I am having a problem unposting a bill, I keep getting a message that states there is a cash receipt, credit memo or trust adjustment applied to the bill. What can I do?
First you will need to review the Client/Matter Ledger History. Look for the bill number and see if there have been any cash receipts, credit memos or trust adjustments applied. If there has been then you will need to reverse those first, and then try unposting the bill again. To reverse the transactions use the same data values only negative (or positive depending on what was done initially).
If the only cash applied was Prepaid/Trust during billing DONOT reverse these through Cash Receipts. Prepaid/Trust will automatically be reversed when the bill is unposted.
I need to unpost a bill that had Prepaid applied; do I need to take any additional steps?
No. When you unpost the bill, the amount applied will be put back in the Client/Matter’s available Prepaid balance. DO NOT reverse the PPD using cash receipts.
I need to unpost a bill that had Trust applied and the Trust check deposited to our Operating account; do I need to take any additional steps?
Yes you will need to follow these steps depending on that status of the Trust Voucher that was created during billing and what you want to do with the Trust money. What steps you follow will depend on these questions:
- Have you written the check from trust?
- Have you deposited the check to the operating account?
- Are you redoing the bill, so the money does not have to be transferred back to trust?
- Do you need to refund the money to trust?
IF:
Check was never written:
- Unpost the bill. (The Trust will automatically be reversed.)
- Go to Vendor Inquiry for the ‘Firm’ vendor and void both the positive and negative vouchers..
Check was written, but not entered as a cash receipt into operating account:
- Void the check and voucher.
- Unpost the bill.
- Go to Vendor Inquiry for the ‘Firm’ vendor and void the negative voucher.
Check was written, entered into cash receipts, deposited into the Operating Account, and money needs to be back into Trust:
- Write a check from the operating account in the amount of the Trust applied to the bill using a G/L Distribution to the Trust in Transit Account.
- Unpost the bill.
- Deposit the Trust money using a Cash Receipt, entering it on the ‘Trust Tab’.
- Void the Trust Check and choose the option to void the Voucher as well.
- Go to Vendor Inquiry for the ‘Firm’ vendor and void the negative voucher.
Check was written, entered into Cash Receipts, but not deposited in the Operating Account and money needs to be deposited back into Trust:
- Void the check written from Trust.
- Enter a negative Cash Receipt on the Other Tab. (Bank Code – Operating, G/L Account Trust in Transit).
- Unpost the bill.
- Go to Vendor Inquiry for the ‘Firm’ vendor and void the positive and negative voucher.
Check was written and deposited; money does not need to be put back in trust but bill needs to be re-done:
- Enter a Trust Adjustment to reinstate the balance.
- Unpost the bill.
- Redo the bill.
- Enter a negative Trust Adjustment to reverse the one done above so the Client/Matter’s Trust balance is correct.
I have entries on the bill that I want to hold until next month, can I do that?
Yes. An entry that has a status of ‘Hold’ will remain in unbilled until the next billing cycle. Here’s how to ‘Hold’ and entry:
- In Edit Prebill select the entries you want to ‘Hold’.
- Right –Click on the entry or entries.
- Select ‘Hold’.
You can select multiple entries to ‘Hold’; make sure the Bill Design does not have a ‘Group By’ defined.
I have posted time and expense entries that are not showing on my selected prebill, what can cause that?
Make sure the Prebill Begin and End dates are correct and the entries fall within those dates. Also make sure the entries were posted BEFORE the prebill was selected, if not then you will need to reselect the prebill for those entries to appear.
I have already posted a bill can I still move Time or Expense entries to another client?
No, since the bill is posted you'll have to Unpost the bill first. Then you can either move the entries by doing Adjustment entries or via WIP Transfer in Edit Prebills.
Can I zero out an Expense Code or Timekeeper total in Edit Prebills without having to zero out each individual entry?
Yes, you can and here’s how:
- Open the Prebill.
- Select Tools > Recap Editor.
- On the Timekeeper or Expense Code, zero out the Amount field.
My Matter has a prepaid balance but I do not want to apply it to this bill, how do I remove it since it’s automatically applied during Prebill Select?
You can do this two ways, open the Prebill:
- Remove the prepaid by going to the Prepaid Applied field and making it zero.
Or
- Select Tools >Prepaid/Trust Allocations.
- Zero out the Prepaid in the top ‘Summary’ section.
I just edited several time entry narratives and added task codes, and need to reselect the Prebill. Will I lose all edits?
No, those changes will remain in Juris. Edits to the narratives or task codes are doing an adjustment behind the scenes unlike editing of the ‘As Billed’ information. Any changes to ‘As Billed’ are lost if the prebill is re-selected.
I have a bill that had a discount greater than the fees on the bill and now I need to unpost it but I keep getting a message that a cash receipt, credit memo or adjustment has been applied. I have not done any of those to this bill, why am I getting this message?
The situation where a discount greater then the fees is defined by Juris as an ‘excess discount’. In this case, a zero cash receipt is done behind the scenes during the posting process to keep allocations in synch. In the event you need to unpost this bill follow these steps:
- Review the Matters Ledger History. You’ll see a negative cash receipt to Fees and a positive cash receipt to Expenses. Also, you will see in the “Excess Discount from Bill #XXX (where XXX is the bill number) in the ‘Comment’ field of Ledger History.
- Make a note of these amounts.
- Go to Cash Receipts. The batch total will be zero.
- Reverse the cash receipt by doing a positive to fees and negative to expenses, the batch will equal zero. You can use the ‘Zoom’ feature to drill down to the individual fee and expense items.
- Post the Cash Receipt batch and then unpost the bill.
I need to write off the entire balance of an outstanding bill, how do I do this?
You would do this through Credit Memos . Here’s how:
- Open Transactions > Credit Memos.
- Enter the Date, Client, Matter and Bill Number.
- In the comment field, add something so you'll remember why you wrote off the balance.
- You can write off the entire balance on the ‘Summary Tab’, click on the ‘Total’ line for Balance and then use the $0 icon on the Tool Bar.