Tag Archives: email second round

Lesson #84

Reports – Gross Profit function

Gross profit is the difference between the invoice amount and resource costs. This static report lists the gross profit (in amount and percentage) for each job or invoice. You can customize the information shown in the report and create summary reports that only show each firm’s total amounts for the selected time period.

The default report shows the gross profit for all of today’s scheduled jobs — broken down by the firm that ordered the services on the invoice (Sold To firm). Each firm’s listing includes their address and phone number to help you identify them correctly.

Every job listed under a firm includes:

• Job number, date, and case
• Invoice number, date, and total amount
• Resource pay
• Resulting gross profit in dollars and by percentage

It also lists any voided or credited amount and the associated deduction to resource pay. At the end of the report are grand totals for invoice amount, voided and credit memo amounts, resource pay, and gross profit in dollars and by percentage.

Find gross profit for different variables

You can view the same information for:

• A different date range
• Invoices billed during the date range
• Invoices posted during the date range
• Firms that ordered the billed jobs, instead of the billed services (Ordering Firm)
• Firms responsible for paying invoices (This is useful to see the gross profit for a carrier/corporation that has multiple firms booking jobs.)
• A single Sold To Firm, Ordering Firm, or Bill To Firm
• A Sold To, Ordering, or Bill To Firm’s parent company
• A particular case
• A selected number of your top clients
• One or more of your company’s business units

The report’s footer will display which search criteria you used to generate the particular report with the exception of blank search fields, ALL list selections, or if generating a report for a single firm. If you select two or more items in the Business Units list, the report will display that as “(multiple values selected).”

View a detailed or summary report

You can also choose a summary version that gives each client one line in the report that lists the firm name, address, and phone number — plus the total amounts for invoice billings, voids/credit memos, resource pay, and gross profit in dollars and percentages.

You can search for a word or phrase in the onscreen report. RB9 will highlight all instances of your searched word/phrase in the report and list them in a scroll box along with the page number where they occur. Export the report in a variety of formats to save, share, and/or edit in another application, or print it.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: View gross profit by invoice. Customizable report can also display summary information for each client.

RB concepts in this lesson

Bill To Firm: The firm responsible for paying the invoice for a job. This firm could be the same as the Ordering Firm, but also could be a third-party firm — such as an insurance agency.

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Firm: Business you provide services to— usually law firms.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources, such as realtime, videoconferencing, or read & sign. More >

Ordering Firm: Firm that is responsible for a job with your company.

Parent Firm: Headquarters of a multi-branch corporation.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, proofreaders, account executives, other agencies that cover jobs for you, or a conference room.

Sold To Firm: Firm that ordered the services on the invoice. Usually the firm that ordered a job.

Lesson #83

Reports – Business Analysis function

View your business’s posted income by groups of related service items for a specific time period in an interactive report that lets you see total amounts at a glance. Drill down to see individual service items — plus quarterly and monthly breakdowns of posted totals. Compare the current month-, quarter- and year-to-date totals — such as sales amount and gross profit — to previous periods.

The default report lists the main categories of services with amounts posted today for any of its service items to any Sold To clients in any state and under any of your company’s business units. The default view is yearly total amounts for:

• Number of units billed
• Rush charges
• All charges
• Related resource pay
• Voids/Credits
• Gross profit

Because it is interactive you can drill down to monthly totals and individual service items.

View profitability for different periods/segments

You can change the report to:

• View longer/different time periods.
• Include quarterly breakdowns.
• Switch to totals by Bill To clients (such as insurance companies who are paying for litigation services their lawyers order from you), parent firms (i.e. headquarters), or a single firm.
• See income for one state, e.g., if you pay local business taxes based on the total revenue generated within your own state, view posted income for your state.
• Analyze business for a particular case.
• View income for one or more of your company’s business units.

Like other interactive reports in RB9 you can quickly switch between detailed and summary views of the report. The initial results in the report are displayed as yearly totals by Service Group (main categories of services).

You can “expand” the view to see the monthly — and quarterly if desired — subtotals and toggle between summary and monthly (and quarterly) views for individual years/quarters. You can also expand and collapse the Service Groups to see breakdowns by category subgroups and individual service items — or toggle individual Service Groups between the collapsed/summary view and the breakdown-by-service-item view. Category totals and subtotals appear on gray backgrounds with bold headers to differentiate them from individual line items.

