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Invoice Fields

This chapter contains the following topics:

Introduction to Invoice Fields

Available Fields List

Introduction to Invoice Fields

The purpose of this appendix is to describe all of the fields available to you for printing on the invoices that you design using the Invoice formats selection. You need to be familiar with the Invoice formats functions before using this appendix.

The following pages list all of the fields available for printing on your custom invoices. The list includes the size and format of all available fields, as well as their definitions—what they are, where they come from, and what they look like.

This list of fields is useful when you are laying out your invoice format. Use it when you are designing your invoice (on a location grid or a layout worksheet) to determine the length and appearance of fields that you will select to print.

Available Fields List

This list has three sections: Header FieldsHeader Fields", "Line Item Fields", and "Footer Fields". Each section uses the following headings:

Field Number and Name

"Field number and name" means the number and name of the field as shown in the "Available fields" window in the Header area, Line item area, and Footer area functions. "Aging period 1 amount" (from Line item area) is shown above as an example of a field number and name.

Longest Field Size

"Longest field size" means the maximum number of columns that this field can occupy when printed on your invoice. Use this fact to determine whether or not you will need to specify a shorter printed length for a field in order to fit it on your invoice.

For instance, the "Client name" field has a maximum length of 25 characters. It will never occupy more than 25 characters when printed. When you select the "Client name" field to print (using the Header area, first page function), you can specify a length of less than 25 characters, but never more.

The longest field size for a numeric field, such as "Aging period 1 amount", is determined by several factors: the maximum size of the number; the use of commas in the number; and how to show a negative value for the number. The maximum size of "Aging period 1 amount" is 999999999999.99. Using commas, it becomes "999,999,999,999.99", and using parentheses to show a negative value, it becomes "(999,999,999,999.99)". A count of all the digits, commas, and parentheses reveals that the longest field size possible for "Aging period 1 amount" is 20.

Longest Form

"Longest form" means the longest possible form that a numeric field can take when printed. It shows the appearance of the field when printed at its longest field size.

"Longest form" is not listed for alphanumeric fields because their printed form does not vary: Their content is always printed "as is". But the printed form of numeric and date fields will vary according to your specifications.

When you select a numeric field to print, you have control over the use of commas, the number of digits printed to the left of the decimal point (integers), the number of digits printed to the right of the decimal point (decimals), and how to print a negative value for the field. The longest form for any numeric field will be printed when you choose:

a. The maximum # of integers for the field.

b. The maximum # of decimals (if it has decimals).

c. To use commas.

d. To print a negative value using parentheses or a trailing "CR"

(if the number can contain a negative value).

For the example above, "Aging period 1 amount", the longest form is depicted as "(999,999,999,999.99)".

If the longest form shown for a number lacks the parentheses, that indicates that the number cannot ever be negative. For instance, the longest form for "Page number" is depicted as "99", as it cannot be negative.

You can choose to print a date field in any one of five different forms. The longest form of a date field will be printed when you choose to have the month fully spelled out, depicted as "September 30, 1999" (September is the longest name of all the months). This will not be shown in the list since it is always the same.

Header Fields

These are the fields available to you for printing in the header area of your invoice. These fields are available in Header area, first page and Header area, additional pages.

This is the value that you enter for "Invoice date" in Invoices when you print invoices.

This is the number used to identify the invoice. It is assigned to the invoice at the time the invoice is printed with the Invoices function.

This is the value that you entered for the "Client #" field in Clients.

This is the client's name, as entered for the "Name" field in Clients. If you entered it as a person's name, it will be printed with the first name first.

This is the client's address, as entered in "Address-1" and "Address-2" in Clients.

This prints the client's city, as entered in the "City" field in Clients.

This prints the client's state, as entered in the "State" field in Clients.

This prints the client's zip code, as entered in the "Zip code" field in Clients.

This prints the client's city, state, and zip code together on one line, as shown in this example:

Pittsburgh, PA 12345-6789

This is the value that you entered for the "Contact-1" field in Clients.

This is the value that you entered for the contact-l's "Phone" field in Clients.

This is the value that you entered for the "Contact-2" field in Clients.

