Accounts Receivable Reversals

The Accounts Receivable Reversals routine allows the user to reverse posted Bills, Sub-Bills, and Bill Transactions. Bills eligible for reversal can be queried based on Journal, Bill, Matter, or Billing Entity. Once a query has been executed, the user can switch between the three tabs (i.e. Bills, Sub-Bills, and Bill Transactions) and select the records to be reversed. The reversal process is not complete until the user clicks the Save button.

When the Accounts Receivable Reversals routine is accessed from the eQuinox main menu, the screen shown below will be displayed.

Field Definition

In the first section of the screen, the user must make a selection from the Reversal Selection drop-down list. When the user makes a selection, the next section of the screen changes accordingly. For example, if the user wishes to view and/or reverse Bills according to the Journal, the user must select the Journal option from the drop-down list. Once the Journal option is selected, the next section of the screen changes, displaying fields associated with Journal information. The user must then set focus to the Journal section of the screen and execute a query; a record for each Journal with Bills eligible for reversal will be returned. To change the reversal selection made, the user must first click the Clear All button (or hit shift+F7) and then make a new selection from the Reversal Selection drop-down.

Date
The date on which the AR Reversal is being entered into the system. The default is the current Date, but this may be changed by making a selection from the Calendar provided or by manually entering a different date in the proper formats.

Accounting Period
The Month (in number format) and Year of the Firm's current Accounting Period. This field automatically defaults to the current Accounting Period. Note: Depending on the Firm's preferences (as indicated in the Firm Parameters routine), the user may be alerted with a message when Posting the changes, and asked to verify the Accounting Period; this is used to ensure that all transactions occur within the correct Accounting Period.

Reversing by Journal
When the user selects the Journal option from the Reversal Selection drop-down list, the screen changes to display the fields seen below. Once the user executes a query in this section, all Journals containing Bills that are eligible for reversal will be displayed. When reversing by Journal, the information displayed in the tabs below is specific to the Journal currently selected in this section.

Journal Type, Journal No
The abbreviated type and number of the current Journal.

Date Entered
The date on which the current Journal was started (i.e. the date of the first Journal entry).

Posting Date
The date on which the current Journal was posted to the General Ledger (i.e. the transaction date on the original posting form, not the date that the transaction was entered).

Year, Month
The accounting year and month in which the current Journal was processed.

Reversing by Bill
When the user selects the Bill option from the Reversal Selection drop-down list, the screen changes to display the fields seen below. Once the user executes a query in this section, all Bills that are eligible for reversal will be displayed. When reversing by Bills, the information displayed in the tabs below is specific to the Bill currently selected in this section.

Bill No
The unique identifier of the current Bill, as assigned when the Bill was first generated. The user can execute a query based on the value entered in this field (i.e. to execute a query based on a specific Bill number, enter that Bill number here).

Bill Date
The date on which the current Bill was generated; this is the date that appears on the Bill itself. The user can execute a query based on the value entered in this field (i.e. to execute a query based on a specific Bill Date, enter that Bill Date here).

Bill Type
The Bill Type of the current Bill (i.e. F - Final/Posted). The user can execute a query based on the value entered in this field (i.e. to execute a query based on a specific Bill Type, enter that Bill Type here).

Billing Timekeeper
The unique identifier and initials of the Timekeeper responsible for the current Bill.

Billing Entity
The unique identifier and name of the Billing Entity associated with the current Bill. This information will only be displayed with Bills that were generated based on the Billing Entity (i.e. through the Create Billing Entity Bills routine).

Bill Matter Description
A description of the Matter Bill, as entered when the Bill was generated through the Create Matter Bills routine. This information is only displayed with those Bills that were generated based on the Matter, rather than on the Billing Entity.

Reversing by Client/Matter
When the user selects the Matter option from the Reversal Selection drop-down list, the screen changes to display the fields seen below. The user can then select the desired Client and Matter from the Look-Up form provided, or enter the Client and Matter numbers in the fields if they are known. When reversing by Matter, the information displayed in the tabs below is specific to the Client and Matter currently displayed in this section.

Client
The unique identifier and name of the Client for which the user wishes to view and/or reverse Bills. The Client number may be entered, or a selection may be made from the Look-Up form provided.

Matter
The unique identifier and name/description of the Matter for which the user wishes to view and/or reverse Bills. The Matter number may be entered, or a selection may be made from the Look-Up form provided.

Reversing by Bill Entity
When the user selects the Bill Entity option from the Reversal Selection drop-down list, the screen changes to display the fields seen below. Once the user executes a query in this section, all Billing Entities in the system will be displayed. To view information for a specific Billing Entity, the user may enter the unique identifier for that Billing Entity and then execute a query. When reversing by Billing Entity, the information displayed in the tabs below is specific to the Billing Entity currently selected in this section (i.e. the current Billing Entity is responsible for the Bills displayed, either solely or for only a certain percentage. This is determined in the Billing Entity Relationships routine, accessed from within the Maintain Matter Information routine.).

Billing Entity
The unique identifier and name of the current Billing Entity.