You can export the report in Excel format to save, share, use in other applications, or print.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Get an instant snapshot of your business broken down by Service Group for today or any time period. Compare the current month-, quarter- and year-to-date totals to previous periods. 

RB concepts in this lesson

Bill To: Client responsible for paying the invoice for a job. Could be the same as the Sold To client, but also could be a third-party firm — such as an insurance agency.

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Parent Firm: Headquarters of a multi-branch corporation.

Service Groups: The most commonly used billable items for court reporters. These main categories are preset by the system and cannot be modified by the user.

Service items: Regular charges that you bill to your clients are called service items in RB and are categorized into Service Groups.

Sold To: Client ordering services.

Lesson #78

Payables – Liability Balance Log function

You can get an instant snapshot of what you currently owe resources on posted invoices and other transactions — or reestablish a starting balance of your resources payable as of a certain date — by using this audit function.

The default Liability Balance Log covers the current month to date and all of your business units. You can extend the date range to a longer historical period from today, and restrict the results to one or more of your company’s business units.

The log lists all dates transactions with resources payable were posted, beginning with the starting date you specified. Each date shows the day’s resources payable beginning balance, ending balance, and the amounts that increased or decreased the resources payable balance that day.

You can view the transactions for any date. All transactions for a selected day are grouped by type (Billings, Voids, etc.) and listed by invoice date within each group.

Export the report and individual dates’ details as Excel spreadsheets or CSV (comma-separated values) files to save, print, share, or use in other applications.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Audit the current month’s resources payable. Can also reestablish a starting balance as of a certain date.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Resource: Person or thing that provides your business with a service, such as reporters.

Lesson #76

Payables – Sales Tax function

If you provide taxable services to clients in states or other areas that charge a tax on receipts, enter the sales tax rate in the firms’ listings and flag which service items are taxable. RB9 automatically calculates sales tax on invoices. This report lists all invoices with sales tax charges generated for a specific period.

How sales tax works in RB9

You enter the appropriate total sales tax rate (state + locality) in every firm listing in RB9 that is located in an area/state that charges sales tax on receipts. Then you mark service items as taxable in RB9’s Service Items Master or in individual billing rate tables.

RB9 calculates the sales taxable amount by adding all of the service items on the invoice that are marked as “sales taxable.” Then RB9 multiples the sales taxable amount by the sales tax rate for the client.

Using this report

The default Sales Tax report lists all invoices generated today that include a sales tax amount. It includes each invoice’s:

• Number
• Date
• Amount
• Amount of sales tax charged
• Bill To Firm
• Job number
• Job date
• Case
• Related business unit

You can generate reports for different dates or date ranges, and for specific business unit(s) in your company.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function RB9 will revert back to the default order). The report in RB9 is not editable but you can export it as an Excel spreadsheet or CSV file to save, share, work with in other applications, and/or print.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: View all invoices having sales tax charges generated for a specific period. Export the report as an Excel spreadsheet.

RB concepts in this lesson

Billing rate tables: Amounts that you charge for services are organized into tables, so you can charge different clients different amounts for the same service items by applying different billing rate tables. More >

Bill To Firm: The firm responsible for paying the invoice for a job.

Business Unit: One of your company’s revenue centers or any entity in your business that you want to track separately.

Firm: Business you provide services to — usually law firms.

Service items: Regular charges that you bill to your clients.

Service Item Master: List of your company’s services. More >

Lesson #73

Payables – Override Sales Commission function

RB9 automatically calculates commissions for sales reps and resources who have their own clients/assigned cases (Client Of). You can override the calculated commissionable amount on a single posted invoice without changing your commission rates. You can also change the person receiving the commission.

RB9 calculates commissions by multiplying the commissionable amount by the sales rep or Client Of resource’s commission rate. The commissionable amount is calculated and stored for each invoice by adding all of the service items that are marked as “commissionable.” You determined whether a particular service item is commissionable or not when setting up RB9. However, you can override the calculated commissionable amount on any invoice using this function.