This is the value that you entered for the contact-2's "Phone" field in Clients.

This is your company's name, exactly as entered in the "Company display name" field in Company information.

This is your company's address, as it is entered in "Address line 1", "Address line 2", and "Address line 3" in Company information.

This is your telephone number, as it is entered in "Phone number" in Company information.

This prints the current page number on each page of your invoice. You can also use it on your attachment formats if you want the attachment page numbers to be numbered continuously with the invoice.

This prints the current page number of the attachment. It starts counting again at page 1 of each attachment.

This is the partner name corresponding to the "Partner #" entered in Clients.

This is the description of the payment terms (for example, "Net 30 days") for this client, according to the code entered in the "Terms code" field. This comes from the terms code entered in Terms in Accounts Receivable.

This is the value that you entered for the "Tax exempt #" field in Clients.

This is the billing method that you selected for the client with the "Billing method" field in Clients.

This is the ID number that you entered in the "Taxpayer ID #" field in Clients.

This is the date of the client's last invoice. It appears in the "Last invoice date" field in Clients, and it is automatically updated by T/B.

This date is obtained from your computer system at the time that the statement is printed.

Line Item Fields

These are the fields available to you for printing in the line item area of your statement. There are twenty different types of line items. Each type has a different set of fields available for printing. The following sections give the fields available for each line type.

Previous Balance Fields

This line type is available when you are printing combined invoice/statements, as specified in Control information. It is used to show the client's account balance prior to the invoice.

On the Invoices (Print) screen, you enter a starting and ending date for the "Statement period" field. This is the starting date. For a balance forward customer, the balance is calculated up to (but not including) this date.

On the Invoices (Print) screen, you enter a beginning and ending date for the "Statement period" field. This is the day before the beginning date. For a balance forward customer, the balance is calculated up to and including this date.

On the Invoices (Print) screen, you enter a beginning and ending date for the "Statement period" field. This is the client's balance up to the beginning date, as calculated by the software.

Flat Fee Fields

This line type is used to print a flat fee billing. It is only printed when there is a flat fee billing on file for the client. You would have entered it manually or automatically generated it using the Retainer billing function.

This is the amount of the client's flat fee retainer, as entered manually (or automatically generated) in Retainer billing.

This field prints the sales tax for a taxable flat fee bill. It is calculated by the software.

This is the amount of the payment received for a flat fee bill, as entered manually in Retainer billing.

This prints the net due for the flat fee bill. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the flat fee amount.

This is the check number for the payment received, as entered manually in Retainer billing.

These are the lines of billing description for the flat fee billing, as entered manually in Retainer billing.

If the billing was generated automatically, the default billing description that you entered in General appearance for "Flat fee retainer" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Matter Information Fields

This line type is used to identify and describe the matter being billed. It is printed whenever charges for a matter are printed, such as selected WIP (services and/or expenses), a fixed fee billing, or a contingent fee billing. Otherwise, it is not printed, even though you have defined it in the format.

This is the matter number for the matter being billed, as entered in Matters.

This is the description of the matter that you entered in Matters.

This prints the matter type, as entered in Matters.

This is the staff # that you entered for the "Responsible staffer" field in Matters.

This is the billing name of the responsible staff member, as entered in Staff.

NOTE: The longest field size of a staff member's billing name is the text length that you entered in Control information for "Staff member billing name" (up to 40 characters).

These are the lines of billing description that you entered for the matter in Matters.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Service Group Fields

A service group line represents all of the selected service WIP items that belong to a particular service group. This line type allows you to bill by service group, instead of by each item of selected service WIP.

This line type only prints when there are selected service WIP items on file for the client, and one or more of these WIP items belong to a service group. This section of the format is not printed, even though defined, if you selected to print the WIP in date order in General appearance.

This is the service code that you entered for the "Service #" field of a group service in Services.

This is the description that you entered for the service group in Services.

This the service # that you entered in the "Ending group #" field in Services.

This is the total of the billed hours for all of the (selected) service WIP items belonging to the group. It is calculated by the software when you print the invoice.

