Tag Archives: emailed lesson

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.

Lesson #65

Payables – Pay Adjustments function

Before closing payroll adjust resource earnings in the current payroll for amounts not tied to specific invoices — such as a bonus or repayment of an advance. You can also apply recurring deductions to the current payroll, make pay adjustments to other open payrolls, and look up pay adjustments made in closed payrolls.

The default Pay Adjustments results show all resources with outstanding pay adjustments. Important information about each adjustment is displayed in the main grid.

Searching pay adjustments

You can choose to view open or closed pay dates (if you want to check previous payrolls for overlooked pay adjustments). If looking at open pay adjustments you can choose to see all open adjustments or only those for a specific pay date. If checking previous payrolls you can search a date range. You can also view pay adjustments for a single resource. (Pay Groups and cutoff dates are designated when setting up pay dates.)

Listings in the results grid display:

• Pay Date
• Pay Group
• Resource
• Amount paid/deducted
• Any remarks/notes

The cutoff date (last date for invoices to be included) for the pay date appears in the search criteria but is uneditable.

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.

Adding pay adjustments

To add one-off adjustments you select the resource then enter the amount and any notes you want. To include recurring deductions set them up first in the resource’s RB listing by entering the recurring amount and the start and end dates for the repayments. Then Pay Adjustments will list all resources with pay adjustments eligible for the selected payroll so you can easily select one, some, or all of them and apply the deductions to the current payroll automatically.

If you add a pay adjustment without a defined pay date the adjustment is automatically set to the next payroll. However if the open pay adjustment is a negative amount, it is set to the next payroll only if the amount can be deducted. Otherwise it remains an open pay adjustment. And if you reset payroll the pay date is automatically cleared for open pay adjustments which will be set again to the next payroll.

Pay adjustments vs. pay overrides

Use Pay Adjustments when you want to increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice — such as a bonus or a repayment of an advance on outstanding invoices. This includes recurring amounts — such as if a resource is paying back an advance in installments.

Use Override Resource Pay when you want to increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice, add new service items to invoices to pay resources for but not bill clients for, or change which resources to pay.

TL;DR: Before closing payroll, adjust resource earnings for the current payroll including applying recurring deductions.

RB concepts in this lesson

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

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 #64

Payables – Override Resource Pay function

If you forgot to include resource pay when calculating an invoice or you used the wrong pay rate so the pay amount is wrong, you can manually change resource pay amounts on posted invoices as long as you haven’t paid the resource yet. (If you have paid the resource but want to adjust pay tied to a posted invoice you will have to reset payroll.)

Use this function to correct pay amounts for specific service items on posted invoices. You can also:

• Add pay for miscellaneous charges you are not billing to the client but want tied to the invoice, such as mileage or parking at the deposition.
• Add pay for other resources for miscellaneous charges you are not billing to the client.
• Change the resource for specific service items.

Overriding resource pay does not change the invoice for the client because the invoice has already been posted. This function only affects the amount paid by your office and/or the payee for work related to the invoice.

Correct the pay side of invoices

Look up the invoice that needs resource pay corrected by either its invoice number or job number. RB displays the invoice broken down by resource with the associated witness(es) listed beneath each resource. You can export the list as an Excel spreadsheet to save, print, share, or use in other applications.

Billed services are listed for each witness. If the resource has not been paid yet the services are editable.

If you made a mistake on a resource’s pay for a service item listed you can correct the pay rate, the pay rate type (either flat rate or percentage), and the minimum pay for the service item.

If you want to pay resources for miscellaneous services not charged on posted invoices or add additional resources to pay for miscellaneous charges you are not billing to the client, you select:

• The current resource or one from your RB database. You can also look up resources by task assignments.
• A miscellaneous service item and how many units to bill.
• A pay rate table to generate pay automatically or manually enter the rate to multiply the number of units of the service item. If the resource you are paying has a pay rate assigned to them that pay rate will appear as the default but you can use a different pay rate if desired.

If the wrong resource is listed for payment on an invoice you can delete the resource and select a new one if you have not posted the invoice yet.

Any new additional pay entered appears as a line item on the invoice in RB. You can export the updated invoice to use in other applications, print, and/or archive.