Find, view, update

You can find posted invoices to update by:

• Invoice number
• Job number
• Specific date or range of dates for the invoice or related job
• Case
• Assigned sales rep or Client Of resource
• Specific business unit(s) in your company

Search results include all of the search categories plus:

• Invoice amount
• Balance
• Commissionable amount
• Bill To client
• Sold To client
• Date voided

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

When you locate the invoice with a commissionable amount you want to override, you can view basic details about the invoice and related job — including a breakdown of the commissionable service items and the total commission for the Client Of resource and/or sales rep.

You can update the total amount for the Client of resource or the sales rep — or if the wrong resource appears in Client Of or Sales Rep, you can change or remove the resource. Export the results to save, print, share, or use in other applications.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: RB9 automatically calculates commissions for sales reps and resources with their own clients. You can correct commissions on individual invoices without changing your commission rates.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Client Of: Resource that receives a commission for jobs their clients scheduled or that are part of a case the resource was designated as the Client Of resource. You can also give reporters right of first refusal on their clients/cases’ jobs by displaying unassigned jobs from their clients/cases in Resource-side online calendars in RB Connect.

Resource: Person or thing that provides your business with a service — such as reporters.

Service items: Regular charges that you bill to your clients are called service items in RB. Service items are listed on your invoices to provide itemized details for your clients and third-party payers.

Lesson #72

Payables – Sales Commission Report function

In RB9, you can pay sales commissions to 2 groups of people:

• Sales representatives/account executives (Sales Rep resources)
• Resources who bring their own clients to your business and should receive commissions on the revenue generated from their clients’ jobs, or are assigned to receive commissions on jobs from specific cases (Client Of resources)

The Sales Commission Report report lists all invoices that include a commission, grouped and subtotaled by Sales Rep or Client Of resource. A commission is automatically generated from invoices on jobs initiated by a Sales Rep/Client Of resource’s client.

The default report list all invoices posted today that include sales rep commissions. It includes commissions on both originals and copies — and doesn’t deduct resource expenses from commission calculations.

Customize report views

You can view reports:

• For different days or date ranges.
• By payment post date instead of invoice post date.
• For Client Of resources.
• For a single sales rep or Client Of resource.
• For originals only if you do not pay commissions on copy sales.
• For copy sales only.
• Excluding resource costs if you pay commissions based on RARE (Revenue After Resource Expenses) or NIBO (Net Income Before Overhead).
• For one or more of your company’s business units.

Depending on your search conditions, RB9 lists all of the relevant invoices as a report, grouped by Sales Rep/Client Of resource, with each having their own page(s) and a grand total page of all commissionable amounts and commissions. The report’s footer will display which Date Type and date range you used to generate the report.

The report breaks out ordering firm and contact, invoice number and date, whether a commission is for an original transcript or copy, job number and date, commissionable amount, commission, case name, and Sold To firm. In addition to the report subtotaling commissionable amount and commissions by resource, each resource’s total is further broken down into subtotals for ordering contacts and firms.

You can search for a word or phrase in the onscreen report. RB9 will highlight all instances of your searched word/phrase in the report and list them in a scroll box along with the page number where they occur.

Using the report

Besides looking up details about sales commissions, you can use the report to help you adjust commissions in the Override Sales Commission function, and in other ways:

Voided invoices and invoices for which you have issued credit memos or debit memos are listed at the end of each person’s commissions as adjustments so you can void, decrease, or increase the commissions if desired. (You also have the option when voiding or issuing a credit/debit memo on an invoice to not alter the commission, then that invoice will not appear in the Adjustment list.)

Export the report to save it, give to resources, edit in another application, or print.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: View all invoices that include a commission grouped and subtotaled by Sales Rep or Client Of resource. Invoices that may require an adjustment to the commission — such as voids — are listed separately for each person.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Client Of: Resource that receives a commission for jobs their clients scheduled or that are part of a case the resource was designated as the Client Of resource.

Contact: Person who works for a firm you do business with.

Date Type: Depending on the function you are using, you can choose to see results for different date categories — such as the date an invoice or client payment was posted.

Firm: Business you provide services to, usually law firms.

Ordering Contact: Contact at the firm that is responsible for a job with your company.

Ordering Firm: Firm that is responsible for a job with your company.

Resource: Person or thing that provides your business with a service — such as reporters.

Sold To Firm: Usually the Ordering Firm on a job.

Lesson #71

Payables – Print 1099 Forms function

If you provide your independent contractors with 1099s, use this function to generate PDF federal 1099-NEC forms to print.