This is the sum of the charges for all of the (selected) service WIP items belonging to the group. It is calculated by the software when you print the invoice.

This is the matter number for which the service group is being billed, as entered on the time sheet in Time and expenses.

This is the description of the matter for which the service group is being billed, as entered in Matters.

These are the lines of billing description that you entered for the service group in Services.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Service Summary Fields

A service summary line represents all of the selected service WIP items for a particular service code. This line type allows you to bill by service code, instead of printing each item of selected service WIP.

This line type only prints when there is selected service WIP on file for the client. This section of the format is not printed, even though defined, if you selected to print the WIP in date order in General appearance.

This is the service code for the (selected) service WIP items being summarized, as entered for each service on the time sheet in Time and expenses.

This is the description of the service code, as entered in Services.

This prints the total of the billed hours for all of the (selected) service WIP items entered for the service code. It is calculated by the software when you print the invoice.

This prints the sum of the charges for all of the (selected) service WIP items entered for the service code. It is calculated by the software when you print the invoice.

This is the matter number for which the service code is being billed, as entered on the time sheet in Time and expenses.

This is the description of the matter for which the service code is being billed, as entered in Matters.

These are the lines of billing description that you entered for the service code in Services.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Service WIP Header Fields

Each field in this section is a text field, meaning that it prints its name.

The purpose of these fields is to save you time in entering the text for the service WIP headers. You can use these text fields or enter text of your own for the headers.

This line type only prints when there is selected service WIP on file for the client. If the printing of service WIP items goes from one page to the next, these headers will be reprinted at the top of the next page.

Service WIP Fields

This line type is used to print the (selected) service WIP on file for the client.

This is the date of the WIP item as entered on the time sheet in Time and expenses.

This is the service number entered for the time sheet entry in Time and expenses.

This is the description of the service code, as entered in Services.

This is the staff number entered for the time sheet in Time and expenses.

This is the billing name of the staff member who rendered the service (and to whom the time sheet belongs), as entered in Staff.

NOTE: The maximum length of this field is the text length that you specified for "Staff member billing name" in Control information.

This is the number of hours billed on the time sheet entry, as entered in Time and expenses.

This is the billing rate for the service rendered per the time sheet entry, as entered in Time and expenses.

This is the amount charged (billed hours X billing rate) for the time sheet entry, as shown in Time and expenses.

These are the lines of billing description that you entered for the time sheet entry in Time and expenses.

If you did not enter a billing description for a WIP item, the default that you selected in General appearance will be printed in place of the "Billing description line 1" field.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Fixed Fee Service Fields

This line type is used to print the fixed fee billing for a matter when a matter's service bill terms are "fixed fee", or when both service bill terms and expense bill terms are "fixed fee".

It is only printed when there is a fixed fee billing on file for the matter. You could have entered it manually, or automatically generated it using the Billing (Fixed fee billing) function.

This is the amount of the client's fixed fee billing, as entered manually (or automatically generated) in Billing (Fixed fee billing).

This field prints the sales tax for a taxable fixed fee bill. It is calculated by the software.

This prints the sum of the fixed fee amount and its sales tax (if any).

This is the amount of the payment received for a fixed fee bill, as entered manually in Billing (Fixed fee billing).

This prints the net due for the fixed fee bill. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the flat fee amount.

This is the check number for the payment received, as entered manually in Billing (Fixed fee billing).

This is the matter number for which the fixed fee is being billed. If the fixed fee was entered manually, this is the matter number entered for the "Matter #" field in Billing (Fixed fee billing). If the fixed fee was automatically generated, the software got the matter number from Matters.

This is the description of the matter for which the fixed fee is being billed, as entered in Matters.

These are the lines of billing description for the fixed fee billing, as entered manually in Billing (Fixed fee billing).

If the billing was generated automatically, the default billing description that you entered in General appearance for "Fixed fee" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Contingent Fee Service Fields

This line type is used to print the contingent fee billing for a matter, when a matter's service bill terms are "contingent fee", or when both service bill terms and expense bill terms are "contingent fee".

It is only printed when there is a contingent fee billing on file for the matter. You could have entered it manually or automatically generated it using the Billing (Contingent fee billing) function.

