivable Aging Report provides a list of all moneys billed, but not paid, on a matter by matter basis by attorney and aged by current, 31-60 days, 61-90 days and over 90 days. This report sorts by RESPONSIBLE timekeeper first.

•  Accounts Receivable Report: The Accounts Receivable Report provides a list of all moneys billed, but not paid on a matter by matter basis by attorney. The total due is broken out by Fees, Costs, Late Charges and Taxes Due. This report also includes the balance in Trust and last payment date. This report sorts by RESPONSIBLE timekeeper first.

•  Advanced Cost – Detail: This report prints one line per matter, totaling unbilled hard/ soft cost, billed hard/soft cost, paid hard/soft cost and costs due.

•  Advanced Costs – Timekeeper Summary: The Advanced Costs Summary Report by Timekeeper lists totals, unbilled or billed cost, by client expense code for each timekeeper.

•  Advanced Cost – Expense Code Summary: The Advanced Cost Summary Report by client expense codes lists total billed or unbilled costs and adjustments by client expense code.

•  Billing Anniversary Report: This is a special report that calculates what matters should be billed quarterly based on the open date of the matter.

•  Client & Matter Listing: Client & Matter Listing prints one line per matter including client number, client name, matter number, matter description and type of law code.

•  Client Address Listing: This listing provides you with the client’s full address along with the date opened, originating attorney, billing frequency, phone number and fax number.

•  Client Cash Disbursement Report: The Client Cash Disbursement Report lists each client-incurred check written out of the system, showing which client(s) was advanced moneys and for what purpose.

•  Client Cash Receipts Report: The Client Cash Receipt Report lists all money received from a client and posted through “Enter Client Payment” section.

•  Client Listing: This list has one line per client including the name, telephone number, originating timekeeper, billing format code and billing frequency.

•  Matter Financial Ledger: The Matter Financial Ledger provides a financial history for an individual matter.

•  Closed Matter Report: This report consists of information on the clients/matters you have closed during a specified period of time. You get information like Client & Matter Names and descriptions as well as storage location, box number, who authorized the closed etc.

•  Matter Listing: This report prints detail information for each matter, such as Client number, Client name, matter number, matter description, responsible/originating timekeeper, type of law code, billing frequency, billing mode, billing format code, and minimum retainer.

•  Matter Rates Listing: This report provides a complete detail of the Rate Schedules for all matters of a specific client. – Detail

•  Time Ticket Diary: The Time Ticket Diary provides a listing of all unbilled time tickets entered in the system.

•  Write Off Report: The Write Off Report provides a listing of fees, costs, taxes and late charges written off on a matter by matter basis. This report will include all amounts written off in the Complete Matter Write Off and those amounts written off through the Cost & Adjustment function of the program.

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Productivity

The Productivity Report function provides you with various reports for managing the income for your Firm.

•  Billed & Unbilled Hours Detail: The Billed & Unbilled Hours Detail Report summarizes all billed and unbilled time for a specified month by timekeeper and further by Type of Law Codes in one of the following ways:

• If you do NOT have POST ON TICKET DATE setup in the Company Configuration – The report will include all BILLED time tickets as of the date the bill on which they appear was POSTED (i.e. it looks at the date the bill was POSTED not the actual date on the time ticket), as well as all unbilled time tickets with an actual date in the time period specified.

• If you DO have POST ON TICKET DATE setup in the Company Configuration – The report will include both billed and unbilled time tickets with actual dates within the specified time period.

 

Hours for a Flat Rate time ticket are included in the Billable Hours.

•  Billed & Unbilled Hours Summary: The Billed & Unbilled Hours Summary Report summarizes by Timekeeper all time for a specified month by time ticket TYPE (i.e. Billable, Nonbillable, No Charge, Trial or Misc.) in one of the following ways:

• If you do NOT have POST ON TICKET DATE setup in the Company Configuration – The report will include all BILLED time tickets as of the date the bill on which they appear was POSTED (i.e. it looks at the date the bill was POSTED not the actual date on the time ticket), as well as all unbilled time tickets with an actual date in the time period specified.

• If you DO have POST ON TICKET DATE setup in the Company Configuration – The report will include both billed and unbilled time tickets with actual dates within the specified time period.

 

Hours for a Flat Rate time ticket are included in the Billable Hours.

