Should DNB/hold time be periodically relieved?

Question

I am curious whether it is beneficial to finalize internal bills for time that is DNB (or on hold). DNB/hold time is currently hanging out in WIP, some of it being years old. I feel this makes the system run more slowly. I want to be able to see the time/billable amounts for tracking purposes, and ideally would like to do this by relieving any non-billable time as billable (periodically, say quarterly, yearly, or at a matter's conclusion) and then write off the amount. This way I can easily go back and see how much time was spent/monetary amount credited. I would still be able to see the time by reprinting stored bills and can easily look under Transactions to determine the amount of the write-off/credit. Certain people in my office feel it is pointless to relieve any non-billable time, so internal bills are never done. I do not believe that hundreds (possibly thousands) of hours of time should be kept as WIP (some of it dating back to at least 2011). I am currently using Timeslips 2009. Does anyone have any thoughts on this subject? TIA

Nancy Duhon · Answer

georgiajett 
 I don't know if there will ever be ONE answer to that question because it begs to know WHY the time was being put on DNB/Hold in the first place. Different firms will have different reasons for doing so. 
 I personally agree with you that these types of slips should be kept to a minimum as they do sort of muddy up the WIP reports and can cause issues when trying to purge out older slips, or run accurate reports. There are of course valid reasons for keeping slips in WIP if the firm simply is not ready to attribute them to the matter quite yet. (Contingency matters are notorious for this, but that is another discussion that I will not undertake at this time.) 
 However, once the uncertainty resolves, I agree that you should approve off those slips as accurately as possible. Again it depends why they were not billed out contemporaneously in the first place. So, how to resolve them will relate to that reasoning. I can't tell from your question whether changing them to billable, then writing them off is the best method for you. I would use that method when the idea is that these slips would have been billable and should be attributed to the timekeepers as billable/income producing work, but the firm decided not to bill it out for some reason. I.e., the firm is taking the responsibility for not billing it. For example, to preserve a relationship with a client. If instead it was truly never even possibly billable in the first place (such as Admin time) then leave them DNB and just approve them off. No change to A/R, nothing to write off, slips continue to be accurately reported as non-billable time. 
 Will it make your system run faster? Probably not. Since the slips still exist in the database, the program still has to churn through them to run any sort of report. Pruning the database of older billed slips might speed you up, but really your firm needs to seriously think about possible upgrading to version 2020. Here's why: 
 -Your 2009 is now 11 years/versions old. Congratulations, you've had a good run! It runs on a Paradox database. 
 -The v2020 will run on a Firebird SQL database that HAS proven to be faster for many firms. Especially with large datasets. 
 -Your firm needs to make a conscious decision about 1) staying on v2009 (unsupported and older database engine), 2) upgrading to v2020 Perpetual (getting on the Firebird engine and buying in at the last perpetual licensing option), or 3) upgrading to Timeslips Premium (a subscription product). Upgrade options will be a hot topic for the next year or so as Sage has announced a move to the Premium/Subscription ONLY method of using Sage Timeslips as of end of September 2020. I wrote a blog post about it on my website here: http://www.duhon.biz/sage-timeslips-moving-to-subscription-only-pricing/ 
 The decision doesn't need to be made immediately, you have some time. But you should at least know and understand the downsides to doing nothing and staying with v2009. 
 If you would like to speak privately about your firm's options, just reach out to me via the contact information below. 
 Nancy Duhon, Esq. Duhon Technology Solutions, LLC Master Certified Consultant for Sage Timeslips Providing individual Consultations and Third Party Remote Desktop Support - including older/unsupported versions. 404-325-9779 duhon@duhon.biz

Sage Timeslips

Should DNB/hold time be periodically relieved?

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