This is the amount of the client's contingent fee billing, as entered manually (or automatically generated) in Billing (Contingent fee billing).

This field prints the sales tax for a taxable contingent fee bill. It is calculated by the software.

This prints the sum of the contingent fee amount and its sales tax (if any).

This is the amount of the payment received for a contingent fee bill, as entered manually in Billing (Contingent fee billing).

This prints the net due for the contingent fee bill. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the flat fee amount.

This is the check number for the payment received, as entered manually in Billing (Contingent fee billing).

This is the matter number for which the contingent fee is being billed. If the contingent fee was entered manually, this is the matter number entered for the "Matter #" field in Billing (Contingent fee billing). If the contingent fee was automatically generated, the software got the matter number from Matters.

This is the description of the matter for which the contingent fee is being billed, as entered in Matters.

These are the lines of billing description for the contingent fee billing, as entered manually in Billing (Contingent fee billing).

If the billing was generated automatically, the default billing description that you entered in General appearance for "Contingent fee" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Service Total Fields

This line type prints the service totals. You can use it to print the service totals after printing the service WIP charges. If you do not want to show detailed charges for the matter's services, you can use it in place of all the other "service" line types so that only the service totals are printed for a matter.

This section of the invoice is only printed for a matter when it has one or more service charges (fixed fee, contingent fee, or service WIP) selected for billing.

This prints the total hours for all services billed for the matter, and is calculated by the software.

This prints the total amount billed for services for the matter, and is calculated by the software.

This prints the sales tax for the matter's billed services, and is calculated by the software.

This is the sum of the total amount and the sales tax, and is calculated by the software.

This prints the total of payments received (for fixed fee or contingent fee billings) for the matter.

This prints die net due for the matter's services. The software calculates the net due by adding die sales tax to, and subtracting the payment received from, the total amount.

This is the matter number for which the services are being billed, as entered for the service billings.

This is the description of the matter for which the services are being billed, as entered in Matters.

Expense Group Fields

An expense group line represents all of the selected expense WIP items that belong to a particular expense group. This line type allows you to bill by expense group, instead of by each item of selected expense WIP.

This line type only prints when there is selected expense WIP on file for the client, and one or more of these WIP items belong to an expense group. This section of the format is not printed, even though defined, if you selected to print the WIP in date order in General appearance.

This is the expense code that you entered for the "Expense #" field of a group expense in Expenses.

This is the description that you entered for the expense group in Expenses.

This the expense # that you entered in the "Ending group #" field in Expenses.

This is the sum of the charges for all of the (selected) expense WIP items belonging to the group. It is calculated by the software when you print the invoice.

This is the matter number for which the expense group is being billed, as entered on the expense sheet in Time and expenses.

This is the description of the matter for which the expense group is being billed, as entered in Matters.

These are the lines of billing description that you entered for the expense group in Expenses.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Expense Summary Fields

An expense summary line represents all of the selected expense WIP for a particular expense code. This line type allows you to bill by expense code, instead of printing each item of selected expense WIP.

This line type only prints when there is selected expense WIP on file for the client. This section of the format is not printed, even though defined, if you selected to print the WIP in date order in General appearance.

This is the expense code for the (selected) expense WIP items being summarized, as entered for each expense on the expense sheet in Time and expenses.

This is the description of the expense code, as entered in Expenses.

This prints the sum of the charges for all of the (selected) expense WIP items entered for the expense code. It is calculated by the software when you print the invoice.

This is the matter number for which the expense code is being billed, as entered on the expense sheet in Time and expenses.

This is the description of the matter for which the expense code is being billed, as entered in Matters.

These are the lines of billing description that you entered for the expense code in Expenses.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Expense WIP Header Fields

Each field in this section is a text field, meaning that it prints its name.

The purpose of these fields is to save you time in entering the text for the service WIP headers. You can use these text fields or enter text of your own for the headers.

This line type only prints when there is selected expense WIP on file for the client. If the printing of expense WIP items goes from one page to the next, these headers will be reprinted at the top of the next page.