•  Billed Hours – Detail: The Billed Hours Detail Report summarizes all billed time for a specified month by timekeeper, sub-totaled by Type of Law Code. The report summarizes the billed time, by time ticket TYPE (i.e. Billable, Nonbillable, No Charge, Trial or Misc.) in one of the following ways:

• If you do NOT have POST ON TICKET DATE setup in the Company Configuration – The report will include all BILLED time tickets as of the date the invoice they appear on was POSTED, (i.e. it looks at the date the bill was POSTED, not the actual date on the time ticket), as well as all unbilled time tickets with an actual date in the time period specified.

• If you DO have POST ON TICKET DATE setup in the Company Configuration – The report will include both billed and unbilled time tickets with actual dates within the specified time period.

 

Hours for a Flat Rate time ticket are included in the Billable Hours.

 

•  Billed Hours – Summary: The Billed Hours – Summary Report summarizes, by Timekeeper, all time for a specified month by time ticket TYPE ( i.e. Billable, Nonbillable, No Charge, Trial or Misc.) in one of the following ways:

• If you do NOT have POST ON TICKET DATE setup in the Company Configuration – The report will include all BILLED time tickets as of the date the bill on which they appear was POSTED (i.e. it looks at the date the bill was POSTED not the actual date on the time ticket).

• If you DO have POST ON TICKET DATE setup in the Company Configuration – The report will include billed time tickets with actual dates within the specified time period.

 

Hours for a Flat Rate time ticket are included in the Billable Hours.

•  Billed/Paid Fees – Detail: The Fees Billed/Paid Report – Detail summarizes by timekeeper and further sub-totaled by Type of Law Code, the dollars billed and dollars paid for the specified month and year-to-date. The report also gives the percentage by timekeeper of overall dollars billed and dollars paid. At the end of the report a Firm wide summary by Type of Law Code is provided.

 

The BILLED FEES portion of the report is calculated from the bills which were POSTED as of the month/year specified. ( i.e. the report uses the date the bills were POSTED, not the actual date of the time ticket). The ACTUAL time ticket timekeeper is credited with the fees.

 

For FLAT FEE matters, if no time tickets are entered, the RESPONSIBLE timekeeper will be credited with the fees. If time tickets are entered in a flat fee matter then the fees will be credited proportionately to the ACTUAL time ticket timekeeper in regards to the percentage of time spent working on the matter. The same rule applies with contingency matters.

 

If flat rate time tickets are entered, the ACTUAL time ticket timekeeper is credited with the fees.

 

The Paid Fees portion of the report is calculated from the information entered under the Fee Distribution section of Payments Received. The report is updated by the PAYMENT DATE used when the payment was posted.

•  Billed/Paid Fees – Summary: The Fees Billed/Paid Report – Summary summarizes by timekeeper, the dollars billed and dollars paid for the specified month and year-to-date. The report also gives the percentage by timekeeper of overall dollars billed and dollars paid.

 

The BILLED FEES portion of the report is calculated from the bills which were POSTED as of the month/year specified. (i.e. the report uses the date the bills were POSTED, not the actual date of the time ticket). The ACTUAL time ticket timekeeper is credited with the fees.

 

For FLAT FEE matters, if no time tickets are entered, the RESPONSIBLE timekeeper will be credited with the fees. If time tickets are entered in a flat fee matter then the fees will be credited proportionately to the ACTUAL time ticket timekeeper in regards to the percentage of time spent working on the matter. The same rule applies with contingency matters.

 

If flat rate time tickets are entered, the ACTUAL time ticket timekeeper is credited with the fees.

 

The Paid Fees portion of the report is calculated from the information entered under the Fee Distribution section of Payments Received. The report is updated by the PAYMENT DATE used when the payment was posted.

•  Billed & Unbilled Hrs Detail – By Matter: The Billed & Unbilled Detail – By Matter Report summarizes, by Matter all UNBILLED and/or BILLED time for a specified time period, by time ticket TYPE. (i.e. Billable, Nonbillable, No Charge, Trial, Misc.)

 

Hours for a Flat Rate time ticket are included in the Billable Hours.

 

If you delete matters on a regular basis, this report may not balance to the other Billed & Unbilled Hours Report Detail & Summary. Those reports include hours on deleted matters this report does not.

•  Hours & Fees Budget Comparison: The Hour & Fees Budget Comparison report compares actual hours to budgeted hours by timekeeper for a specific month and year-to-date. The report includes both Billed and Unbilled time for time ticket types of Billable, Flat Rate, Trial, No Charge and Non-Billable.

