How Reversals of Accounting Transactions are Handled in Reporting

When running a report that includes reversals, there are 2 things the program looks at to determine whether or not a reversal should be factored into the report.

How Reversals of Accounting Transactions are Handled in Reporting

When running a report that includes reversals, Orion looks at multiple places to determine whether or not a reversal should be factored into the report.

How Orion Handles Posting Partially Applied Accounting Transactions

Orion handles the posting of partially applied transactions in different ways depending on the transaction type (Accounting Code).

XX Deleting or Adjusting a Miscellaneous Cash (MC) Transaction

Once a Miscellaneous Cash (MC) transaction has been saved and posted through the Accounts Receivable Manager, you cannot call it up and delete

Advance Check for Vendor Payment Received from Client

When you receive the check from your Client as the advance for a vendor payment, deposit it in your Operating Account and enter it in Orion as a Retainer Deposit (RDP).

Retainer Applied as Payment Shown on Invoice not Showing in Matter Status

The Matter Status A/R Ledger Tab does not display an accounting transaction that has not yet been applied.

Unable to Reverse a Retainer Deposit (RDP)

Retainer Deposits (RDP) are records of cash receipts and are not applied to Invoices. Therefore, they cannot be reversed.

Unable to see Trust Bank in Trust Bank Manager or AR Entry

In AR Entry or in the Trust Bank Manager, the only Bank Accounts that are available and displayed are those that have been flagged as Trust Accounts in Bank Account Entry.

Unable to Reverse a Trust Deposit (TDP)

Trust Deposits (TDP) are records of cash receipts and are not applied to invoices.  Therefore, they cannot be reversed.

Significance of AR Reversal Dates

When you choose to reverse an accounting transaction, Orion asks you for two different dates, the GL Period, and the Fiscal Year.

How to See the Detail of the Amounts you Are Applying

Orion gives you the ability to control the application of accounting transactions by using the Detail Apply function

How to Apply a Payment to Costs and Expenses Only

There are two ways you can limit your payment application to cost and expenses only:

Check Number and Received From Fields are Skipped in AR Entry

If when entering payments the Check # and Received From/Paid to fields are skipped, you have your Entry Options set to skip the fields. To change these settings, open

Finding Client-Matter using Invoice Number

To determine the Client-Matter for a specific Invoice Number, go into the Accounts Receivable Manager and begin entry of a new transaction

Using Retainer Money on a Different Matter

The system does not allow you to apply a RAP to multiple Matters of a Client. Instead, you will need to move the Retainer balance from the Matter on which

Using Trust Money on a Different Matter

The system does not allow you to apply a TAP to multiple Matters of a Client. Instead, you will need to move the Trust balance from the Matter on which

Unable to Delete Original Transaction During Reversal

If when reversing an AR transaction you attempt to delete the original transaction and are told by the system you cannot,

RAP Applied to Wrong Client-Matter

To correct the problem you must first reverse and delete the RAP (AR Manager, Reverse Applications). After you have done this, use the Retainer

Accounts Receivable Manager View (AR Manager)

The AR Manager Transaction Listing always defaults to all transaction types for the current week (Sunday through Saturday).

AR Collection Module Overview

Orion’s new AR Collection Module will more easily identify potential accounts receivable problems. It will also track the Firm’s accounts

How to schedule “ticklers” and “reminders” in AR Collections

Within the AR Collection Module open invoice listing, highlight the Client-Matter invoice for which you wish to schedule a “tickler” or a “reminder” .

Accounts Receivable Error Posting Message

Open Accounts Receivable. Click on “New” and enter the Client-Matter in question. After hitting the ENTER key (the cursor will be in your Code field), choose TOOLS, Unlock Client.

Credit Card Payments

Yes. Orion provides an interface with PayPros. For more information you may view the Knowledge Base article titled

Credit Card Payment Procedures

The first item we would need to confirm is that your firm is on a correct version of the Orion software. If not, the firm would need to schedule a time for an upgrade.

The PayPros Process

Email Kevin Thompson, our PayPros contact, at kthompson@paypros.com and/or call him at 919.335.0100 in order to begin their application and approval process.

