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HMIchael

Initial bill not being deducted from balance

Posted By

I've been struggling with this problem for a while and I can't figure it out.

It seems as though the first billing statement for every client does not deduct the fees and expenses from their retainer, but lists the bill amount as a "Balance Due" until a new payment is made to the account. 

For example. Client paid a $3,000 retainer. Their first bill has charges for $1,000. The Bill will show a balance due of $1,000, and the retainer balance shows a $3,000 balance. All of the services show up correctly, but the fees are not deducted from the retainer. In their second bill, the charges are $500. It still shows the Balance due of $1,000, correctly lists the services for the billing period, but now the retainer balance is $2,500 (when it really should be $1,500).

I keep a backup paper record of all credits and debits for each client, so I have an accurate balance for everyone - but it's frustrating to have to explain to everyone that their bill is constantly wrong. 

Is there a way to fix this from happening, or to apply the current retainer balance to a past due balance? 

Thank you in advance for any help!

  • 0

    If you are putting the retainer into trust funds, please make sure that the trust is set up to auto apply against charges. This is done in the client funds within the client settings.

  • 0

     , not sure why the first bill is not deducting from the retainer (it should)....but anytime it is not automatically pulling, you can always manually enter the Payment from Account yourself. No need to send a bill out that is incorrect.

    Let's just check your version. If you go to Help, About Sage Timeslips, what is the version number you are running?

    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
    [email protected]

  • 0 in reply to Nancy Duhon

    Hi,

    I'm running 2015.

    I have the billing set up for "automatic payment of new charges on the bill", and this applied for "all charges" (fees and costs). 

    How would I go about Manually entering the payment - not sure I've ever done that. 

    Thanks for your help. 

  • 0 in reply to HMIchael

    Sure  , what you want is a new Funds Transaction called a Payment from Account. It is the same thing that you want the program to do 'automagically' on that first bill.

    (If the screenshots below are too small, click on them to view them bigger/better.)

    You can get there a few ways via a Navigator, but you can also just go to the topmost menus and choose:

    1) Transactions Menu

    2) Client Funds

    3) I would go ahead and view by Client here to confirm that the funds are available.

    4) Then use the yellow plus sign on the right hand button bar (or Control + N) to create a new Funds Transaction. 

    5) That will open a new Funds Transaction Entry window and you will want to make sure that you are creating a new Payment from Account type transaction. Click the pull down menu, to change the type.

    6) Fill in the details of the amount you want to manually draw to pay the new A/R charges. Since there will be no outstanding invoice yet to apply the payment to since this is the client's first bill, you will want to check the option in the lower left to have the 'remaining amount to apply to a future invoice,' i.e., the one you are just about to issue.

    7) Once you save the transaction, you should be able to visually confirm that the $ has transferred from Funds to A/R at the top of the entry window.

    When you run that first bill, the payment will meet up with the charges on that first invoice as you desire.

    Again, this is the exact same type of transaction that the program is supposed to be creating automatically for you. So nothing different there.

    Also, you will want to be running build 23.0.3.188 for version 2015. 

    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
    [email protected]

  • 0 in reply to Nancy Duhon

    Thank you, that was VERY helpful!

    It looks like I'm 1 build behind, running 23.0.2.187.

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