Billing & Automatic Collections System

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.”

With Geni Law, you have the ability to print statements for one client on-demand, up-to-the-minute, at any time. You may also run statements for all clients once or twice a month based on your firm’s billing policy.

And because of Geni’s unique Status Code system coupled with the constant computational work going on “behind the scenes” between items billed and fees received, you have on-hand a daily Automatic Collections System that keeps you on top of your receivable accounts.

In this section you will learn how to:

  • Print statements for one or all clients on-demand
  • Run Collections Report
  • Run Collection Letters
  • Understand the Status Code’s Role in the Automatic Collections System

PRINTING CLIENT STATEMENTS

Statements can be printed anytime in the Geni Law program. From anywhere in the program, click on CLIENTS > PRINT STATEMENTS on the main Taskbar or use Jump Keys Alt+C,S.

print statements taskbar

Immediately upon clicking on the Print Statements tab, the print overlay screen opens:

print statements

Each of the Division, Client, Case Type, and Rep fields contain quick-pick lists; the defaults are “ALL.”

As you enter the required information in each field, the cursor automatically jumps through the screens until you reach the “balance” queries where “Y”es or “No” answers are required. Tab through or modify the answers in each of these fields.

Tab to the Active field. The default is “B” for Both; however, you can enter “I” for Inactive clients or “A” for Active clients. Most of the time you will change to “A.”

Tab to the Statement Messages fields. There are three fields from which to choose. Enter the corresponding code for the desired message. These codes are created in Setup Codes, Setup Message/Description and are downloaded with the program; e.g., “tnk” for “Thank you for your business!” You have the ability to change any or all of the messages.

Printing Individual Statements On-Demand

To print a statement for an individual client, enter the client’s name in the “From” field, and it will fill automatically in the “To” field. Remember that you enter an individual client’s name starting with the last name first. A business name should be entered just as the business name appears.

Enter “Y”es or “No” answers as you tab through the “balance” query fields.

Tab to the Active field. The default is “B” for Both; however, you can enter “I” for Inactive clients or “A” for Active. Most of the time you will enter “A” for Active.

Tab through the Statement Messages fields. There are three fields from which to choose. Enter the corresponding code for the desired message. These codes are created in SETUP > MESSAGE/DESCRIPTION. A few are downloaded with the program; e.g., “tnk” for “Thank you for your business!” You have the ability to change or remove any or all of the messages.

Select print to “Screen” or “Printer”; default is Printer.

Enter number of copies; default is 1.

Click Print. There is a delay during the statement printing process. Click Escape to return to the previous screen.

Printing Multiple Statements

To print statements for ALL clients, click on the first client’s name that appears in the quick-pick list in the “From” field. Tab to the “To” field, erase the name, then scroll to the end of the quick-pick list and click on the last client’s name.

Enter “Y”es or “No” answers as you tab through the “balance” query fields.

Tab to the Active field. The default is “B” for Both clients; however, you can enter “I” for Inactive clients or “A” for Active clients. Enter “A” for Active clients.

Tab through the Statement Messages fields. There are three fields from which to choose. Enter the corresponding code for the desired message. These codes are created in SETUP > MESSAGE/DESCRIPTION. A few are downloaded with the program; e.g., “tnk” for “Thank you for your business!” You have the ability to change or remove any or all of the messages.

Select print to “Screen” or “Printer”; default is Printer.

Enter number of copies; default is 1.

Click Print. When printing “ALL” client statements, the process will be time-consuming and possibly delay or prevent computer use for other functions. Schedule the “ALL” clients process so that statements print through the lunch hour or at the end of the day.

Press Escape to return to the previous screen.

Due to the wide variety of print selections contained in the Print Statements feature, there is no Search/Sort function for Print Statements.

AUTOMATIC COLLECTIONS SYSTEM

Geni Law provides a fast and efficient way to increase earnings through the Automatic Collection Letters process.

In the Status Code field, the Third Status Code (third box; “collections code”) shows the collection status of the case and, generally, will be automatically entered by the program to reflect the steps initiated in the program’s automatic collection process. These codes can be entered manually also as needed.

status-code-highlighted-for-collections

For example, if a client payment is more than 30 days past due, the program generates the first collection letter and a “$1” is entered in the third status code field automatically.