Pay overrides vs. pay adjustments

Use Override Resource Pay when you want to:

• Increase or decrease the amount a resource is paid for a billable service item tied to a specific job/invoice.
• Add new service items to invoices to pay resources for but not bill clients for.
• Change which resources to pay.

Use Pay Adjustments when you want to:

• Increase or decrease a resource’s payroll amount for a reason not related to a specific job or invoice, such as a bonus or a repayment of an advance on outstanding invoices.
• This includes recurring amounts, such as if a resource is paying back an advance in installments.

TL;DR: Add or change resource pay amounts for individual service items on posted invoices. Add pay for service items not charged to the client such as parking. Change the resource to pay.

RB 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.

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 #62

Receivables – Collection Forecast function

When a client promises to make a payment at a future date on an outstanding invoice, record it in their RB9 records. Then you can project increases in your cash flow based on the promised payment dates and amounts of outstanding invoices.

The Collection Forecast lists all of the clients with payment-promised dates and amounts for a specified period so you can forecast cash inflow to your business.

Customize your forecast

The promised date defaults to today but you can select any date range to view. You can also narrow results to clients tied to a single collector in charge of collecting their overdue payments — for example if you want to see only those accounts that are your responsibility. Based on the amounts and dates promised by clients for outstanding invoices, you can forecast cash inflow to your business.

Listings in the results display the firm name, the promised date and amount, and the collector. A total amount of all the listed amounts is included at the bottom.  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.

View & update individual collection activity

You can also monitor your collection progress with clients, document new attempts, and view graphs of clients’ account activity by clicking a hyperlinked firm in the Collection Forecast results to view the firm’s collection history and account overview.

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

TL;DR: Project changes in your cash flow based on the promised payment dates and amounts of outstanding invoices listed in this function.

RB concepts in this lesson

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

Lesson #61

Receivables – Collection Follow-up function

After running the Aged A/R report to find clients who owe you money and contacting them, start tracking your collections actions and your client’s responses in their records in your RB9 database. Use this function to pull up a list of past actions and reminders to keep collections tasks on track. You can go directly into individual firms from this function to get contact information, record their responses and promises, make notes, and set reminders for further follow up.

Instead of trying to remember who needs to be followed up with about an overdue invoice and when — or writing reminders in a separate calendar — use RB9’s collection tools including the Collection Follow-up function. Collection Follow-up lists all previous collections actions recorded in RB9 for all clients with overdue invoices within a specified date range.

You can see at a glance:

• Which firms with overdue invoices you have contacted/taken action on.
• What kind of action was taken and when.
• Who on your staff should be reminded to follow up with the client and when.
• Your designated collector on the account.
• Any notes about the action taken.

You can search Collection Follow-up by:

• Dates actions were taken
• Dates someone in your company was/will be reminded to take action by the internal notification system
• Types of action taken (such as call made or statement sent)
• Assigned collector

Listings in the results display the firm name followed by:

• Info from the search categories above
• Person responsible for following up
• Any notes made about the collection attempts

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.

You can click any listed firm to view their collection history and other client information, such as their phone number. And you can:

• Record your current collections effort.
• Set a reminder date and time.
• Designate which staff to remind.
• Enter notes about the action/reminder.

At the designated time, RB9 will send the staffer an automated message through Notifications and Messages with a link to the firm’s records, so they can quickly take action.

Periodically review Collection Follow-up to see what progress is being made with overdue clients and if anything is falling through the cracks.

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

TL;DR: Keep your collection efforts on track by contacting overdue clients as scheduled, tracking responses and promises, and setting reminders.

RB concepts in this lesson

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

Lesson #60

Receivables – Collection Letters function

If you want to send collection letters to clients instead of or in addition to calling them, RB9 includes a set of customizable collection letters. You can print and mail them traditionally, or email them directly from within RB9.

Collection letters are part of RB9’s collection toolbox, making collections easier and more productive. After running the Aged A/R report to find clients who owe you money, use collection letters are part of your efforts to contact them. RB9’s collection form letters automatically include client and invoice details from your RB database. RB9’s collection form letters are fully customizable, and you can create new ones to cover all of your collections’ situations in the Form Templates function.

You can access the Collection Letters function from RB9’s main menu or within the Aged A/R function, which gives you a head start by selecting all of a client’s outstanding invoices for you.

