Information

How To

Location: LEAP Menu > Reports > General Account > Accounts Receivable Report.

Purpose: Lists all matters containing a balance of Accounts Receivable on the specified 'At Date', providing the aging and breakdown of the outstanding invoices. You can narrow down the results to only finalized invoices and gain insights into the outstanding amounts your clients owe, aging periods of the outstanding invoices, and any associated Retainer & Credits balances. This allows you to proactively follow up with your clients.

Report Trigger: The report will reference all matters which have any outstanding invoice OR any balances in the Retainer & Credits ledger on the specified 'At Date'. Therefore, invoices that were outstanding on the specified 'At Date' are included, even if they've been paid since. Regardless of filter settings, the report does not consider draft invoices which have been deleted as of today.

This report can be scheduled and subscribed to. Please refer to this article for Schedule and Email Reports.

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Regarding the Include Inactive Staff filter, please note:

A Staff member is considered Inactive if the member's Current Staff Member option is togged off under the Access & Permissions in the Staff Details window (Menu > Settings > Application Settings > Firm > Staff > members).
If you suspect missing entries for a particular staff member in the generated report, switch the Include Inactive Staff filter to Yes (if it was previously set to No) and then regenerate the report. This can prevent unintentional omissions caused by changes in Staff management. For instance, an invoice will be excluded if a Staff member has been associated with two Staff accounts and the one used to create the invoice has since become inactive.
When you change the selection for 'Include Inactive Staff' (from Yes to No or vice versa), the drop-down lists for Staff Responsible, Staff Acting, Originating Attorney, and Staff Assisting will be updated accordingly.

Report Filters:

At Date	Calculates the Accounts Receivable and the aging of outstanding invoices up to the selected date. NOTE: Invoices that were outstanding on the specified 'At Date' are included, even if they've been paid since.
Invoices	Provides the option to Select All invoice statuses or limit the results to certain status(es): Draft Unapproved Draft Approved Printed Sent (Final)
Reporting Group	Lists all matters with the selected grouping set in the matter details.
Include Inactive Staff	Include or exclude inactive staff members. Please check the reminder notes above regarding how this filter operates. You may set the filter to Yes to avoid any unintended omission.
Staff Responsible	Select All or certain staff members.
Staff Acting	Select All or certain staff members.
Originating Attorney	Select All or certain staff members.
Staff Assisting	Select All or certain staff members.
	NOTE: The above four Staff filters work together to narrow down the results by restricting the matters associated with the invoices. Depending on your need, you may keep one or more of these filters in their default All Items Selected setting. For instance, if you want the report to display all invoices created on matters where the Acting Staff is Staff A, simply choose Staff A as the Staff Acting, while leaving the other three filters set to All Items Selected.
Billing Category	Filter results to display all or only the categories selected.
Display	An option to display the phone number of Debtor / Client under the matter’s description.
Group By	Group the list by: None Debtor Staff Responsible Staff Acting Originating Attorney Staff Assisting Matter Type Client Reporting Group Billing Category
Expand	Expand or collapse report column lists.

Report Fields:

Matter	Matters containing a Balance of Accounts Receivable or a Retainer & Credits balance.
Debtor	Debtor on the matter. If the list is expanded: The Invoice Date and Invoice Reference number will be displayed. If the transaction is a Credit, the word Credit will be be displayeded. NOTE: In most cases, the Debtor is the same as the Client, but it can also be assigned to a different party. If you would like to set a different party already listed in the Matter Table, go to the Matter Table, right click the party, and then click 'Set Debtor'.
Description	Provides the following information: The matter description set in the Matter Type window. Debtor Note, if there is any. NOTE: 1. Debtor Note is based on the Debtor Comment entered under the Accounting tab of the Matter Details window. Example: 2. If the list is expanded, the field also displays the outstanding invoice's Invoices Memo (not relevant to Credits).
Total	The total Accounts Receivable balance for the matter, calculated by subtracting the matter's Retainer & Credits amount from its total outstanding invoice balance. If the list is expanded, the field displays the amount for each invoice or Retainer under the matter.
Inv Bal	The total outstanding invoice balance. If the list is expanded: The total amount of each invoice. NOTE: The Accounts Receivable Report reflects the Accounts Receivable balances as of a specific date. Consequently, this balance is calculated by including only the invoice adjustments and reversals made up to the 'At Date,' based on the transaction date of each adjustment or reversal.
Rtnr./Credits	The total amount of Retainer & Credits on the matter. If the list is expanded: The total amount of Retainer & Credits on the matter.
Aging Periods	Lists the outstanding invoice balances based on their aging period (e.g., Current, >30 Days, >60 Days and >90 Days). NOTE: The Aging Period refer to the number of days the invoice has remained unbilled since its transaction date up to the 'At Date'. The Aging Period will be updated based on your input for the 'At Date'. Aging Periods catetories can be customized via: LEAP Menu > Settings > Application Settings > Accounting > Reports.

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Tips:

Since this report includes matters with a Retainer & Credits balance, it can serve as a reminder for additional actions related to the balance. Aside from Apply To Invoices, you have the option to Pay Expense or transfer the Retainer & Credits balance to another matter (New Journal). For detailed instructions, please refer to this article.

Example:

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