2010 Practice Management Annual Conference Troubleshooting Tips: Modifying & Correcting Billing Entries in PCLaw ® Presented by: Deborah J. Schaefer

2010 Practice Management Annual Conference Objectives Identify inconsistencies in Matter balances Utilize the Reset Matter function Run Billing Reports and locate any issues that may occur Identifying when you have a billing issue and when you have a template issue.

2010 Practice Management Annual Conference Agenda Billing Reports Reset Matter Balance Correct Billing –Change Write off Bill –Template Issue Analyze Billing

2010 Practice Management Annual Conference Billing Inconsistencies How to identify inconsistency Billing (Fees) Journal: –Invoice Journal –Write Up/Write Down Journal Billing by Lawyer; Client WIP/Billing/Collection Summary; Billing Realization; Client Summary (Matter Balances Only).

2010 Practice Management Annual Conference Reset Matter Balances Tools –Verify Data Integrity Reset Matter Balance

2010 Practice Management Annual Conference Corrections to Billing Undoing the Bill; Recreating a Bill; When you cannot undo a bill: –Payment has been fully or partially rendered; –Includes a processed A/P; –Includes a check in a month that’s been reconciled; –Bill has already been adjusted (Change/WO)

2010 Practice Management Annual Conference Corrections to Billing Cont’d Change Write Off Bill –NEVER BELOW ZERO –Be cognizant of payments against an invoice; –Write off all outstanding balances for the matter check box; –Adjusting Fee Allocations; –Writing negative invoices UP to ZERO; –Resetting Matter Balances

2010 Practice Management Annual Conference When it’s a TEMPLATE issue Items are missing from the bill Totals are incorrect Information is incorrect Layout difficult to read Information in wrong area Entries in wrong order CIC’s are the best resource to resolve template problems.

2010 Practice Management Annual Conference Analyzing Billing Performance –Timekeeper utilization –Billable vs. Non Billable –Productivity Profitability –Collections –Write Offs and Adjustments 9

2010 Practice Management Annual Conference Performance Reports Time Utilization Analysis – Shows hours entered monthly over a 12 month period by each working lawyer by billable and non-billable time. Lawyer Budgeting - Compares lawyer’s budgeted hours and dollars to: worked (working lawyer), Billed (fee credit lawyer), collected (collecting lawyer). Comparative Time Analysis - Shows hours, amounts and percentages by task code or type of law for working lawyers. Daily Time Summary – Shows hours entered daily by each working lawyer for both billable and non-billable time. Time Listing – Lists details of time and fees entries sorted by task code or type of law for specified time period. Time Summary – Summarizes time by working lawyer and by type of law or by task code. Task code summary includes breakdown by billable work, non-billable work and write up/down. 10

2010 Practice Management Annual Conference Performance Reports Billing By Lawyer – Lists fees billed by type of law for each fee credit lawyer and can be sorted by fee credit lawyer or by type of law. Fee Allocation Summary – Lists the fees billed collected and written off by a lawyer on matters where the lawyer is the responsible lawyer. Billable Time Summary by Working Attorney – Shows a comparison of hours and amounts for the month and year by matter for each working lawyer by responsible lawyer. Unbilled Time and A/R Summary by Working Lawyer – Lists matters with unbilled time and billed but uncollected fees, by client. Matters Opened Summary – Shows the number of matters opened by each lawyer as introducing, responsible, assigned lawyer for on 12 month period. 11

2010 Practice Management Annual Conference Profitability Reports Billing Realization – Lists billed hours, billed fees and fee write-offs by matter and calculates the actual billed fees and hourly rate after write-offs. Unbilled Time and A/R Summary by Working Lawyer – Lists matters with unbilled time and billed but uncollected fees, by client. Productivity by Client Report – Ranks clients by criteria specified. Client WIP, Billing and Collection Summary – Lists work-progress, billed amounts, collected amounts and write-off amounts by client. Lawyer WIP, Billing & Collection Summary – Lists a monthly comparison of billable time worked(working lawyer), billed fees (fee credit lawyer), fees collected (responsible lawyer) and fees written off (assigned lawyer). Fees Collected Summary - Shows fees collected for each fee credit and responsible lawyer by month, year & previous year. 12

2010 Practice Management Annual Conference Profitability Reports Collection Summary – Lists totals for fees, disbursements and taxes billed, amount collected and A/R by fee credit lawyer. Fee Adjustments – List of all increases and decreases made to fees during billing, as long as the were not entered with the Details button, and shows which user made the changes. Fees Due by Lawyer Report – Lists outstanding invoices by fee credit lawyer. Also, lists fees received, billed or written off during the reporting period. Firm Cash and Fee Summary – Compares hours and fees docketed, fees billed, fees received and fess adjusted for a specific month and year. Billing Realization – Lists billed hours, billed fees and fee write-offs by matter and calculates the actual billed fees and hourly rate after write-offs. 13

2010 Practice Management Annual Conference Additional Training Opportunities For additional training opportunities, visit LexisNexis® University, where you may learn more about eLearning, eConsulting, Classroom, Anytime, and Just in Time Training class offerings. Also available are an extensive network of LexisNexis® Certified Independent Consultants (CICs) who offer on-site training, installation, and maintenance of Practice Management software systems.

2010 Practice Management Annual Conference QUESTIONS?

2010 Practice Management Annual Conference Deborah J. Schaefer, CPA One Bradley Road, Suite 201 Woodbridge, Connecticut