Billing Register

Ways to get help while you work:

  • Handy Tool Tips
    for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
  • Quick-Pick Lists
    are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
  • Help Screens
    are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”
THE BILLING REGISTER
ACCOUNTS RECEIVABLE
In addition to client billing performed in CaseWork Manager and in the Daily Billing Screen, items can be posted manually to the Billing Register if necessary. All billable items are listed, automatically summarized by client by date in the Billing Register and updated to the client’s case file in CaseWork Manager.
This section discusses the following items concerning the Billing Register:
  • Manual Billing in Billing Register
  • Delete a Billed Item
  • Search the Billing Register
  • Print the Billing Register
  • Refund Client Fees
  • Credit Client Fees

The Geni Law program is set up with STANDARD BILLING accounts defined as Codes. Standard billing accounts include, but are not limited to, items such as:

  • Prepare/Review Correspondence
  • Prepare/Review Pleadings
  • Travel
  • Supplies/Copies/Postage
  • Phone Calls

These Codes can be modified or tailored in the Checklists & Fees section under the SETUP tab on the main Taskbar to fit your specific business practice or needs.

MANUAL BILLING IN BILLING REGISTER

Click on CLIENTS > BILLING REGISTER on the main Taskbar or use Jump Keys Alt+C, B to access the Billing Register:

Billing Register

Immediately upon clicking the tab, the Billing Register opens with the cursor at the bottom of the Register in an empty entry field. The quick-pick list for a DIV CODE is open, since selecting the Division is the first step in the process:
bill register screen

Use the following steps to post a client billing directly to the Billing Register:

Select the appropriate Division from the quick-pick list.

The cursor defaults to the quick-pick list in the CLIENT CODE column. Begin typing the client’s name, last name first; when you have found the correct client name, click on the name or press the tab key. The CASE NUMBER and CASE TYPE fields fill automatically.

The cursor jumps to a quick-pick list in the BILLING CODE column containing all of the possible Billing Codes for that particular Case Type. Select the correct Billing Code or begin typing and tab on the correct Billing Code.

The cursor jumps to the REP column. Modify the REP code if necessary.

The cursor jumps to the DATE column. Modify the DATE if necessary.

The cursor jumps to the UNITS column. Modify the number of units if necessary. The default number is “1.”

The cursor jumps to the BILLING AMOUNT column. Enter or modify the Billing Amount if necessary.

Tab over to the EARNED FEE column and enter “Y”es or “N”o as appropriate.

A blank line will appear under the billing line to provide a detailed description of the item billed.

Press Ctrl+Enter to save the billing entry.

DELETE A BILLED ITEM

To delete an item in the Billing Register, place the cursor in the BILLING AMOUNT column of the item you want to delete and press Ctrl+Delete. A pop-up screen appears to confirm the deletion. Enter “Y”es or “N”o as appropriate.

SEARCH THE BILLING REGISTER

Press the SEARCH button and make the following selections:

Div Code A quick-pick list appears; click on the DIV; default is ALL
Client Code A quick-pick list appears; start typing the client name, last name first; click on the correct client name; default is ALL
Case Number Auto-fills if there is only one case; if there is more than one case, a quick-pick list appears; click on the correct case number; default is ALL

Press Search for the search/sort results, or Escape to return to the Billing Register screen.

PRINT THE BILLING REGISTER

Press the PRINT button and make the following selections:

Div Code A quick-pick list appears; click on the DIV; default is ALL
Rep A quick-pick list appears; click on the REP; default is ALL
Start Date Enter the date; default is current date
End Date Enter the date; default is current date
Client Code A quick-pick list appears; start typing the client name, last name first; click on the correct client name; default is ALL
Case Number Auto-fills if there is only one case; if there is more than one case, a quick-pick list appears; click on the correct case number; default is ALL
Bill Code A quick-pick list appears; click on the Billing Code; default is ALL
Active Enter “A”ctive, “I”nactive or “B”oth; default is “A”ctive
Order Default is “S”tandard Code; “B” – Billing Code; “C” – Client Code; “D” – Division Code; “R” – Rep Code; “W” – Work Order Code

Select print to “S”creen or “P”rinter; default is “P”rinter. Select number of copies. Press Print for print results, or press Escape to return to the Billing Register.