When entering resources into RB — or at anytime before issuing 1099s — you can designate if they should be eligible to receive 1099s from you in their resource listings. Not all resources require 1099 forms — for example your conference rooms — so you select which resources should be included in the potential pool of 1099 recipients. If you didn’t designate which resources should be issued 1099s when setting up resources, you can use RB’s Bulk Update tool to designate all potential 1099 recipients at once.

Default settings might be all you need

The Print 1099 Forms function defaults to all potential 1099 recipients for last year who earned more than $600 from any of your company’s business units (BUs). You can :

• Change the date range.
• Restrict the resources to a specific pay group or groups.
• Raise or lower the cutoff earned amount to be included.
• Choose to view resources paid for specific BUs’ jobs.
• View the results for a single resource.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Before printing 1099s you can click on any resource listed to view/update their RB listing.

In the list of eligible 1099 recipients you select which resources should receive 1099s, then which BU will be issuing the 1099s. RB9 creates a PDF file of the 1099 information to print on preprinted laser-compatible IRS forms. If you use Chrome as your browser for RB9 printing, you can print directly from the browser. Otherwise the PDF automatically downloads, then you print it from Adobe Acrobat.

If the information doesn’t print correctly on the IRS forms, you can make adjustments in RB9 to the margins to align the RB9 output with the 1099-NEC form’s fields.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: View summaries of your independent contractors’ taxable pay. Then print out their miscellaneous income information on preprinted laser-compatible IRS 1099-NEC forms.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #69

Payables – Print Checks function

After closing payroll and printing a final copy of the Resource Pay Statements report, the last task is to cut checks. You have 3 options in RB9 for generating paychecks:

1. Print resource payroll checks from RB9.
2. Export checks in NACHA format for direct deposits.
3. Transfer checks to QuickBooks.

You do not have to use the same method for all resources — you select which resources get paid via which method when cutting checks.

In the Print Checks function the current pay date (that was just closed) automatically appears in Pay Date — you can select a different closed pay date if desired. RB9 lists all of the resources being paid in the selected payroll along with their check amounts.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Print checks

If you want to pay by check, you select which resources to pay. Then enter the starting check number — and a memo field message if desired.

RB9 creates a PDF file of the checks to print from Adobe Acrobat, then enters the check numbers and date in the paid resources’ listings in the results grid. RB9 creates the PDF according to your settings to print on your own voucher or standard business checks — including Quickbooks-compatible laser checks. Printed checks include the resource’s billing address instead of their home address if there is one in their RB9 profile.

Direct deposit

You can skip the hassles of printed checks, by direct depositing pay in your resources’ accounts instead. To prepare for direct deposit you must do 3 things:

1. Sign up for direct deposit with your bank.
2. Set up your RB9 system preferences for direct deposit payables. (Some of this information is from your business account, the rest you can get from your bank when you sign up for direct deposit.)
3. Enter your resources’s banking account number, routing number, and account type in their RB9 profiles.

When paying resources you select which resources in the Print Checks function you want to direct deposit paychecks for, export a NACHA-formatted file, and send it to your bank. They will transfer the funds for you. (NACHA stands for National Automated Clearing House Association, which has a system for electronic funds transfers — such as direct deposits — from one bank account to another.)

When you choose to export a NACHA-formatted file, you select the effective date of the deposit (default is two days from today). If any resource doesn’t have banking information in their profile, RB9 will stop the export and alert you to missing information. You can click a resource’s name in the Print Checks screen and add the information to their profile.

RB9 exports NACHA-formatted files with the file name “NACHA-[today’s date].txt” to send to your bank for processing.

QuickBooks checks

If you use QuickBooks to print resource payroll checks and deduct the amounts from your checking account, export pay information here to import into QuickBooks.

Select the resources in the current payroll whom you want to pay through QuickBooks and RB9 will export a file in QuickBooks IIF format to your desktop so you can import it into QuickBooks.

TIP: If you pay resources through QuickBooks, you can skip a step with RB9’s QuickBooks Integrator. By using the QuickBooks Integrator in Tools, you can import payroll directly into QuickBooks and eliminate the need to export payroll first.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: You can print paychecks directly from RB9, direct deposit checks, or export them to use in QuickBooks.

