RTG Reports
Description

Fees Billed and Collected

RTG Reports provides two variations of this report. For each matter, both reports calculate

  • fees billed
  • fees collected
  • fees written off

for each timekeeper who worked on the matter. Totals are displayed for a specified time period and also for all work on the matter to date.

For example, if you want to know the fees collected by each timekeeper for the preceding month, you can specify "last month" as the time period.

The two variations of this report perform the same calculations. The full report, Fees Billed and Collected by Matter, contains two sections for each matter. Here is a sample report.

  • Transactions
    Shows each transaction used to do the calculations (from the opening of the matter) and how it was used. For bills and payments, it shows the dollar amount allocated to each timekeeper.

  • Summary
    Shows a summary for the matter, including the fees billed, collected, and written off for the matter, by timekeeper.

The summary report, Summary of Fees Billed and Collected, only includes the summary section for each matter. It also includes totals for each timekeeper, for all matters.

Total Fees
The Total Fees Billed and Collected, a third report, shows only the timekeeper totals. This is a brief report that reveals the overall performance of each timekeeper for any specified time period.


Fees Billed and Collected by Area

This report shows fees billed and collected for each matter, grouped and subtotaled by area of practice, over a specified time period. You may include either one practice area or all practice areas in the report.

Summary
The Summary of Fees Billed and Collected by Area shows only the totals for each practice area. Matter totals are not shown.


Matter Aging
(Alphabetical By Client)

This report is the same as the standard Matter Aging report in RTG Bills, except that the matters appear in a different order. The standard report shows matters in matter number order, but this report shows matters in order by the client abbreviation.


Matter Aging
(CSV format)

This reports summarizes the aged amounts for each matter, in a format designed to be read by other programs. One line of output is created for each matter with a balance due.

When you print this report to a file, the data is in "comma-separated values" (CSV) format, which can be read by most spreadsheet and database programs. The first line of output contains the field names: Client, Case, BillingTkpr, Current, Over30, Over60, Over90, Over120.

The client and case numbers are separate, not combined as a matter number.

The field BillingTkpr is the timekeeper number of the Billing Timekeeper.

The remaining fields are the unpaid currency amounts for each aging period. Each amount is the total of fees, expenses, late charges, and taxes.

Note that the aging periods include both "over 90" and "over 120." In other RTG Bills reports, these two periods are added together.


Matter Aging by Billing Timekeeper

This report is similar to the standard Matter Aging report in RTG Bills. However, instead of grouping matters by client, they are grouped by Billing Timekeeper.

The matters for each Billing Timekeeper begin on a new page, to make it easy to distribute each section to the appropriate timekeeper for follow-up.


Expenses by Matter

This report is similar to the standard Fees and Expenses by Matter report. It differs in two ways:

  1. Only expenses are shown (including Unit Cost transactions).
  2. Both the Amount Reported and the Amount To Bill are shown with totals. The standard report does not show the total Amount Reported.

Matter Fees by Month

This report summarizes the hours and fees billed. For each matter, totals for each month and a matter total are reported.


Monthly Fees
(CSV format)

This reports summarizes the hours and fees billed by month, in a format designed to be read by other programs. One line of output is created for each unique combination of matter, timekeeper, and month.

When you print this report to a file, the data is in "comma-separated values" (CSV) format, which can be read by most spreadsheet and database programs. The first line of output contains the field names: Month, Client, Case, Tkpr, Hours_Billed, Fees_Billed.

The Month field contains the date of the first day of the month being summarized. For example, 12/1/1999 indicates the totals for December 1999. (The day is included because some programs do not recognize 12/1999 as a date.)

The client and case numbers are separate, not combined as a matter number. This makes it easier to create totals by client.

The Tkpr field contains the Timekeeper Initials.

If you need more detail than this report provides, see the report Fees and Expenses (CSV format). It includes both billed and unbilled transactions, and it includes both fees and expenses.


Timekeeper Fees by Month

This report summarizes the hours and fees billed. For each timekeeper, totals for each month and a timekeeper total are reported.


Fees and Expenses
(CSV format)

This reports shows fee and expense transactions in a format designed to be read by other programs. One line of output is created for each fee and expense transaction. You can specify both a range of matters and a range of dates.

When you print this report to a file, the data is in "comma-separated values" (CSV) format, which can be read by most spreadsheet and database programs. The first line of output contains the field names: Date, Client, Case, Tkpr, Status, Type, Hours_Billed, Amount_Billed.