•  Receipts Pending by Orig/Resp: The Aged Receipt Pending report provides the Receivable balances (in an aged format), the Work In Process balance and Total Due on a matter by matter basis. The report is sorted by Type of Law Code and then further by Originating/Responsible Timekeeper combinations. A total for each Type of Law Code, as well as a total by Originating/Responsible Timekeeper combinations, is provided.

 

At the end of this report a summary by Type of Law Code is provided.

•  Referrals Report: The Referrals Report provides a total Fees billed, Fees paid and Fees Due by Referral Source, for each client that source generated. The Referral Source is grouped by the Referral source setup in the Name Screen in Abacus Law.

•  Timekeeper Cash Receipts: The Timekeeper Cash Receipts Report list moneys received from clients on a matter by matter basis. The report can be generated four ways:

• By ACTUAL timekeeper – Lists all FEES credited to that timekeeper in the Fee Distribution section of Payments Received. Costs are not included on this report.

• By RESPONSIBLE timekeeper – Lists all FEES and COSTS credited to all matters that each timekeeper is responsible for. This is the responsible timekeeper listed on the Matter Maintenance Screen.

• By ORIGINATING timekeeper – Lists all FEES and COSTS credited to all matters that each timekeeper has originated. This is the originating timekeeper entered on the Matter Maintenance screen.

• By ASSIGNED timekeeper – Lists all FEES and COSTS credited to all matters that each timekeeper has been assigned to. This is the assigned timekeeper entered on the Matter Maintenance screen.

•  The Timekeeper Performance Summary Report: summarizes by ACTUAL timekeeper the following information:

Total Hours – Month & Year-To-Date – this is total hours BILLED for all time ticket types (Billable, Nonbillable, No Charge, Flat Rate, Trial and Misc.).

Billable Hours – Month & Year-To-Date – this is the total hours BILLED for all billable time ticket types (Billed, Trial, and Flat Rate only).

 

If you do NOT have POST ON TICKET DATE setup in the Company Preference – The report will include all BILLED time tickets as of the date the invoice they appear on was POSTED (i.e. it looks at the date the bill was POSTED, not the actual date on the time ticket).

 

If you DO have POST ON TICKET DATE setup in the Company Preference – The report will include billed time tickets with actual dates within the specified time period.

 

Fees Billed – Month & Year-To-Date – this is the total dollar amount of Fees billed for the select time period.

 

Fees Paid – Month & Year-To-Date – this is the total dollar amount of Fees paid for the selected time period, and applied through Payments Received.

 

WIP Fees – Year-To-Date – this is the total unbilled fees.

•  Unbilled Hours – Detail: The Unbilled Hours – Detail Report summarizes, by Client Expense Code for each timekeeper, or by Client/Matter, all UNBILLED time for a specified time period, by time ticket TYPE ( i.e. Billable, Nonbillable, No Charge, Trial, Misc.) as of the actual date of the time ticket, billed time tickets with actual dates within the specified time period.

Hours for a Flat Rate time ticket are included in the Billable Hours.

•  Unbilled Hours – Summary: The Unbilled Hours – Summary Report summarizes by Timekeeper all unbilled time for a specified time period by time ticket TYPE (i.e. Billable, Nonbillable, No Charge, Trial or Misc.) as of the actual date of the time ticket.

Hours for a Flat Rate time ticket are included in the Billable Hours.

•  Weekly Time Ticket Value: The Weekly Time Ticket Value Report summarizes by timekeeper for a weekly period all Billable Hours (billed and unbilled), Billable Fee amounts, Non billable Hours (billed and unbilled) and Nonbillable Fee Amounts and Total Weekly Hours for NON DELETED matters.

 

Billlable Hours include time ticket types BL (billable) TR (Trial) and FR (Flat Rate). Nonbillable Hours include time ticket types NB (Nonbillable), NC (No Charge) and MS (Miscellaneous).

 

The actual date of the time ticket is used in the calculation of hours even if your system is setup for POST ON TICKET DATE.

•  Work in Progress – Aged: The Work In Process Report – Aged provides balances of unbilled hours, fees, hard costs, and soft costs on a matter by matter basis, in an aged format. It also provides the prior balance, trust balance, billing mode, flat fee/minimum fee amounts, originating/responsible timekeeper and type of law code for each matter.