RB concepts in this lesson

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #67

Payables – Send Resource Pay Statements function

After closing payroll archive a copy of the final version of the Resource Pay Statements report for your reference, then either email or print and mail resources their individual pages of the report.

This function looks like the Pay Resources function where you generate draft pay statements and close payroll. Here you select the current pay date that you closed in Pay Resources and the screen displays the Pay Group and cutoff date associated with the pay date selected — so you can double-check that you selected the correct pay date.

The results list all resources to be paid in the current payroll along with the amounts to be paid. You can deselect any resource listed whom you do not want to pay at this time. You can click any resource to view their details — for example to check that they have an email address in their listing.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Generate a report for your records

After reviewing the on-screen results, you can generate the report for your records: The report lists each invoice (to be paid for the specified payroll) grouped and subtotaled by resource with each resource starting on a new page. The last page of the report lists the grand total amount for all resources included in the report.

You can search for a word or phrase in the onscreen report. RB will highlight all instances of your searched word/phrase in the report and list them in a scroll box along with the page number where they occur. Export the report in a variety of formats to save and/or edit in another application, or print it.

After making a final copy of the Resource Pay Statements report for the office, send resources their pay statements from the same results list.

Provide pay statements in the format resources want

You can email resources their pay statements or print and mail/hand out the statements along with their paychecks. If you will email some pay statements and print others, you will need to send pay statements in 2 separate batches. And you probably don’t have to produce pay statements for any resources that are not people — such as your conference rooms.

In addition to having the email/print option for pay statements you can also choose to send either summary or detailed pay statements. Summary statements only include invoice totals. Detailed pay statements break down invoice totals to include their service items’ details (number of units, pay rate, and subtotal).

Email

To email statements you select which resources will receive the emailed statements, then select which version — summary or detailed — the selected resources will receive. Before sending the statements you can preview and/or edit each pay statement email, change the sender, and attach additional files. Or if you want to make global changes to the pay statement email template update it in System Preferences.

When the statements have been emailed RB notes the outcome for each resource in the Result column. Any statement that failed to send displays the results in red so you can easily see what is wrong. RB also generates an automatic entry in each resource’s Notes Log recording the date, time, and user who sent the email. And RB9 records the emails sent in the Email Log function in Tools so you can refer back to them later.

Print

If you want to give resources their pay statements with their pay checks select which resources will receive the printed statements, then print out the static report in either summary or detailed form.

Online

Save time and money with online statements. If you have RB Connect, resources can view their pay statements (current and past) online — eliminating the need to print or email statements.

TL;DR: After closing payroll send resources their pay statements via email or by printing and handing out/sending as snail mail. Plus archive a final copy for your records.

RB concepts in this lesson

Cutoff Date: Last date for invoices to be included in a pay date. Default is the date of the invoice, but you can use the date invoices were paid for a single resource or all resources tied to a business unit/multiple BUs in your company.

Pay Groups: Categories of time periods your company uses to pay resources, e.g., Monthly, Weekly, On Demand.

RB Connect: Online repository, calendar, and access to your office for clients and resources, including interactive transcripts, downloadable invoices and e-commerce for clients, and online turn-in, one-touch job acknowledgements, and downloadable pay statements for resources. More >

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #66

Payables – Pay Resources function

Before you can pay resources or send them pay statements you must close (i.e., finalize) payroll. Closing payroll ensures that no changes can be made to the payroll data after you distribute checks and pay statements to your resources.

Before you use this function to close payroll and pay resources you must set up pay dates in your RB System Preferences and enter individual resources’ pay information — such as how long they wait to get paid for an invoice — in their RB listing.

After these initial preparations Pay Resources is where you set payroll for an open payroll date — including reviewing scheduled payments to resources and updating which invoices will be included in payroll. It is also where you close payroll.

Review current payroll

The first step in paying resources is to run the Draft Resource Pay Statements report for review. The Draft Resource Pay Statements report lists each invoice — selected for the specified pay date — grouped and subtotaled by resource. If you or your resources find any errors or missing information, you can modify the current payroll before closing payroll.