The output includes the client and case numbers separately, rather than combined as a matter number. This makes it easier to create totals by client.

The Tkpr field contains the Timekeeper Initials.

The Status field is Unbilled for an unbilled transaction and Billed for a billed transaction.

The Type field is Hourly for an hourly rate transaction, Fixed for a fixed-fee transaction, Expense for an expense transaction, and Unit for a unit cost transaction.


Bills by Matter

This reports shows the bills created for each matter in order by date. For each bill, it shows the fees and expenses billed by each timekeeper, as well as totals. You can specify both a range of matters and a range of dates.


Summary of Unpaid Fees and Expenses

For each matter, this reports shows the unpaid fees by timekeeper. It also provides the total unpaid fees and expenses for the matter. You can specify a range of matters.

In order to determine unpaid fees for each timekeeper, this report performs the same calculation as the Fees Billed and Collected report.


Expenses Billed and Collected

RTG Reports provides two variations of this report. These reports are exactly like the two Fees Billed and Collected reports, except that they analyze expenses not fees.


Hours Reported by Timekeeper

This report shows hours reported and hours to be billed for each day, with subtotals for each timekeeper. Both billed and unbilled transactions are included. Both hourly rate transactions and fixed fee transactions (which may include hours) are included.

One use for this report is to identify missing time entries prior to billing. A date range of one week or one month is often used for this purpose.

It is important to note that a single fee entry may represent work done over more than one day, so the total hours for a day may not represent work done only on that day.


Payment Summary by Matter

Use this report to get an accurate total of fees, expenses, late charges, and taxes received over a given time period.

Unlike the standard Payments and Adjustments by Matter report, this report does not show the individual transactions. However, the standard report cannot give an accurate total for fees and expenses, because automatic payments (that is, payments entered with Automatic Allocation checked) appear as unapplied payments, with no allocation, even after they have appeared on a bill.

An automatic payment is allocated to fees and expenses when it appears on a bill, not when you enter the payment. For that reason, the Matter Ledger shows two transactions for each payment: a Payment transaction when the payment is entered, and a Payment Used transaction when the payment appears on a bill. Only the Payment Used transaction affects the matter balance.

This report matches the Payment transactions with the Payment Used transactions to determine the allocation to fees and expenses, then it records the amounts as of the time the payment was entered. For a payment that has not yet appeared on a bill, the report allocates it based on the balance due for the matter (which is how RTG Bills will allocate it when it prints the next bill).

If a payment exceeds the amount that the client has been billed, the payment will appear as an overpayment. Overpayments are not allocated to fees and expenses, because the allocation cannot be determined accurately until additional bills are generated.

In addition to payments, the report also shows debit adjustments and credit adjustments. A debit adjustment (which increases the balance due) is often the previous balance you entered when you first started to use RTG Bills. A credit adjustment (which decreases the balance due) is usually a writeoff: an amount you billed to the client, but which you cannot collect.


Fees and Expenses by Matter with Codes

This report is similar to the standard Fees and Expenses by Matter report in RTG Bills. However, it shows the task and activity codes for each transaction.

A warning appears on the report if a code is missing. An activity code is considered missing if the matter is set to use an activity code table, but no activity code was entered. A task code is considered missing if the matter is set to use a task code table, the transaction is a fee (hourly or fixed), but no task code was entered.

This report is designed to help you find missing codes before you prepare electronic bills with RTG E-Bills.


Unbilled Item Aging

The Unbilled Item Aging by Matter report shows the total unbilled fees and expenses for each matter, with aging. The Unbilled Item Aging by Billing Timekeeper report shows the total unbilled fees and expenses for each Billing Timekeeper, with aging.

These reports are sometimes called WIP Aging reports. WIP, or Work-In-Process, is another name for unbilled transactions.


Retainer Ledger by Group

The Retainer Ledger by Group report lists the transactions for all retainer accounts that have the same group number.

Each group number represents a bank account. If you have a single bank account that holds all of the trust funds for your clients, use group number 1. Edit each retainer account and enter 1 in the Group box.

The report shows all of the transactions for a single group number. Rather than specify the group number directly, you will see the Select Retainer Accounts window. Select One Matter and then select One Account. Click Select and choose a retainer account. The group number of the selected retainer account will determine the group number used for the report.