Expense WIP Fields

This line type is used to print the (selected) expense WIP on file for the client.

This is the date of the WIP item, as entered on the expense sheet in Time and expenses.

This is the expense number entered for the expense sheet entry in Time and expenses.

This is the description of the expense code, as entered in Expenses.

This is the staff number entered for the expense sheet in Time and expenses.

This is the billing name of the staff member who rendered the expense (and to whom the expense sheet belongs), as entered in Staff.

NOTE: The maximum length of this field is the text length that you specified for "Staff member billing name" in Control information.

This is the quantity of the expense billed on the expense sheet entry, as entered in Time and expenses.

This is the rate at which the expense is billed per the expense sheet entry, as entered in Time and expenses.

This is the amount charged (expense quantity X expense rate) for the expense sheet entry, as entered in Time and expenses.

These are the lines of billing description that you entered for the expense sheet entry in Time and expenses.

If you did not enter a billing description for a WIP item, the default that you selected in General appearance will be printed in place of the "Billing description line 1" field.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Svc/expense billing text" (up to 50 characters).

Fixed Fee Expense Fields

This line type is used to print the fixed fee billing for a matter when a matter's expense bill terms are "fixed fee" but the service bill terms are otherwise. When both service bill terms and expense bill terms are "fixed fee", the "Fixed fee service" line type is used to print the fixed fee billing.

This part of the invoice is not printed when there is no fixed fee billing on file for the matter.

This is the amount of the client's fixed fee billing for expenses, as entered manually (or automatically generated) in Billing (Fixed fee billing).

This field prints the sales tax for a taxable fixed fee bill. It is calculated by the software.

This prints the sum of the fixed fee amount and its sales tax (if any).

This is the amount of the payment received for a fixed fee bill, as entered manually in Billing (Fixed fee billing).

This prints the net due for the fixed fee expense bill. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the flat fee amount.

This is the check number for the payment received, as entered manually in Billing (Fixed fee billing).

This is the matter number for which the fixed fee expense is being billed. If the fixed fee was entered manually, this is the matter number entered for the "Matter #" field in Billing (Fixed fee billing). If the fixed fee was automatically generated, the software got the matter number from Matters.

This is the description of the matter for which the fixed fee expense is being billed, as entered in Matters.

These are the lines of billing description for the fixed fee expense billing, as entered manually in Billing (Fixed fee billing).

If the billing was generated automatically, the default billing description that you entered in General appearance for "Fixed fee" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Contingent Fee Expense Fields

This line type is used to print the contingent fee billing for a matter when its expense bill terms are "contingent fee" but its service bill terms are otherwise. When both service bill terms and expense bill terms are "contingent fee", the "Contingent fee service" line type is used to print the contingent fee billing.

This part of the invoice is not printed when there is no contingent fee billing on file for the matter.

This is the amount of the client's contingent fee billing for expenses, as entered manually (or automatically generated) in Billing (Contingent fee billing).

This field prints the sales tax for a taxable contingent fee bill. It is calculated by the software.

This prints the sum of the contingent fee amount and its sales tax (if any).

This is the amount of the payment received for a contingent fee bill, as entered manually in Billing (Contingent fee billing).

This prints the net due for the contingent fee expense bill. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the flat fee amount.

This is the check number for the payment received, as entered manually in Billing (Contingent fee billing).

This is the matter number for which the contingent fee expense is being billed. If the contingent fee was entered manually, this is the matter number entered for the "Matter #" field in Billing (Contingent fee billing). If the contingent fee was automatically generated, the software got the matter number from Matter.

This is the description of the matter for which the contingent fee expense is being billed, as entered in Matters.

These are the lines of billing description for the contingent fee expense billing, as entered manually in Billing (Contingent fee billing).

If the billing was generated automatically, the default billing description that you entered in General appearance for "Contingent fee" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to SO characters).

Expense Total Fields

This line type prints the expense totals. You can use it to print the expense totals after printing the expense WIP charges. If you do not want to show detailed charges for the matter's expenses, you can use it in place of all the other "expense" line types so that only the expense totals are printed for a matter.