To generate the Draft Resource Pay Statements report you select a pay date from the list you set up previously. The Pay Group (i.e., pay period) and Cutoff Date (last date for invoices to be included) associated with the pay date are displayed. (You designate the Pay Group and Cutoff Date when setting up pay dates.) Choosing from a set list minimizes the chance of running the wrong payroll: All open pay dates are listed along with their cutoff dates in chronological order with the earliest one first to make it easier to select the correct pay date.

RB calculates payroll for the selected pay date and shows every resource that has eligible outstanding pay amounts. Clicking any resource listed opens a sub-listing of all of their outstanding invoices with invoice amounts, dates, balances, pay amounts, and other relevant information displayed. Beneath the list of invoices RB lists any pay adjustments not specifically tied to an invoice that will be included in the payroll.

Modify payroll

Click one or more column headers in any sub-listing to sort the order of payments listed in ascending or descending order by those criteria. Only invoices that are checked in the sub-listing are included in this payroll. You can override which invoices to include. You cannot change or remove the non-invoice pay adjustments listed in this function. IF you need to update those use the Pay Adjustments function.

RB automatically selects which invoices to pay based on the Original Term and Copy Term settings for each resource. Terms include the number of days you wait before paying a resource on an invoice and whether the wait period starts from the invoice date or the date the invoice was paid. You can have different terms for originals and copies.

Before closing payroll you can review and modify RB’s selection of invoices for any resource. For example if a reporter asks for more money than is currently due, you can add more invoices to the current pay sheet instead of giving an advance. As you add or remove invoices for a resource the total pay for the resource adjusts on the screen.

If a resource’s list of invoices is too long to see what you want easily based on invoice number, you can click one or more different column headers to sort the list by those columns in ascending or descending order.

You can export the list of resources and their invoices as an Excel spreadsheet to save, print, share, or use in other applications.

Review payroll as a report

You can review this information in its final form as a report and have your resources review their upcoming payroll before closing payroll. Choose summary or detailed draft pay statements which you can print or email to resources. Draft pay statements have the word “Draft” splashed across every page so you don’t accidentally send or archive a draft statement instead of the real thing. If you choose a print version, you can print the report or export it in a variety of formats to view elsewhere or archive.

Draft pay statement reports compile the current payroll into a draft report with one resource per page and a grand total payroll as the last page. Each invoice listed under a resource includes:

• Invoice number and date
• Whether the invoice is for an original or copy
• Pay amount
• Job number and date
• Case name or description
• Sold To Contact
• Resource’s reference number

You can generate 3 versions of the draft pay statement:

• A detailed version for your office that includes the most information listing each invoice broken down by service item, including the billing rate, number of units, pay rate, pay percentage, and pay amount. This is the best draft report to select for verifying pay because it is the most complete.
• A detailed version of the report to either print out or email to resources which lists pay by service item for each invoice included in this payroll. Similar to the detailed office version except it does not include billing rates or pay percentages.
• A summary report which only lists pay amounts by invoice with no further break-downs by service item. This is the draft of the report you either print out or email to resources if you prefer to give them pay statements with no details.

Reset payroll when there are mistakes

If there are any mistakes in the Pay Resources results grid or a draft pay statement, you reset payroll which deletes all entries in the current payroll, then start the payroll over again after correcting the errors. If you find the errors are due to incorrect pay info settings in the resources’ profiles (such as original term or copy term) correct those settings first before resetting the payroll.

Close payroll

After verifying payroll use this function to close payroll. RB finalizes payroll so all checked invoices are included in resource pay for this payroll and will no longer appear as outstanding obligations in payroll. Then use the Send Resource Pay Statements function to make a final copy of the Resource Pay Statements report for your office and send resources their pay statements.

TIP: You can also generate a report in Pay Resources that includes all resources who are owed money on outstanding invoices — whether they are scheduled to be paid on this pay date or not — for your records.

TL;DR: Review a specific pay date’s invoices, grouped and subtotaled by resource. Review and modify RB’s automatic selection of invoices for any resource. You can also reset (restart) an incorrect payroll.

RB concepts in this lesson

Pay Group: Category of time period your company uses to pay resources, e.g., Monthly, Weekly, On Demand.

Reference No. (for resources): If a reporter or other resource (such as an agency which works for other agencies) bills you for work done, enter their invoice number as the reference number when turning in jobs so they will know which of their invoices you are paying on their pay statements.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Sold To Contact: Person who ordered the services on the invoice. Usually the Ordering Contact on a job.