AR Client Collections

The Client Collections routine allows the user to view Accounts Receivable information for Clients and/or Bill Entities. This form displays the total Accounts Receivable amount for the Client or Bill Entity, and then the break down of amounts for Fees, Disbursements, Tax, and Interest. From this form, the user can access the Financial Summary routine.

When the Client Collections routine is accessed from the eQuinox main menu, the screen shown below will be displayed.

Field Definition

The section of the screen shown above is for entering query criteria only. When this form is accessed from the AR Follow Up Activities routine, the unique identifier and name of the Bill Entity or Client for which the user is viewing information is displayed automatically.

Client
To view records associated with a specific Client, the user must select the Client from the List of Values provided in this field and then execute a query. The information returned in the query results will be displayed on the Client tab.

Bill Entity
To view records associated with a specific Bill Entity, the user must select the Bill Entity from the List of Values provided in this field and then execute a query. The information returned in the query results will be displayed on the Bill Entity tab.

Timekeeper
To view records associated with a specific Timekeeper, the user must select the Timekeeper from the List of Values provided in this field and then execute a query.

The Bill Entity & Client Tab
The Bill Entity tab displays Accounts Receivable information for Bill Entities. When accessed from the Entity Detail button of the AR Follow Up Activities routine, information specific to the current Bill Entity will be displayed on the Bill Entity tab.

The Client tab displays Accounts Receivable information for Clients. When accessed from the Client Detail button of the AR Follow Up Activities routine, information specific to the current Client will be displayed on the Client tab.

Client (or Bill Entity)
The unique identifier and name of the current Client or Bill Entity (ie. on the Client tab, this field reads Client; on the Bill Entity tab, this field reads Bill Entity).

Total AR
The total dollar amount of outstanding Accounts Receivable for the current Bill Entity (the amount the current Client or Bill Entity owes to the Firm).

Fees, Disb, Tax, Interest
The Total AR amount is broken down into the amount charged to the current Client or Bill Entity for Fees, Disbursements, Tax, and Interest.

	The Collection Summary button allows the user to access the Collection Summary sub-form, which displays information for all outstanding Bills for the current Client or Bill Entity. If the user clicks this button while viewing the Client tab, the sub-form will display information specific to the current Client; if the user clicks this button while viewing the Bill Entity tab, the sub-form will display information specific to the current Bill Entity. See below for more information.
	The Financial Snapshot button allows the user to access the Financial Summary routine, which displays details about the current Client or Bill Entity's financial status with the Firm. If the user clicks this button while viewing the Client tab, the sub-form will display information specific to the current Client; if the user clicks this button while viewing the Bill Entity tab, the sub-form will display information specific to the current Bill Entity.

Collection Summary
The Collection Summary sub-form displays details for each outstanding Bill for the current Client or Bill Entity, and also displays a history of the comments and/or reminders that have been entered for each Bill. Other than marking records as "Doubtful", the user cannot edit the information in the Outstanding Billing section of the screen; in the Collection Comments section, the user can edit existing or enter new information.

Matter Name
The name of the Matter associated with the currently selected outstanding billing record. this field updates automatically as the user selects different records in the section seen below.

Entity Name
The name of the Billing Entity associated with the currently selected outstanding billing record. this field updates automatically as the user selects different records in the section seen below.

Timekeeper Name
The name of the Timekeeper associated with the currently selected outstanding billing record. this field updates automatically as the user selects different records in the section seen below.

Bill No, Sub-Bill No
The Bill and Sub-Bill numbers for the current record of outstanding Bills.

Billing Date
The date on which the current Bill was generated.

Credited Date
The date on which the current record was last credited (i.e. the date of the last payment made on the current Bill).

Total AR
The total dollar amount of outstanding Accounts Receivable for the current Bill (the amount the current Client owes to the Firm for this Bill).

Fees, Disb, Tax, Interest
The Total AR amount is broken down into the amount charged to the Client for Fees, Disbursements, Tax, and Interest for the current Bill.

Doubtful
The Yes/No (i.e. checked/unchecked) value of this field indicates whether or not collection of the current Bill seems likely.

Contacts
The Contacts button allows the user to access the Contact Details sub-form, which displays information about contacts associated with the current Bill Entity. See below for more information.

Comment Date
The date on which the comment/reminder was entered into the system. When creating new record, the default is the current system date. To edit this date, the user may make a selection from the calendar provided.

Comments
An explanation/description of the scheduled reminder. This information can be edited at any time.

Reminder Date
The date for which the reminder is scheduled. On this date, the Collector will be alerted by the system. When creating new records, the default is the current system date. To edit this date, a selection may be made from the calendar provided.

Source
The source of the comments/reminder. Valid options are I (from an individual), or P (from a program). When creating new records, the default is I, but this value may be changed at any time by making a selection from the List of Values provided.

Collector
The unique identifier and name of the Collector (Timekeeper) associated with the current record. When creating new records, this value defaults to unique identifier and name of the current user.

Contact Details
When the user clicks the Contacts button (seen above), they are presented with the Contact Details sub-form, which displays information for contacts associated with the Bill Entity for the current record. This information is for display purposes only and cannot be edited or updated by the user.

Entity Name
The name of the current Entity.

Affiliation Type
The way in which the current Entity and the current Bill Entity are associated (i.e. personal contact, legal guardian, etc).

Telephone, Address, E-mail
The Telephone, Address, and E-mail tabs display contact information for the current Entity (i.e. home phone number, business phone number, home address, etc).

Once the user has completed entering and/or editing information, they must click the Save button or press F10 to commit the information to the database. The user will be alerted with a message when the information has been successfully updated.