This section of the invoice is only printed for a matter when it has one or more expense charges (fixed fee, contingent fee, or expense WIP) selected for billing.

This prints the total amount billed for expenses for the matter, and is calculated by the software.

This prints the sales tax for the matter's billed expenses, and is calculated by the software.

This is the sum of the total amount and the sales tax, and is calculated by the software.

This prints the total of payments received (for fixed fee or contingent fee billings) for the matter.

This prints the net due for the matter's expenses. The software calculates the net due by adding the sales tax to, and subtracting the payment received from, the total amount.

This is the matter number for which the expenses are being billed, as entered for the expense billings.

This is the description of the matter for which the expenses are being billed, as entered in Matters.

Matter Total Fields

This line type prints the totals for the matter, any adjustment to the matter, and any retainer billed for the matter. If you do not want to show any detailed billing for services and expenses, you can use it in place of all the "service" and "expense" line types so that only matter totals are printed for a matter.

This section of the invoice is printed for a matter when it has charges of any type (fixed fee, contingent fee, or WIP items) selected for billing.

This is the matter number for the matter being billed, as entered in Matters.

This is the description of the matter, as entered in Matters.

This is the staff # that you entered for the "Responsible staffer" field in in Matters.

This is the billing name of the responsible staff member, as entered in Staff.

NOTE: The longest field size of a staff member's billing name is the text length that you entered in Control information for "Staff member billing name" (up to 40 characters).

This prints the total amount for the matter, as calculated by the software.

This prints the total sales tax for the matter's taxable charges, as calculated by the software.

This is the amount of the adjustment to the matter (if any), as entered in Billing (Billing adjustments).

This is the amount of progress billings applied to this matter.

This is the amount of the advance billing retainer or one-time retainer billing (if any) for the matter, that you manually entered or automatically generated with Billing (Retainer billing).

NOTE: Flat fee retainers are printed by the "flat fee" line type.

This prints the sum of the charges shown above, as calculated by the software.

This is the amount of the payment, as entered with the retainer billing in Billing (Retainer billing).

This prints the net due for the matter, as calculated by the software. The net due is the total billed, minus the payment received (if any).

These are the lines of billing description for the adjustment, as entered manually in Billing (Billing adjustments).

If you did not enter a billing description for the adjustment, the default billing description that you entered in General appearance for "Matter adjustment" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

These are the lines of billing description for the retainer billing, as entered manually in Billing (Retainer billing).

If the billing was generated automatically, the default billing description that you entered in General appearance for "Adv bill retainer" will be printed in place of the corresponding billing description fields.

Empty lines at the end of a billing description will not be printed on the invoice. This means that you can include all ten billing description fields in the format, but any empty ones at the end of the description will not be printed and will not take up any space on the invoice. The only exception to this occurs when another field appears on the same row as a billing description field. For example, if you included another field on the same row as "Billing description line 10", all billing description fields in the format above line 10 would be printed, even if they were empty.

NOTE: The longest field size of a billing description line is the text length that you entered in Control information for "Matter billing text" (up to 50 characters).

Invoice Total Fields

This line type prints the totals for the invoice. If you do not want to show any detailed billing for matters, you can use it in place of all the other line types so that only invoice totals are printed.

This section of the invoice is always printed.

This prints the total of all charges for the invoice, as calculated by the software.

This prints the total sales tax for all taxable charges on the invoice, as calculated by the software.

This prints the total adjustment for all matters on the invoice, as calculated by the software.

This prints the total of all advance billings used by all matters on the invoice, as calculated by the software.

This prints the total of all advance bill retainers billed for all matters on the invoice, as calculated by the software.

This prints the sum of all the preceding invoice total fields, as calculated by the software.

This prints the total of all payments received for all matters on the invoice, as calculated by the software.

This prints the sum of the value of the "Total billed" and the value of "Total payments received", as calculated by the software.

These are the lines of comments that you enter in Invoices (Print).

Empty lines at the end of the invoice comments will not be printed on the invoice. This means that, even if you use all five invoice comment fields in the format, any empty lines at the end of the invoice comments will not be printed, and they will not take up any space on the invoice.

