Accounts Receivable Report

16/07/2025
Knowledge

How To

Location: LEAP Menu > Reports > General Account > Accounts Receivable Report

Purpose: Lists all matters containing a balance of Accounts Receivable on the specified 'At Date', providing the ageing and breakdown of the Accounts Receivable. You can narrow down the results to only finalized invoices and gain insights into the outstanding amounts your clients owe, ageing periods of outstanding invoices, and any associated Retainer & Credits balances. This allows you to proactively follow up with your clients.

Report Trigger: The report will reference all matters which have any outstanding invoice OR any balances in the Retainer & Credits ledger on the specified 'At Date'. Therefore, invoices that were outstanding on the specified 'At Date' are included, even if they've been paid since. Regardless of filter settings, the report does not consider draft invoices which have been deleted as of today.

This report can be scheduled and subscribed to. Please refer to this article for the instructions.

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Regarding the Include Inactive Staff filter, please note:

A Staff member is considered Inactive if the member's Current Staff Member option is togged off under the Access & Permissions in the Staff Details window (Menu > Settings > Application Settings > Firm > Staff > members).
If you suspect missing entries for a particular staff member in the generated report, switch the Include Inactive Staff filter to Yes (if it was previously set to No) and then regenerate the report. This can prevent unintentional omissions caused by changes in Staff management. For instance, an invoice will be excluded if a Staff member has been associated with two Staff accounts and the one used to create the invoice has since become inactive.

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The report captures transactions based on their transaction date, rather than the date they were created. As a result, it includes backdated transactions, reflecting changes based on any updates or corrections made to the data after the reporting period.

Report Filters:

At Date	Calculates the balances of Accounts Receivable and/or Retainer & Credits, as well as the ageing of outstanding invoices, up to the specified date. NOTE: Invoices that were outstanding on the specified At Date are included, even if they've been paid since.
Billing Category	Filters results to include only matters assigned to any of the selected Billing Categories. By default, all Billing Categories are selected.
Staff	Includes the following five filters, which work together to refine matters. Only matters that meet all selected staff criteria in their specified roles will be displayed. Inc. Inactive Staff: Provides an option to either include or exclude Inactive Staff Members from the lists of Staff Responsible, Staff Acting, Staff Assisting, and Introducing Lawyer. NOTE: A Staff member is considered Inactive if their Current Staff Member option is togged off under the Access & Permissions in the Staff Details window (Menu > Settings > Application Settings > Firm > Staff > Members). The below four staff lists dynamically update based on the Include Inactive Staff option setting. Staff Responsible: Filters results to include only matters where the selected staff member(s) are assigned as the Person Responsible. All staff members are included by default. Staff Acting: Filters results to include only matters where the selected staff member(s) are assigned as the Person Acting. All staff members are included by default. Staff Assisting: Filters results to include only matters where the selected staff member(s) are assigned as the Person Assisting. All staff members are included by default. Originating Attorney: Filters results to include only matters where the selected staff member(s) are assigned as the Originating Attorney. All staff members are included by default.
	NOTE: All four filters must simultaneously match for a matter to be included in the report. Depending on your needs, you can keep one or more of these filters in their default All Selected setting. For example, if you want the report to show all matters where the Staff Acting is Staff A, select Staff A under Staff Acting while leaving the other three filters set to All Selected.
Reporting Group	Filters results to include only matters assigned to any of the selected Reporting Groups. By default, all Reporting Groups are selected.
Invoice Status	Provides the option to Select All invoice statuses or limit the invoices listed to certain status(es): Draft Unapproved Draft Approved Printed Sent (Final)
Display	Includes the following display option: 1. Debtor Phone No: Yes: Includes debtor/client phone numbers within the Debtor field in the report. No: Excludes debtor/client phone numbers within the Debtor field in the report. 2. Group By: Offers the following grouping options: None: No additional grouping is applied. Billing Category Client Debtor Introducing Lawyer Matter Type Reporting Group Staff Acting Staff Assisting Staff Responsible 3. Expand Row Groups: Provides an option to expand all row groups, displaying details down to the level of individual invoices.

Report Fields:

Matter	Matters containing a Balance of Accounts Receivable or a Retainer & Credits balance.
Debtor	Debtor on the matter, and the phone number of the debtor if Debtor Phone No is set to Yes. NOTE: In most cases, the Debtor is the same as the Client, but it can also be assigned to a different party. If you would like to set a different party already listed in the Matter Table, go to the Matter Table, right click the party, and then click Set Debtor.
Description	Provides the following information: The matter description set in the Matter Type window. Debtor Note, if there is any. NOTE: 1. Debtor Note is based on the Debtor Comment entered under the Accounting tab of the Matter Details window. The Debtor Note is a helpful internal tool used to provide additional context or reminders about the debtor in a matter. 2. If the list is expanded, the field also displays the outstanding invoice's Invoices Memo (not relevant to Retainer & Credits).
Invoice Date	When the list is expected, shows the Invoice's transaction date.
Invoice Number	When the list is expected, shows the Invoice's reference number.
Total	The total Accounts Receivable balance for the matter, calculated by subtracting the matter's Retainer & Credits amount from its total outstanding invoice balance. If the list is expanded, the field displays the amount for each invoice on the matter.
Invoice Balance	The total outstanding invoice balance. If the list is expanded: The total amount of each invoice. NOTE: The Accounts Receivable Report reflects the Accounts Receivable balances as of a specific date. Consequently, this balance is calculated by including only the invoice adjustments and reversals made up to the At Date, based on the transaction date of each adjustment or reversal.
-Rtnr./Credits	The total amount of Retainer & Credits on the matter.
Ageing Periods	Lists the outstanding invoice balances based on their ageing period (e.g., Current, >30 Days, >60 Days and >90 Days). NOTE: The Ageing Period refer to the number of days the invoice has remained unbilled since its transaction date up to the At Date. The Ageing Period will be updated based on your input for the At Date. Ageing Periods catetories can be customized via: LEAP Menu > Settings > Application Settings > Accounting > Reports.

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Tips:

Since this report includes matters with a Retainer & Credits balance, it can serve as a reminder for additional actions related to the balance. Aside from Apply To Invoices, you have the option to Pay Expense or transfer the Retainer & Credits balance to another matter (New Journal). For detailed instructions, please refer to this article.

Last Modified Date

16/07/2025 1:02 am

Title

Accounts Receivable Report

URL Name

Account-Receivable-Report-CA

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