Reversing Bills
The first tab in this section allows the user to reverse Bills. The information displayed on this tab is specific to the current record in the section explained above. To reverse a Bill, the user must 'check' the Reverse field and then click the Save button. Note: When reversing a Bill, all associated Sub-Bills and Bill Transactions will also be reversed.

Reverse
To reverse the current Bill, the user must 'check' this field and then click the Save button. If reversing multiple Bills, the user can 'check' all Bills being reversed before clicking the Save button.

Bill No
The unique identifier of the current Bill, as assigned when the Bill was first generated.

Bill Date
The date on which the current Bill was generated; this is the date that appears on the Bill itself.

Bill Type
The Bill Type of the current Bill (i.e. F - Final/Posted).

Billing Timekeeper
The unique identifier and initials of the Timekeeper responsible for the current Bill (i.e. the Timekeeper assigned to the Bill, not necessarily the Timekeeper who entered the Bill into the system).

The section of the Billing tab seen above displays Sub-Bill details for the current Bill (i.e. Bills are broken down into Sub-Bills, which show the individual expenses that make up the Bill).

Sub-Bill
The unique identifier of the current Sub-Bill.

Journal Type
The type of Journal associated with the current Sub-Bill.

Receipt
The number of the receipt (i.e. Firm Receipt or Trust Transfer), if any, that has been applied to the Bill as a payment. When receipts are applied to Bills, the amounts displayed in the Fees, Disb, and Interest fields may be displayed as negative numbers (i.e. the amount of the payment is being subtracted from the amount outstanding).

Tran Date
The date on which the current transaction (i.e. the transaction which the Sub-Bill represents) occurred. The date displayed is as entered on the original posting form.

Fees, Disb, Tax, and Interest
The dollar amount of Fees, Disbursements, Tax, and Interest charged to the Client for the current Sub-Bill. If the amount displayed is a negative number, than the current record represents either a reversal or a payment.

Reversing Sub-Bills
The second tab in this section allows the user to reverse Sub-Bills. The information displayed on this tab is specific to the current record on the Billing tab (i.e. these Sub-Bills are associated with the current Bill on the previous tab). To reverse a Sub-Bill, the user must 'check' the Reverse field and then click the Save button. If a bill is split between various Bill Entities, the user will be asked to adjust the bill rather than reverse it. Note: When reversing Sub-Bills, all associated Bill Transactions will also be reversed.

Reverse
To reverse the current Sub-Bill, the user must 'check' this field and then click the Save button. If reversing multiple Sub-Bills, the user can 'check' all Sub-Bills being reversed before clicking the Save button.

Bill No
The unique identifier of the Bill with which the current Sub-Bill is associated.

Sub-Bill No
The unique identifier of the current Sub-Bill.

Sub-Bill Date
The date on which the current Sub-Bill was generated; this is the date that appears on the Sub-Bill itself.

Billing Entity
The unique identifier and name of the Billing Entity, if any, associated with the current Sub-Bill. This information is displayed only when the Sub-Bill was generated based on the Billing Entity, rather than on the Client and/or Matter.

Client, Client Name
The unique identifier and name of the Client associated with the current Sub-Bill. This information is displayed only when the Sub-Bill was generated based on the Client and/or Matter, rather than on the Billing Entity.

Matter, Mater Name
The unique identifier and name/description of the Matter associated with the current Sub-Bill. This information is displayed only when the Sub-Bill was generated based on the Client and/or Matter, rather than on the Billing Entity.

The section of the Sub-Bill tab seen above displays details for the current Sub-Bill.

Journal Type
The type of Journal associated with the current Sub-Bill.

Receipt
The number of the receipt (i.e. Firm Receipt or Trust Transfer), if any, that has been applied to the Sub-Bill as a payment. When receipts are applied to Sub-Bills, the amounts displayed in the Fees, Disb, and Interest fields may be displayed as negative numbers (i.e. the amount of the payment is being subtracted from the amount outstanding).

Tran Date
The date on which the current transaction (i.e. the transaction which the Sub-Bill represents) occurred. The date displayed is as entered on the original posting form.

Reverse
To reverse the current Bill Transaction, the user must 'check' this field and then click the Save button. If reversing multiple Bill Transactions, the user can 'check' all records being reversed before clicking the Save button.

Bill No
The unique identifier of the Bill with which the current Bill Transaction is associated.

Sub-Bill No
The unique identifier of the Sub-Bill with which the current Bill Transaction is associated.

Journal Type
The type of Journal through which the current transaction was posted (i.e. "FR" - Firm Receipts; "ART" - AR Transfers; etc).

Tran Date
The date on which the current Bill Transaction occurred. The date displayed is as entered on the original posting form.

Hours The number of posted hours associated with the current Bill Transaction. Fees, Disb, Interest, and Tax The dollar amount of Fees, Disbursements, Interest, and Tax charged to the Client for the current Bill Transaction. If the amount displayed is a negative number, than the current record represents either a reversal or a payment.
Once the user has made all the necessary selections for reversal, they must click the Save button or press F10 to complete the process. The user will be alerted with a message when the information has been successfully updated to the General Ledger.

NOTE: When performing AR Reversals, the user may encounter the message seen on the right. If the user clicks "Yes", all transactions associated with the Firm Receipt will be reversed; if the user clicks "No", only the current transaction will be reversed.