Create Reminder Statements

The Create Reminder Statements routine allows the user to create reminder statements for files carrying overdue AR. The statements will be generated to a file, and will be saved by default in the system's e-Quinox Home directory (i.e. as specified in the Maintain Firm Parameters routine). From this location, the files can be opened and printed.

The Create Reminder Statements form is divided into four tabs; Bill Entity, Client, Matter, and Major Client. This allows the user to execute a query, go to the appropriate tab, and then select the file or entity for which/whom reminder statements are to be generated. Once the user has made this selection, they are then taken to another screen where all outstanding Bills associated with the selected file/entity are displayed; from this screen, the user must then select the Bills for which payment is being requested.

The type of template used when generating Reminder Statements depends on the type of entity. For example, when generating Reminder Statements for Bill Entities, template type BE will be used, as specified at the Bill Entity level; when generating Reminder Statements for Clients, either template type CM or CB will be used, depending on which type was specified for that Client at the Client level. Valid template types are as follows:

BE - Bill Entity
CB - Client by Bill Entity
CM - Client by Matter
MCB - Major Client by Client, by Bill Entity, then by Matter
MCM - Major Client by Client, by Matter
MS - Matter Statement

When the Create Reminder Statements routine is accessed from the eQuinox main menu, the screen shown below will be displayed.

Field Definition


Statement Date The date that will appear on the Reminder Statement itself. This field defaults to the current system date, but can be changed by making a selection from the Calendar provided. Override Tmpl Style The style of template that will be used when the current Reminder Statement is generated. A selection may be made from the List of Values provided. The selection made here will override the Statement Style set for the current File/Entity in Maintain Client Information and/or Maintain Matter Information.
Output File That name with which the current Reminder Statement will be saved. The user need not enter the entire directory path; the file will be saved automatically in the Firm's default e-Quinox Server Home directory (i.e. as specified in the Maintain Firm Parameters routine).
AR Aged Days The number of days by which the File/Entity's AR is aged. Only those Files/Entities with AR Aged by at least this number of days will be returned in the query results. This field defaults to the 45 days, but this may be changed by manually entering a different number. Once this field has been entered, the user must then execute their query. Query results will be displayed in the tabs seen below.

The Bill Entity Tab The Bill Entity tab displays all Bill Entities with files carrying AR Aged by at least the number of days entered in the AR Aged Days field in the top block of the form. From this tab, the user can select the Bill Entity(s) for whom Reminder Statements will be generated. All statements generated from this tab will use the Statement Template of type BE (Bill Entity).

Creating Reminder Statements

Sort By X, Ascending/Descending
To display the Bill Entity records in ascending order by a certain value, the user must select the desired value from the Sort By drop-down list, and then select the Ascending field. To display the Bill Entity records in descending order by a certain value, the user must select the desired value from the Sort By drop-down list, and then select the Descending field. By default, records on the Bill Entity tab are displayed in ascending order by Bill Entity Number.

Office Name, Department Name
The names of the Office and Department with which the current Bill Entity is associated. The corresponding Office and Department Numbers are displayed below. These fields update automatically as the user scrolls through records in the portion of the tab seen below.

Bill Entity Name
The current Bill Entity's name. The corresponding Bill Entity Number is displayed below. This field updates automatically as the user scrolls through different Bill Entity records.

Billing Timekeeper Name
The name of the Timekeeper responsible for Billing the current Bill Entity. The corresponding Timekeeper Number is displayed below. This field updates automatically as the user scrolls through different Bill Entity records.

Creating Reminder Statements

Slct
To select the current Bill Entity record and generate Reminder Statements for this Bill Entity, the user must 'check' this field. To then view and select from outstanding Bills associated with this Bill Entity, the user must click the Select Bills button. To select all records, the user may simply click the "Green Check Mark" button.

Office No, Dept No
The unique identifiers of the Office and Department with which the current Bill Entity is associated. The corresponding Office and Department Names are displayed above.

Dept Type
The type of department with which the current Bill Entity is associated.

Bill Entity
The unique identifier of the current Bill Entity. The corresponding Bill Entity Name is displayed above.

Billing Tmkp
The unique identifier of the Timekeeper responsible for Billing the current Bill Entity. The corresponding Billing Timekeeper Name is displayed above.