Target your letters

You generate collection letters for one client firm at a time, and you can choose to send letters to either the firm that is responsible for paying for the invoice(s), or the firm that scheduled the job(s) the invoices(s) are billing.

After selecting the firm, you can choose to generate letters regarding invoices for:

• A single contact
• All of the contacts at the firm
• All overdue invoices
• A particular date range
• A single case
• One, some, or all of your company’s business units

Search results listings include all of the search categories plus invoice number, amount, and balance. 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 edit, share, archive, or print.

Customize letters

When you are contacting a client regarding multiple overdue invoices, you can send one letter to the client that compiles information about all of the selected invoices; or multiple letters, with each letter including information about a single invoice. Whether you are sending letters regarding one invoice or multiple invoices, you choose which collection letter template you want to use and whether you are sending the collection letter(s) via email or print.

Whether emailing or printing collection letters, you can review and edit the contents generated by RB9 before emailing/printing the letter.

When emailing collection letters, you add a custom Subject line, and you can add invoices or other files from your desktop as attachments if desired. RB9 records the email sent in the Email Log function in Tools, so you can refer back to it later. (When emailing collection letters for multiple invoices, we do not recommend using the send one collection letter per invoice option because it will embed multiple collection letters in one email body.)

If email isn’t appropriate for collections, you can have RB9 compose collection letters in a print-friendly format, which you can review and edit in RB9’s word processing interface, then send via traditional methods.

Follow up letters

After sending a client a collection letter, make an entry in the firm’s Collections Notes Log to keep a record of your actions, and set a follow-up reminder date in Collections Follow-up to have RB9 remind you when you should check in with the client again.

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

TL;DR: Send clients collection letters via email or traditional mail with all relevant details automatically filled in.

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.

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

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.  More >

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by RB appear in chronological logs.

Lesson #59

Receivables – Voided Invoices function

Quickly see which invoices were voided today, or use search criteria to find all invoices voided within a specified period, from oldest invoice to most recent.

The default view is all invoices that were billed and voided today. To find other voided invoices you can use a different date range and search by:

• Invoice date
• Date the invoice was posted
• Date the related transaction was posted
• Date the invoice was voided

You can limit the results to those of one or several of your company’s business units.

See important details upfront

In the results returned, you can see at a glance:

• Invoice number
• Invoice date
• Invoice amount
• Resource pay (so you can void the resource’s pay if that is your policy)
• Any sales tax charged
• Void date
• Who in your company voided the invoice
• (If it was re-billed) the re-billed invoice number
• Firm billed
• Relevant contact at the firm
• Job number
• Job date
• Related case
• Your company’s assigned business unit

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).

View & edit individual invoices

You can drill down to see details about an individual invoice, such as:

• Services ordered
• Related resource pay
• Sales commissions
• Any payments or other receivable transactions
• When the void was made

You can edit some details, upload/download files, and makes notes in the log.

Export the list of voiced invoices as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications. You can also export individual invoices’ breakdowns of charges for service items ordered and what resources were paid for them, payments or other transactions to date, list of files in the invoice’s repository, and the notes log.

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

TL;DR: Lists all invoices voided within a specified period, from oldest invoice to most recent.

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.

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

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 >

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by RB. More >

Repository: Where you store files in RB for safekeeping and quick retrieval.

Resource: Person or thing that provides your business with a service.

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

Lesson #58

Receivables – Paid Invoices function

Quickly see which invoices were entered as paid today, or use search criteria to find all invoices paid within a specified period, grouped and sorted by the payment date or when the transaction was posted. You can also limit the results to those of one or several of your company’s business units.

In the results returned, you can see at a glance:

• invoice number
• Date
• Amount
• Payment date
• Payment amount
• Any balance remaining
• Firm billed
• Relevant contact at the firm billed
• Job number
• Job date
• Related case
• Your company’s assigned business unit

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 to edit, share, archive, or print.

You can drill down to see details about an individual invoice, such as the service items billed, related resource pay and sales commissions, and the breakdown of charges included in the payment. You can also download the related invoice PDF from the invoice repository or resend it to the client, and edit some invoice details.

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

TL;DR: Lists all invoices paid within the specified period, from first paid to latest paid.

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.

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

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 >

Repository: Where you store files in RB for safekeeping and quick retrieval.

Resource: Person or thing that provides your business with a service.

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