AR Collections Emails Editing

In the AR Collections Manager, choose TOOLS, Email Templates. The Firm’s current templates will appear in the window.

AR Collection Notes

After populating the screen with your filtered invoices, right click and and choose “Show Instructions in Grid.” Next, highlight the invoice

AR Collection Doubtful Invoices

After populating the screen with your filtered Invoices, highlight the specific Invoice that is “doubtful” and either place a check mark in the

AR Collection Write Off Invoices

After populating the screen with your filtered Invoices, highlight the specific Invoice that is to be written off and either place a check mark in the Write-Off option

AR Collection – Flagging an Invoice for Review by Another Person

After populating the screen with your filtered Invoices, highlight the specific Invoice that is to be flagged, click on the Show To Drop Down

AR Collections – New Email Template

Go into the AR Collections Manager and choose TOOLS, Email Templates. This will give you a list of the email templates available.

AR Collection Emails – How to Send

After populating the screen with your filtered Invoices, set the Current Email Template shown on the Tool Bar to the email template you want to use.

AR Collections – Preventing the Opening of New Matters

After populating the screen with your filtered Invoices, highlight an Invoice of the Client for which you want to prevent the opening of any new Matters.

AR Collections – Remove Write-Off Flag

After populating the screen with your filtered Invoices, highlight the specific Invoice that is set to “Write-Off” and either remove the check

AR Collection – Remove Doubtful Flag

After populating the screen with your filtered Invoices, highlight the specific Invoice that is set to “Doubtful” and either remove the check

Write-Offs in the AR Collections Module

Highlight the Client-Matter Invoice or Invoices that you wish to write off in Orion, then right click and choose “Perform Write-Off.”

AR Collections Payments

Highlight the Client-Matter Invoice or Invoices on which you would like to enter a payment, then right click and choose “Payment Entry.”

Recording a Wire Transfer from an Account

Access AR Manager, click the NEW Button and enter a TDS transaction on the appropriate Client-Matter. Use the Check Number,

Refunding Fees to Client when client was “overbilled” and client paid fees they should not have paid

he best way to do this is to find the Invoice that contains the “Fees” that were paid by the client and reverse the payment applied against it.

Unable to Delete Write Off

If you are unable to delete a Write Off because it has already been through a Billing Cycle, go to AR Manager and call up the WO transaction in the AR Entry window.

Correcting a Trust Deposit (TDP) Entered in the Wrong Amount

Once a Trust Deposit has been saved, you cannot change the amount field. If it was entered for the wrong amount you will either have to delete the transaction

Correcting a Retainer Deposit (RDP) Entered for the Wrong Amount

Once a Retainer Deposit has been saved, you cannot change the amount field. If it was entered for the wrong amount you will either have to delete

Reversing a TAP transaction entered directly into AR Manager Reverse Button Greyed out?

The Reverse Posted Application option only works on posted transactions. If the record you are trying to reverse does not say posted on it,

Trust Deposit Check Returned by Bank for Non-Sufficient Funds

Although you may delete the original TDP if the system will allow it because no Invoice has been generated on the Matter since the TDP

Unable to Delete Write Off – Error reads Transaction Set to Auto Apply

Prior to Version 4 of Orion, the field we currently use to flag a transaction for auto apply was used for something else.

Green Highlights in AR Collections

The line item highlights in green when your ID is in the “Show To” field and you are not the Responsible Attorney.

Automatic Allocation of an Accounting Transaction

When you choose to automatically apply an accounting transaction, Orion gives you the option of applying by Invoice, Apply Order or by Apply Order

Overview of Retainer Activity

Most firms consider a Retainer to be an advance payment for services rendered. In other words, the Retainer is deposited directly into the operating account as income to the firm.

RAP entered for Wrong Amount

If you need to change the amount of a RAP, as long as it has not been applied, in AR Manager, highlight the transaction and click the “Delete” button.

How to remove AR Collection Notes

Choose the particular Invoice on which you would like to remove and/or clear of the instructions, then right click and choose “Clear Instructions.”

Clearing AR Collections Instructions

Choose the particular Invoice on which you would like to remove and/or clear all of the instructions, then right click and choose “Clear Instructions.”

