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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 Standard-only function. It is not included in RB9 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. 

RB9 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 Standard-only function. It is not included in RB9 Lite.

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

RB9 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 Standard-only function. It is not included in RB9 Lite.

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

RB9 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 #75

Payables – Total Payable Report function

The Total Payable Report lists all invoices with payables still due to resources, grouped and subtotaled by resource, with a grand total that represents your current resources payable liability.

Each invoice on the report includes:

• Invoice number
• Invoice date
• Invoice amount
• Resource pay amount
• Job number
• Job date
• Case
• Sold To Firm
• Resource’s reference number (e.g., the number on the invoice an affiliate gave you for services rendered)

Each resource with outstanding payables gets their own page(s) in the report, and the last page of the report shows the grand totals for outstanding invoice amounts and your current resources payable liability.

The default report shows all resources’ outstanding payables. You can generate the report for a single resource and/or specific business units in your company.

If you want to give resources a list of their outstanding pay, you can have RB9 generate a resource version of the report without the invoice amount column.

Print or export the report in a variety of formats (including PDF, Excel, and CSV) to save, share, or edit in another application.

TL;DR: View all invoices still due to resources, grouped and subtotaled by resource. The grand total shown on the last page is your current resources payable liability. You can also generate a version to give resources a list of their outstanding pay.

RB9 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.

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

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 are outstanding by the reference numbers on their Total Payables Report.

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

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

Lesson #74

Payables – Additional Resource Production Report function

When you pay resources for miscellaneous services related to a job but not charged on the job’s posted invoices — for example parking at a deposition — you can track this additional pay using this function.

The default report lists all of today’s invoices that include additional pay. You can also generate reports for:

• A different date or date range
• Single resource
• Specific Resource Type(s)
• Specific service item(s)
• Specific business unit(s)

The Additional Resource Production Report lists each invoice having additional pay, grouped and subtotaled by resource. Each resource has their own page(s) in the report with a final page of grand total invoice and additional pay amounts. Invoices listed are broken down by:

• Invoice number
• Invoice date
• Total invoice amount
• Additional pay-related service item(s)
• Number of units of each service item
• Pay amount
• Job number
• Job date
• Case
• Sold To firm

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
• If you generate a report for a single resource

If you select two or more items in a list, the report will display that as “(multiple values selected).”

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.

Print the report or export it to save, share, and/or edit in another application.

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

TL;DR: This report lists each invoice (including the unit count) having additional pay, grouped and subtotaled by resource.

RB9 concepts in this lesson

Additional pay: Payment to resources for miscellaneous services not charged on posted invoices. For example, you pay a resource for parking at a deposition without billing the client but you want the payment tied to the job’s invoice.

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. More >

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

Resource Type: Profession — such as scopist, proofreader, or interpreter — and other categories of resources.

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

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

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, 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.

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 Standard-only function. It is not included in RB9 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.

RB9 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 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 Standard-only function. It is not included in RB9 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.

RB9 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 Standard-only function. It is not included in RB9 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.

RB9 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 first select which resources to pay this way. 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.

If you want to pay via direct deposit, you first select which resources you want to pay this way. Then 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 Standard-only function. It is not included in RB9 Lite.

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

RB9 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 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 viewing, printing, archiving, or emailing results, you can choose the order in which invoices appear on pay statements:

• Chronologically from oldest to newest invoice date or job date
• From lowest to highest invoice number or job number

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. 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 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 pay statements use System Preferences to create one or more email templates to attach PDF pay statements to. Customize subject lines and messages, include any text you wish in the templates, embed contextual RB9 data fields such as the resource’s name and pay date, add images, and style the text with fonts, text treatments, sizes, and colors. If you create more than one template, designate one as the default. You can select a different template, edit the email, and attach additional files from your desktop when you send the email.

When the statements have been emailed RB9 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. RB9 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.

RB9 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.