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Aged Expenses Report

  • Aug 10, 2025
  • Knowledge

How To
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Location: LEAP Menu > Reports > Operating Account > Aged Expenses Report

Purpose: Provides a detailed breakdown of aged expenses, covering Expenses, Expense Recoveries, Journals, and Anticipated Expenses that have not been billed as of the selected date.

Key features: 

  • The report provides users with the flexibility to refine results by filtering by expense types or matters on which items are created.
  • It automatically groups items first under matter and then under expense type. 
  • By default, the report does not include items with the status of 'Billable – Later Invoice' as aged items. However, you can choose to include such items via the including 'Items on Hold' option. 
  • You can choose from a selection of criteria, such as Reporting Group, to add another level of grouping for your report analysis.
 
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Important Notes:

  • This report is dynamic. Therefore, the outcomes may vary upon reprinting due to backdated or undeleted transactions altering the results.
  • The report excludes items with a current status of Not Billable, and includes items on draft invoices, treating them as aged. 

Report Filters:

At DateLists all unbilled expense transactions as of the specified date. 

NOTE:
  • Whether a transaction is unbilled is determined by its status on the At Date.
  • This report excludes transactions dated after the At Date.
Expense TypeSelects the type(s) of aged expense items to include in the report: 
  • Select All: Displays all four types of aged expenses. 
  • Anticipated Expenses
  • Expense Recoveries
  • Journals
  • Expenses
Matters

Includes two filters to narrow down matters:

  • Matter Status: Filters results to include only matters that match any of the selected matter statuses. By default, all matter statuses are included.
  • Reporting Group: Filters results to include only matters assigned to any of the selected Reporting Groups. By default, all Reporting Groups are included.
Staff 

Includes the following three filters, which work together to refine matters. Only matters that meet all selected staff criteria in their specified roles will be displayed.

  • Inc. Inactive Staff: Provides an option to either include or exclude Inactive Staff Members from the lists of Staff Responsible and Staff Acting. 

NOTE:

    • A Staff member is considered Inactive if their Current Staff Member option is togged off under the Access & Permissions in the Staff Details window (Menu > Settings > Application Settings > Firm > Staff > Members).
    • The below two staff lists dynamically update based on the 'Include Inactive Staff' option setting.
  • Staff Responsible: Filters results to include only matters where the selected staff member(s) are assigned as the Person Responsible. All staff members are included by default.
  • Staff Acting: Filters results to include only matters where the selected staff member(s) are assigned as the Person Acting. All staff members are included by default.
Include 

Provides options to include or exclude:

  • Billable - Later Invoice items: 
      • No (excludes items with the status of Billable-Later Invoice)
      • Yes (includes items with the status of Billable-Later Invoice)
  • Tax: 
      • Yes: Display amounts inclusive of tax.
      • No: Display amounts exclusive of tax.
Exclude aged daysAllows users to exclude expense entries that have aged beyond the specified number of days.
Display

Provides the following displaying options:

  • Group By: Group the lists by one of the following criteria: 
      • None: No additional grouping is applied. 
      • Matter Status
      • Originating Attorney
      • Reporting Group
      • Staff Acting
      • Staff Responsible

  • Expand: Choose how to display data in the list:

      • Matter totals only: Displays matters with aged expense entries and their total balance, including an aging period breakdown.
      • Matter and type totals: Further shows expense types within each matter, along with their total aged balances and aging breakdown.
      • Matter and type totals with transactions: Further lists individual aged expense transactions within each expense type, including an aging breakdown.

Report Fields:

Matter No / Expense TypeThe matter number/ the expense type (i.e., Anticipated Expenses, Expense Recoveries, Journals or Expenses)
Client

Displays the client(s) of the matter.

Matter DescriptionThe matter's description.
When the Expand option is set to Matter and type totals with transactions, the report adds the following details of expense items: 
  • Transaction Date: The transaction date of the aged expense item. 
  • Transaction Description: The description of the aged expense item. 
  • Billing Description: The billing descrption of the aged expense item. 
Total

Displays the following information based on the selected Expand level:

  • Matter totals only: Shows the total aged expense balance for each matter.
  • Matter and item totals: Also displays the total balance for each type of aged expense within the matter.
  • Matter and item totals with transactions: Additionally lists the amount for each aged expense item within its respective type in the matter.
Aging Periods

Lists the aged expense value based on their ageing period (e.g., Current, >30 Days, >60 Days and >90 Days).

NOTE:

  • The Aging Period refer to the number of days an expense item has remained unbilled since its transaction date up to the At Date.
  • Aging Periods catetories can be customized via:
    LEAP Menu > Settings > Application Settings > Accounting > Reports. 

 

Grand Total

Located at the bottom of the table: 

  • The total value of aged expense items on all the listed matters.
  • Total of each Aging Periods: The total aged expense value for each aging period.
 
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Tips on Deleted/Reversed items: 

 

Note that for unbilled Expense Recoveries and Anticipated Expenses, deletion is possible, but reversal is not. Conversely, for unbilled Expenses and Journals, deletion is not an option, only reversal. 

 

Whether the report includes a deleted/reversed item depends on the relationship between the 'At Date' and the 'Deleted Date'/'Reversal Date'.

 

1. For Deleted Expense Recoveries or Anticipated Expenses:

  • If 'At Date' is earlier than the 'Deleted Date', this indicates that the item was not deleted by the 'At Date'. In this case, the report includes the transaction, marked as 'Del' with its corresponding Deleted Date. 
  • If 'At Date' is on or after the 'Deleted Date', this indicates that the item was deleted by the 'At Date'. In this case, the report simply does not display the item. 

NOTE: 'Deleted Date' refers to the date when the user takes action to delete an Expense Recovery or Anticipated Expense item. 

 

2. For Reversed Expenses or Journals: 

  • If 'At Date' is earlier than the 'Reversal Date', this means the item was not reversed by the 'At Date'. In this case, the report includes the transaction, marked as 'Rev' with its corresponding Reversal Date. 
  • If 'At Date' is on or after the 'Reversal Date', this means the item was reversed by the 'At Date'. In this case, the report simply does not display the item. 

NOTE: 'Reversal Date' refers to the date the user entered when reversing an Expense or Journal item. 

Last Modified Date
8/10/2025 8:04 PM
Title
Aged Expenses Report
URL Name
Aged-Disbursement-Report-US

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Aged Expenses Report