 

Hours and fees (flat fees and minimum fees) are reported by the RESPONSIBLE or ORIGINATING or ASSIGNED timekeeper, regardless of who the ACTUAL time ticket timekeeper is. Therefore, if you select a specific timekeeper to generate this report for, the report will show all unbilled hours by matter, for those MATTERS which have the selected individual as the RESPOSIBLE or ORIGINATING or ASSIGNED timekeeper. The report will NOT show every matter that the selected timekeeper has worked on.

•  Work in Process – Summary: The Work In Process Report – Summary summarizes unbilled hours, fees, hard costs and soft costs on a matter by matter basis. It also provides the Trust balance for each matter.

Hours and fees (flat fees, minimum fees) are reported by the RESPONSIBLE or ORIGINATING or ASSIGNED timekeeper, regardless of who the ACTUAL time ticket timekeeper is. Therefore, if you select a specific timekeeper to generate this report for, the report will show all unbilled hours by matter, for those MATTERS which have the selected individual as the RESPOSIBLE or ORIGINATING or ASSIGNED timekeeper. The report will NOT show every matter that the selected timekeeper has worked on.

•  Write Off Report: The Write Off Report provides a listing of fees, costs, taxes and late charges written off on a matter by matter basis listed by RESPONSIBLE attorney as setup in Matter Maintenance.

This report will include all amounts written off in the Complete Matter Write Off function and those amounts written off through the Cost and Adjustment function if the entry was noted as a write off.

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Trust

The Trust Report function provides you with various reports relating to your clients trust activity such as Cash Receipts, and Cash Disbursements.

•  Cash Disbursement Listing: The Cash Disbursement Listing is a list of all checks and disbursement type journal entries entered into the program. System for the specific account requested. Voided checks will be included on this report with the date the void occurred.

•  Daily Posted Cash Receipts: The Daily Posted Cash Receipts is a listing of total deposits for a specific cash account, by posting. This contains the detailed information for each deposit – ie matter description etc.

•  Subsidiary Ledger: The Subsidiary Ledger Report includes all activity for one particular general ledger account for a specified time frame. This is really another name for the checkbook register.

•  Trust Ledger: The Trust Ledger Report shows all activity that has occurred in the trust accounts for a specific matter, within a specific time frame.

•  Trust Ledger Fees/Costs Breakout: The Trust Ledger Fees/Costs Breakout shows all activity that has occurred in the trust accounts for a specific matter, within a specific time frame with all activity further detailed as fee, cost or other.

•  Trust Reports – Detail: The Trust Detail Report shows all activity that has occurred in the trust accounts, on a matter by matter basis for a specific client, general ledger account number or responsible timekeeper.

•  Trust Reports – Summary: The Trust Summary Report provides you with a summary (beginning balance, total deposits, total withdrawals and ending balance) of the trust account on a matter by matter basis.

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Setup Reports

The setup printout function allows you to print out listings of various information you have setup for use in the system.

•  Activity Code Listing: This report provides a listing of all Activity Codes setup in the system.

•  Billing Format Listing: This report provides you with a listing of all billing format codes and the options selected for each code that has been entered in the system.

•  Case Codes Listing: This report provides a list of all case codes and their descriptions set up in the program system.

•  Chart of Accounts: This report provides a listing of all General Ledger Chart of Accounts setup in the system.

•  Client Expense Code Listing: This report provides a listing of all the client expense codes entered in the system.

•  Default Accounts: This report provides a listing of all the accounts setup in the Default Accounts.

•  Task Based Billing Code Listing: This report provides a listing of all Task Based Billing codes along with their descriptions, type of code and summary level you have setup in the system.

•  Time Ticket Code Listing: This report provides a list of all time ticket codes and their descriptions you have setup in the system.

•  Timekeeper Budget Listing: This report prints a listing of the yearly hourly budgets setup for each individual timekeeper.

•  Timekeeper Listing: This report provides a listing of all timekeeper codes and their name, rates, seniority level and default hourly rates that have been setup in the system.

•  Vendor Listing – Detail: The Vendor Listing – Detail includes the full vendor name and address, Federal ID, Firm Account Number, default General Ledger Account and Client Expense Code set up in the system.

•  Vendor Listing – Summary: The Vendor Listing – Summary includes the full vendor code, name, Federal ID, Firm Account Number, default General Ledger Account and Client Expense Code set up in the system.

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