NOTE: The longest field size of an invoice comment line is the text length that you entered in Control information for "Invoice comment text" (up to 50 characters).

Ending Balance Fields

This line type is used when you are printing combined invoice/ statements, as specified in Control information. It is usually used to show the client's new account balance, finance charges, and aging information.

If you do not want to show any detailed billing information on the invoice, you can define a format that contains only "Previous balance" fields and "Ending balance" fields. These line types have all of the fields necessary to print a complete invoice.

This section of the invoice is always printed.

On the Invoices (Print) screen, you enter a beginning and ending date for the "Statement period" field. This is the client's balance up to the beginning date, as calculated by the software.

This is the same "Invoice net due" field that is available for the "Invoice total" line type. It is the sum of all charges, sales tax, adjustments, advance billings used, retainer billings, and payments received for the invoice.

On the Invoices (Print) screen, you enter a beginning and ending date for the "Statement period" field. This is the sum of all the client's debits and credits that fall within the beginning and ending dates, and is calculated when you print the invoice.

This prints all of the debits for the "Statement period", as calculated by the software when you print the invoice. It does include debits for finance charges.

This prints all of the debits for the "Statement period", as calculated ^0/ by the software when you print the invoice. It does not include debits for finance charges.

This prints all of the finance charges for the "Statement period", as calculated by the software when you print the invoice.

This prints all of the credits for the "Statement period", as calculated by the software when you print the invoice.

This prints the client's new account balance, which includes the previous balance, all debits and credits for the statement period, and the net due for the invoice. It is calculated by the software when you print the invoice using Invoices (Print).

These are the two lines of dunning message that you specified in A/R Control information.

If the aged total for periods 2, 3, or 4 is greater than zero, then the appropriate dunning notice is printed, as defined in A/R Control information, at the location of these fields. The dunning message for the oldest aged total which is greater than zero is printed.

These fields print the aging information for the client's account. You enter the aging period descriptions in Invoices {Print). The aging period amounts are calculated by the software according to the periods that you define (either # of days, or cut-off date) in Invoices (Print).

This prints the year-to-date finance charges for the client's account, as calculated by the software when you print the invoice.

This prints the last year's finance charges for the client's account, as calculated by the software when you print the invoice.

On the Invoices (Print) screen, you enter a starting and ending date for the "Statement period" field. This is the starting date. For a balance forward customer, the balance is calculated up to (but not including) this date.

On the Invoices (Print) screen, you enter a starting and ending date for the "Statement period" field. This is the ending date.

Footer Fields

These are the fields available to you for printing in the footer area of your invoice. These fields are available in Footer area, first page and Footer area, additional pages.

This is the value that you enter for "Invoice date" in Invoices when you print invoices.

This is the number used to identify the invoice. It is assigned to the invoice at the time the invoice is printed with the Invoices selection.

This is the value that you entered for the "Client #" field in Clients.

This is the client's name, as entered for the "Name" field in Clients. If you entered it as a person's name, it will be printed with the first name first.

This is the client's address, as entered in "Address-1" and "Address-2" in Clients.

This prints the client's city, as entered in the "City" field in Clients.

This prints the client's state, as entered in the "State" field in Clients.

This prints the client's zip code, as entered in the "Zip code" field in Clients.

This prints the client's city, state, and zip code together on one line, as shown in this example:

Pittsburgh, PA 12345-6789.

This is the value that you entered for the "Contact-1" field in Clients.

This is the value that you entered for the contact-l's" Phone" field in Clients.

This is the value that you entered for the "Contact-2" field in Clients.

This is the value that you entered for the contact-2's "Phone" field in Clients.

This is your company's name, exactly as entered in the "Company display name" field in Company information.

This is your company's address, as it is entered in "Address line 1", "Address line 2", and "Address line 3" in Company information.

This is your telephone number, as it is entered in "Phone number" in Company information.

This prints the current page number on each page of your invoices. You can also use it on your attachment formats if you want the attachment page numbers to be numbered continuously with each invoice.

This prints the current page number of the attachment. It starts counting again at page 1 of each attachment.

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