There are six pre-programmed collection letters available. The letters increase in severity and should be viewed as steps in the collection process. The Status Codes for the six letters are:

  • $1 – First late notice
  • $2 – Second late notice
  • $3 – Third late notice
  • $4 – Notice of withdrawal from the case
  • $5 – Reduce to Amount Offer (discount)
  • I$ – Increase minimum monthly payment notice to pay off balance within a reasonable time

Printing Collection Letters

Collection letters print automatically everyday at 12:30 p.m. Geni Law allows you to print collection letters two ways:

  • on-demand manually
  • automatically

To print collection letters on-demand manually, click on CLIENT > COLLECTION LETTERS on the main Taskbar or use JUMP KEYS Alt+C,O:

collection-letters-on-demand

A list pops up showing one or more collection letters in the queue ready to be printed. The list contains the client name and number as well as the type of collection letter to be created.

collection-letters-manually

Review the list and check the “DON’T SEND” box where applicable. Click Print Collections Letters (at the bottom of the screen), or press Escape to return to the previous screen.

You have the ability to turn this automatic feature ON or OFF. Click OTHER > USER PREFERENCES on the main Taskbar:

taskbar-user-prefs

The User Preferences overlay screen opens. Notice the red highlighted section; default is “On.”

user prefs auto collect

If you re-select “On” after having turned it Off for a while, the program has to be closed and opened again for collections to actually print, which will happen at 12:30 p.m. daily to the default printer as long as the program is open and running. Notice you also have the ability to set the amounts for which collection letters will be sent.

Collection Analysis Report

The Collection Analysis Report is uniquely useful to assure client payments are current when preparing for trial or other court hearings. A Collection Analysis Report can be printed anytime.

Click on CLIENTS > COLLECTIONS ANALYSIS REPORT from the main Taskbar, or press JUMP KEYS Alt+C,A from anywhere in the Geni Law program.

collection-analysis-report-taskbar

The Collection Analysis Report overlay screen opens automatically. Due to the wide variety of print selections contained in the Collection Analysis Report feature, there is no Search/Sort function.

collection-analysis-report-overlay

Use the following steps to generate a Collections Analysis Report:

Each of the Division, Case Type, Status and Court fields contain quick-pick lists.

Select a DIV. The default is the current DIV, not ALL. If you want to run an ALL report, backspace over the DIV name until ALL appears and press Tab.

The cursor jumps to the quick-pick list in the CLIENT CODE field. Begin typing the client’s name, last name first; when you have found the correct client name, click on the name.

The cursor jumps to the quick-pick list in the STATUS field. Begin typing the Status code; when you have found the Status Code, click on the Status Code.

The cursor jumps to the quick-pick list in the COURT field. Begin typing the Court Code; when you have found the correct Court Code, click on the Court Code.

The cursor jumps to the Days Without Payment field. The default is “60” days (see field highlighted in red circle above). Tab through to select 60 days or delete over the default number and enter a new number of days.

The cursor jumps to the Amount Owed field. The default is “500” dollars. Tab through to select 500 or delete over the default amount and enter a new amount owed (see field highlighted in red circle above).

The cursor jumps to the Order of Printing field. The default is “O” for the Original Date (the date that the new client profile and new case were created). To change the Order of Printing, delete over the “O” and select from the following:

“A” – Action Date; “C” – Client Code; “D” – Status Code Date;┬á”O” – Original Date; “S” – Status Code; “T” – Case Type; or “W” – WIP Date (date of client’s first payment)

The cursor jumps the Active field. The default is “A” for Active clients; however, you can enter “B” for both Active and Inactive clients or “I” for Inactive clients.

Select print to “S”creen or “P”rinter; default is “P”rinter.

Enter number of copies and click Print.

Press Escape to return to the previous screen.

Send Client to Collection Agency

You decide to send a client billing to a collection agency after all reasonable collection attempts have failed and no payment has been received from the client within the last six (6) months.

In the Primary Status Code field in CaseWork Manager (or Alerts for Case Summaries), change the primary code to “I$” – Case Made Inactive Because of Non-Payment.

collection-final-step

Follow the firm’s collection process and retain copies of credit agency forms and correspondence in the client file.