Select Bills
Once the user has selected the Bill Entity for whom they wish to generate Reminder Statements, they must click this button. The user will then be taken to the Bill Details screen which displays all outstanding Bills associated with the selected Bill Entity(s). By default, all Bills will be selected to be included on the Reminder Statement, but this can be changed by simply deselecting (i.e. "unchecking") the desired Bills.

Fee Amt, Expense Amt, Tax Amt, Interest, Total Amt The amount of outstanding Fees, Expenses, Taxes, and Interest on the current Bill Entity's file. A total outstanding amount (i.e. the sum of the Fees, Expenses, Interest, and Tax amounts) is also displayed.

The Client Tab The Client tab displays all Clients with files carrying AR Aged by at least the number of days entered in the AR Aged Days field in the top block of the form. From this tab, the user can select the Client(s) for whom Reminder Statements will be generated. All statements generated from this tab will either be of Statement Template type CM (Client by Matter), type CB (Client by Bill Entity), or a specified type that will override the type set at the Client level.

Statement Options
These fields allow the user to return in the query results Clients with Statement Template types set at the Client level as type CM, CB, or all Clients regardless of template type. See below for more information.

Matter, Bill Entity, Both
To return in the query results only those Clients with template types set as CM (Client by Matter), the user must select the Matter option. To return in the query results only those Clients with template types set as CB (Client by Bill Entity), the user must select the Bill Entity option. To return in the query results all Clients, regardless of template type, the user must select the Both option. When this option is selected, any statements generated will be with a single template type that overrides the template set at the Client level.

Sort By
To display the query results so they are sorted by a specific value, the user must select that value from the drop-down list provided in this field.

Ascending, Descending
These fields are used in conjunction with the previous field. To display the query results in ascending order by a certain value, the user must select the Ascending field and then select the desired value from the Sort By drop-down list. To display the query results in descending order by a certain value, the user must select the Descending field and then select the desired value from the Sort By drop-down list.

NOTE: By default, records on the Client tab are sorted ascending by Client Number.

Creating Reminder Statements

Office Name, Department Name
The names of the Office and Department with which the current Client is associated. The corresponding Office and Department Numbers are displayed below. These fields update automatically as the user scrolls through different records.

Slct
To select the current Client record and generate Reminder Statements for this Entity, the user must 'check' this field. To then view and select from outstanding Bills associated with this Entity, the user must click the Select Bills button. To select all records, the user may simply click the "Green Check Mark" button.

Office No, Dept No
The unique identifiers of the Office and Department with which the current Client is associated. The corresponding Office and Department Names are displayed above.

Dept Type
The type of department with which the current Client is associated.

Client
The unique identifier of the current Client. The corresponding Client Name is displayed in the screen section seen below.

Resp Tmkp
The unique identifier of the Timekeeper responsible for the current Client. The corresponding Timekeeper Name is displayed in the screen section seen below (i.e. in the unnamed field, to the right of the Client Name field).

Select Bills
Once the user has selected the Client(s) for whom they wish to generate Reminder Statements, they must click this button. The user will then be taken to the Bill Details screen which displays all outstanding Bills associated with the selected Client(s). By default, all Bills will be selected to be included on the Reminder Statement, but this can be changed by simply deselecting (i.e. "unchecking") the desired Bills.

Client Name, Resp Timekeeper Name The current Client's name and the name of that Client's Responsible Timekeeper. The corresponding unique identifiers are displayed in the screen section seen above. These fields update automatically as the user scrolls through different Client records.
Fees Amt, Disb Amt, Tax Amt, Interest, Total Amt The amount of outstanding Fees, Disbursements, Taxes, and Interest on the current Client's file. A total outstanding amount (i.e. the sum of the Fees, Disbursements, Taxes, and Interest amounts) is also displayed.

The Matter Tab The Matter tab displays all Matters with files carrying AR Aged by at least the number of days entered in the AR Aged Days field in the top block of the form. From this tab, the user can select the Matter(s) for which Reminder Statements will be generated. All statements generated from this tab will be of Statement Template type MS (Matter Statement).

Creating Reminder Statements

Sort By, Ascending/Descending
To display the query results in ascending order by a certain value, the user must select the desired value from the Sort By drop-down list and then select the Ascending field. To display the query results in descending order by a certain value, the user must select the desired value from the Sort By drop-down list and then select the Descending field. By default, records on the Matter tab are displayed in ascending order by Client Number.