You can select a range of dates for the report. Only transactions in this range will be included in the report. The report will show a starting balance, the running balance after each transaction, and an ending balance. You can check this against the statements you receive from the bank.


Uncollected Bills

For each billing timekeeper, this report shows the matters that have uncollected bills, the amount of each such bill and the amount not yet collected.

It is important to note that RTG Bills does not actually apply payments to particular bills. It uses a balance-forward accounts receivable system, which applies payments to the balance due.

Nevertheless, this report attempts to match payments with bills in an attempt to find bills that may have been overlooked by the client.

Note that debit adjustments, which increase the balance due, are treated like bills. Often they represent the conversion balance, which is the amount the client owed when you first started using RTG Bills.


Realization:
Fees Billed

This report compares how much you could have billed, if you had used the benchmark billing rates, to how much you actually billed. The results for each billing timekeeper are shown separately.

To create this report, you must create rate table 99 and enter a benchmark billing rate for each timekeeper.

The Benchmark column shows the amount that would have been billed if the benchmark rates had been used for every timekeeper.

The Reported column shows the amount reported (Hours Reported times actual billing rate). It will differ from the Benchmark column if the billing rates used differ from the benchmark rates in table 99. In other words, it shows if you are using rates that are higher or lower than your standard rates.

The Billed column shows the amount to bill (Hours To Bill times actual billing rate). It will differ from the Reported column if you wrote off some of the reported time.

The Summary report omits the matter totals.


Realization:
Fees Collected

This report compares how much you billed to how much you collected. The results for each billing timekeeper are shown separately.

The Billed column shows how much was billed. The Written Off column shows credit adjustments that reduced the amount you could collect. The Uncollected column shows how much has not yet been collected. The Collected column shows how much has been collected. Finally, the % Collected column shows the percentage of the billed amount that has been collected.

The Summary report omits the matter totals.


Fees & Expenses by Matter & Timekeeper with Codes

This report is similar to the standard Fees and Expenses by Matter report in RTG Bills. However, it shows the task and activity codes for each transaction. It is the same as Fees & Expenses by Matter with Codes, except that it allows you to select a single timekeeper.

A warning appears on the report if a code is missing. An activity code is considered missing if the matter is set to use an activity code table, but no activity code was entered. A task code is considered missing if the matter is set to use a task code table, the transaction is a fee (hourly or fixed), but no task code was entered.

This report is designed to help you find missing codes before you prepare electronic bills with RTG E-Bills.


Matter Check

Checks each matter for missing or invalid information. For example, it finds matters that have a bill format number of zero, or a number that does not exist. It also finds matters with no matter name or matter abbreviation.

The report displays matters that have both a positive balance and a negative balance. A positive fee balance and a negative expense balance, for example, usually means that a payment was applied incorrectly.


Matters with No Fees or Expenses in the Last 30 Days
For each Billing Timekeeper, lists the matters that have had no fees or expenses entered in the last 30 days. Only open matters are included. (This report is an improved version of a report that was previously in the Custom Reports package.)

Retainer Account Percent Unused
If you set a Minimum Retainer amount and a Full Retainer amount for retainer accounts, this report will show whether the retainer balance would go below the Minimum Retainer if all unbilled items were now billed. It also shows the unused retainer balance and the percentage of the Full Retainer that is unused.

E-mailed Bills by Matter
Only matters that are set to create a PDF file from the bill and e-mail it automatically are included. For each such matter, the report shows the fee and expense cutoff date of the last bill and whether or not that bill was e-mailed to the client.

System Information
This standard report for both RTG Bills and RTG Timer shows information that may help RTG resolve problems with your installation.

Hours and Expenses by Timekeeper
This is a new standard report for RTG Timer. The same report for RTG Bills is a custom report.

Matter Summary
Shows the amount billed, payments received, and total due for each matter.

Known Problems
  1. This problem only applies to RTG Bills V2.22 and below.

    If you install RTG Bills V2.22 or below and you do not install the corresponding RTG Reports upgrade, you should get an error message telling you about the problem when you try to view or print a report that requires RTG Reports.

    However, if you install RTG Bills V2.20, V2.21, or V2.22 and the installed RTG Reports is V2.19 or below, you will not see the expected message. Instead, RTG Reports will display its name and version information, followed by error messages from RTG Bills. Installing the correct RTG Reports upgrade will fix the problem.

To make suggestions for improvements, or to report problems, send us a message.