Billing Journals

Jul 16, 2025
Knowledge

How To

Location: LEAP Menu > Reports > Management > Billing Journals

Purpose: Provides billing details for invoices dated within a specified period, based on payment/retainer allocations up to a selected date. The report is downloaded as an Excel file and includes a Staff Summary. Payments/retainer are allocated to disbursements before fees.

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Important Notes:

Select the filters and click DOWNLOAD. The report downloads as an Excel file that includes Billing Journals and Staff Summary. Derived from the Billing Journals, the Staff Summary provides a comprehensive overview based on staff-related data. For further details, please refer to the Report Fields section below.
The date range filter is based on the invoice date selecting those invoiced within the specified period. The Receipted At date includes Payments/Retainers applied to those invoices up to the selected date.
This report considers finalized invoices only.
In cases of partial payments for an invoice, this report prioritizes allocating these payments to disbursements items (tax included) first. Any remaining balance is then proportionally allocated to the invoice's fee items based on their billed amounts.

- - Please note that this payment allocation rule distinguishes this report from other relevant LEAP reports, such as Staff Receipted Funds Report and Payment Allocation Report. These other LEAP reports allocate payments proportionally to all invoice items without differentiation.

Report filters:

Date Range	Includes invoices dated within the range.
Receipted At	Includes Payments or Retainer applied to invoices up to this date.
Attribute Disbursements	Attributes disbursements to either 'Staff Responsible' (default) or 'Staff Acting'.
Expand	Yes (default): A staff breakdown will be provided for 'Billing Journals'. No: No staff breakdown will be provided for 'Billing Journals'.

Report Fields:

Report Fields for 'Billing Journals':

Invoice No	Displays the invoice number.
Invoice Date	Displays the transaction date of the invoice.
Matter No	Displays the number of the matter to which the invoice belongs to.
Matter Description	Displays the description of the matter.
Staff	Displays the initials of the staff member who the fees or disbursements have been attributed to. NOTE: This field is only be included in the report when the 'Expand' option remains set to its default 'Yes' when generating the report. A fee item is attributed to a Staff member if their name is selected for the item or through fees reallocation to them. Disbursements are attributed to 'Staff Responsible' or 'Staff Acting' based on your 'Attribute Disbursements' selection.
NOTE: The 'Billing Journals' feature total figures on invoices within the following columns. Additionally, if the 'Expand' option is set to its default 'Yes' when generating the report, a detailed staff breakdown is also provided within most columns below.
Hours	Displays the total hours on the invoice and, if expanded, provides a staff breakdown showing allocated hours for each relevant staff member. NOTE: This field considers only Time entries on the invoice, and the figures and allocation are based solely on what appears in the invoice window.
Fees	Displays total fee amount on the invoice (tax excluded) and, if expanded, provides a staff breakdown showing fee amount allocated to each relevant staff member. NOTE: The figures in this column are calculated based on the original invoiced amounts and any adjustments made to the amounts (through invoice adjustments). For the staff breakdown, any fee reallocation against this invoice is also considered.
Tax on Fees	Displays total tax on Fees on the invoice and, if expanded, provides a staff breakdown showing tax on fees allocated to each relevant staff member. NOTE: For staff breakdown, the allocation is based on the value of taxes accrued on fees and is proportional to the staff member’s share of allocated fees.
Disbursements	Displays the total value of disbursements on the invoice (tax excluded) and, if expanded, provides a staff breakdown showing disbursements allocated to the relevant staff member. NOTE: Disbursements are attributed to 'Staff Responsible' or 'Staff Acting' based on your 'Attribute Disbursements' selection.
Tax on Disbursements	Displays the total value of taxes accrued on the disbursements and provides a staff breakdown showing the allocated value for the relevant staff member.
Received	Displays total amount of Payments / Retainer applied against the invoice up to the ‘Receipted At’ Date. NOTE: It does not take into account any Payments / Retainer applied after the 'Receipted At' Date.
Paid on Fees	Displays Payments / Retainer value allocated to the fees and, if expanded, provides a staff breakdown showing the value allocated to each relevant staff member. NOTE: For a part payment against the invoice, disbursements and disbursement tax are paid first, with the remaining balance allocated to the fee items proportionally based on their billed amounts.
Paid on Disbursements	Payments / Retainer value allocated to Disbursements.
AR Balance	Displays the total Account Receivable (AR) Balance at the ‘Receipted At’ Date and, if expanded, provides a staff breakdown showing the AR Balance for each relevant staff member. NOTE: AR Balance is based on the invoice's outstanding balance on the ‘Receipted At’ Date. If you see a negative AR balance for a particular Staff member, please note that, while not common, there may be instances where fee reallocation to another staff member has been carried out after the invoice was fully paid. In this instance, the AR Balance for a staff member may display a negative amount. This occurrence is an expected behavior of this report since such fee reallocation does not alter the initial payment allocation to the invoice items. If you would like to ensure a positive amount, you can reverse the relevant payment, recreate it, and then regenerate this report.
Aging Days	Displays the number of days that have passed between the Invoice Date and the ‘Receipted At’ Date. NOTE: If there is no outstanding balance on the invoice or the Invoice Date is the same as the ‘Receipted At’ Date, no figure will be displayed. 'Aging Days' updates based on your 'Receipted At' date input.

Report Fields for 'Staff Summary':

Billed (Inc Tax)	Displays the total billed fees (tax included) allocated to the Staff member.
Paid (Inc Tax)	Displays the total Payments / Retainer value (tax included) allocated to the Staff member's billed fees.
Aging Balances and Periods	The report categorizes the unpaid fee amounts into the respective Aging Period categories (eg., Current, >30 Days, >60 Days, and >90 Days). NOTE: Aging Period refers to the fees' duration of aging (i.e., no Payments or Retainer allocated). It represents the number of days that have passed between the Invoice Date and the ‘Receipted At’ Date, and it updates based on your 'Receipted At' date input. Aging Periods catetories can be customized under the LEAP Menu > Settings > Application Settings > Accounting > Reports.
Total	Displays the total aging fee amount for the Staff member.

Last Modified Date

16/07/2025 1:21 AM

Title

Billing Journals

URL Name

Billing-Journals-CA

Resolution