REFUND CLIENT FEES

There are three steps to refund client fees:

  • Enter and bill the refund amount in CaseWork Manager
  • Prepare the refund check in Check or Trust Register
  • Print a zero balance statement

Compute the client refund amount by subtracting the retainer amount, total fees for completed work and total fees paid to third parties on client’s behalf from the total amount of fees paid by the client. The remaining amount is the refund amount.

Use JUMP KEYS Alt+C,C to open Client Information to search for the client name or search through the Alerts for Case Summaries. Upon finding the correct client name/case, click the DO WORK button and open the client’s case file in CaseWork Manager.

In CaseWork Manager, place the cursor on an empty row and press Ctl+M. The Multiple Billing Item screen will open. Scroll to “REFUND and click on ADD ROW. The REFUND entry appears instantly in the case file. Make sure the cursor is on the REFUND entry line and click the BILL NOW button. The billing overlay screen appears immediately. Modify or enhance the Notes & Description of Work/Tasks if necessary. Enter the refund amount in the Billing Amount column and press F9. A pop-up screen asks “Is this an earned item?” Answer “Y”es. “Yes” is automatically updated to the $$ (“Has this been billed yet?”) and ER (“Is this an Earned Item?”) columns. The REFUND entry line will jump up the screen in CaseWork Manager, highlighted in yellow, and will be the final of all of the “Z” (billed) entries in CaseWork Manager for that case file.

NOTE: You may want to perform some housecleaning in CaseWork Manager to delete the remaining unused billing entries by entering “U” in the DO CODES column of each entry so that all of the remaining entries reflect only the work performed on this case up to the refund date.

Use JUMP KEYS Alt+K,C to open the Checkbook Register or Alt+T,R to open the Trust Register. Be sure to open the correct Bank Account and the correct Division to process the refund client fees check. Use the steps outlined in Checkbook Register, Writing Checks, (or Trust Register, Writing Checks) to process the refund check.

Be sure to select the Refund account code from the chart of accounts. If paying from the Trust Account, always use the Account number prefix of “222” — in this case you would use the Account number 222CLNT (Paid to Client).

Modify or enhance the description if necessary. Enter the refund amount.

Press Ctl+Enter to save the entry.

Helpful Hint: You may want to return to the Refund entry in the client’s case file in CaseWork Manager and enter the refund check number in the Notes & Description of Work/Tasks column as soon as it becomes known.

Use JUMP KEYS Alt+C,S to open Print Statements.

Enter the client’s name in the From and To fields, by typing the client’s last name first. Enter “Y”es in all of the accounting fields, especially the “Include ‘0’ Balance Statements?” field. Enter “A” in the Active field. Enter “P” to print the statement and press Print. Place a copy of the refund check and zero-balance statement in the client file with a copy of any closing correspondence.

CREDIT CLIENT FEES

There are two steps to credit client fees:

  • Enter and save the credit fee entry in CaseWork Manager
  • Print a statement to show the credit to client’s account

Use JUMP KEYS Alt+C,C to open Client Information. Click the SEARCH button and start typing the client’s name, last name first, to search for and select the correct client name and case number. Click the DO WORK button and open the client’s case file in CaseWork Manager.

In CaseWork Manager, place the cursor on an empty row and press Ctl+M. The Multiple Billing Item screen will open. Scroll to CREDIT (Credit Against Billing) and press ADD ROW. The CREDIT entry appears instantly in the case file. Press the BILL NOW button on the CREDIT entry line to bill the credit. The billing overlay screen opens. Tab through the Date and Time and make any necessary changes. Tab through Billing and Work Codes column. Modify or enhance the Notes & Description of Work/Tasks if necessary. Tab through the Rep and Units columns. Enter the credit amount in the Billing Amount column and press F9. A pop-up screen asks “Is this an earned item?” Answer “Y”es. “Y”es is automatically updated to the $$ (“Has this been billed yet?”) and ER (“Is this an Earned Item?”) columns.

Use JUMP KEYS Alt+C,S to open Print Statements.

Enter the client’s name in the From and To fields, by typing the client’s name last name first. Enter “Y”es in all of the accounting fields, especially the “Include ‘0’ Balance Statements?” field. Enter “A” in the Active field. Enter “P” to print the statement and press Print.