Office Name, Department Name
The names of the Office and Department with which the current Client/Matter is associated. The corresponding Office and Department Numbers are displayed below. These fields update automatically as the user scrolls through records in the portion of the tab seen below.

Client Name, Matter Name
The name of the current Matter, and the name of the Client associated with that Matter. The corresponding Client and Matter Numbers are displayed below. These fields update automatically as the user scrolls through different Client/Matter records.

Resp Timekeeper Name
The name of the Timekeeper responsible for the current Client/Matter. The corresponding Timekeeper Number is displayed below. This field updates automatically as the user scrolls through different Client/Matter records.

Slct
To select the current Client/Matter record and generate Reminder Statements for this Entity, the user must 'check' this field. To then view and select from outstanding Bills associated with this Entity, the user must click the Select Bills button. To select all records, the user may simply click the "Green Check Mark" button.

Office No, Dept No/Type
The unique identifiers of the Office and Department with which the current Client/Matter is associated. The corresponding Office and Department Names are displayed above. The type of department with which the current Client is associated is also displayed.

Client, Matter
The unique identifiers of the current Client and Matter. The corresponding Client and Matter Names are displayed in the screen section seen above.

Resp Tmkp
The unique identifier of the Timekeeper responsible for the current Client/Matter. The corresponding Timekeeper Name is displayed in the screen section seen above.

Select Bills
Once the user has selected the Client(s)/Matter(s) for whom/which they wish to generate Reminder Statements, they must click this button. The user will then be taken to the Bill Details screen which displays all outstanding Bills associated with the selected Client(s)/Matter(s). By default, all Bills will be selected to be included on the Reminder Statement, but this can be changed by simply deselecting (i.e. "unchecking") the desired Bills.

Fees Amt, Expense Amt, Tax Amt, Interest, Total Amt The amount of outstanding Fees, Expenses, Taxes, and Interest on the current Client/Matter's file. A total outstanding amount (i.e. the sum of the Fees, Expenses, Tax, and Interest amounts) is also displayed.

The Major Client Tab The Major Client tab displays all Major Clients with files carrying AR Aged by at least the number of days entered in the AR Aged Days field in the top block of the form. From this tab, the user can select the Major Client(s) for whom Reminder Statements will be generated. All statements generated from this tab will either be of Statement Template type MCM (Major Client by Client, by Matter), type MCB (Major Client by Client, by Bill Entity, then by Matter), or a specified type that will override the type set at the Major Client level.

Statement Options
These fields allow the user to query Major Clients with Statement Template types set at the Major Client level as type MCM, MCB, or all Major Clients regardless of template type. See below for more information.

Matter, Bill Entity, Both
To return in the query results only those Major Clients with template types set as MCM (Major Client by Client, by Matter), the user must select the Matter option. To return in the query results only those Major Clients with template types set as MCB (Major Client by Client, by Bill Entity, then by Matter), the user must select the Bill Entity option. To return in the query results all Major Clients, regardless of template type, the user must select the Both option. When this option is selected, any statements generated will be with a single template type that overrides the template set at the Major Client level.

Sort By
To display the query results so they are sorted by a specific value, the user must select that value from the drop-down list provided in this field.

NOTE: By default, records on the Major Client tab are displayed in ascending order by Major Client Number.

Creating Reminder Statements

Slct
To select the current Major Client record and generate Reminder Statements for this Entity, the user must 'check' this field. To then view and select from outstanding Bills associated with this Entity, the user must click the Select Bills button. To select all records, the user may simply click the "Green Check Mark" button.

Major Client, Major Client Name
The unique identifier and name of the current Major Client.

Select Bills
Once the user has selected the Major Client(s) for whom they wish to generate Reminder Statements, they must click this button. The user will then be taken to the Bill Details screen which displays all outstanding Bills associated with the selected Major Client(s)). By default, all Bills will be selected to be included on the Reminder Statement, but this can be changed by simply deselecting (i.e. "unchecking") the desired Bills.

Fees Amt, Expense Amt, Tax Amt, Interest, Total Amt The amount of outstanding Fees, Expenses, Interest, and Taxes on the current Major Client's file. A total outstanding amount (i.e. the sum of the Fees, Expenses, Interest, and Taxes amounts) is also displayed.
Remember: Reminder Statements will be saved to the system's default eQuinox Home directory. From this directory, the Statements can be viewed and/or printed.