AR Collections – Retainer/Trust Transfer

n AR Collections Module, highlight the Invoice on which you would like to do a retainer/trust transfer, then right click and choose “Retainer/Trust Transfer.”

AR Collections – Invoice Filter

In AR Collections Module, click on the INVOICE FILTER Button. Specify the parameters you want to use to display your Invoices.

AR Collections E-Mail Recipients

After the population of the Invoices on your screen, highlight the Invoice on which you would like to send an email. Next, click on the “Related” tab.

Overview of Trust Activity

When funds are received that are to be deposited into an escrow account, the transaction is entered as a Trust Deposit.

Trust Applied as Payment has different date from Check

The TAP in Matter Status was created at the time the Voucher was posted in Accounts Payable and either reflects the invoice date of the

Applying Payment to Multiple Clients

Orion will not allow you to apply a payment across multiple Clients. Instead, you will need to enter the payment as multiple transactions.

Handling a Client Payment Returned by Bank for NSF

Although some may handle it in a different manner, the recommended way to handle it is to reverse the Payment through the AR Reversal Program.

Client-Matter balance in Matter Status AR Ledger does not match Client-Matter AR Ledger Report

The difference between the Matter Status A/R Ledger and the Client-Matter Accounts Receivable Ledger is most likely due to an unposted Invoice or an unapplied accounting transaction.

How to control the Period that Payments are posted to in AR

When you are in AR Manager and entering payments, Orion recommends typing in your payment and applying it and hitting SAVE.

Trust Transfer

No, the trust transfer feature only works within the same Client Number.

Reversals of Payments

To view reversals on screen: Click on the AR Manager icon on your Task Bar.

Reversal Date Change

Click on the AR Manager icon on your Task Bar. Click on Action. Choose View Reversals. Enter the Client-Matter Number and the Date Range. Click on the Refresh button to display the data. Highlight/select the reversal transaction on which you want to change the date, and Right Click and choose Change Date Voided. Enter the desired …

Entering Accounting Transactions in Orion

There are three steps involved with entering accounting transactions.

1. Enter the transaction.

2. Apply the transaction against an open Invoice.

AR Manager – Customizing Display to Find Certain Data

In addtion to using the Transaction Filter Button that allows you to filter for certain transaction types and by Client-Matter and date range, you also have other options to customize and find data on the AR Manager Screen.

Finding a Check in A/R Manager

In the A/R Manager you can right click in the information grid and then do Find in Check Number. First, set your AR Filter to include a date range that

Applying a Payment to a Timekeeper with no AR on an Invoice

Payments can only be applied to accounts receivable records and those records are created at the time of invoice posting.

Correcting a Payment Application

If the payment has not been posted, you can remove the application records by calling up the PMT

Right Click in AR Entry Apply Window Presenting Incorrect Menu

The issue with this is where you left click before you right click. If you left click in an editable box the window’s right click menu is going to appear with the usual copy and paste options

Options Available in AR Manager, Banks Grid

Assuming you have the appropriate security rights, the following functions are available by highlighting a Bank and right clicking.

Options Available on AR Manager

If you have completely unrestricted rights to all functions within Orion Accounts Receivable, you see the following options on the Button Bar.

AR Manager – AR Monitor

The Accounts Receivable Manager is your access point to saving, applying, posting, and reversing AR entries. From the AR Manager screen you will see a list of transactions and your banks.

AR Transaction Reports

The AR Transaction Listings section contains reports most closely associated with functions performed within the Accounts Receivable Manager and includes reports related to daily entry of accounting transactions

Determining GL Accounts Updated by a Miscellaneous Cash Transaction

To determine how the original Miscellaneous Cash Transaction was distributed, go into AR Manager and set your Transaction Filter so the MC transaction in question

Posting Payments in current year when GL is still not closed for prior year

You should read the document in the Knowledge Base first on Orion End of Year Procedures that includes recommended reports to run prior to entering activity for the new year.

Unable to Post Payments to Previous Year

If the only Fiscal Year option you have in Payment Application Posting is the current fiscal year, you have set the system to disallow creation of GL transactions to the previous year.

Unable to Post Payments in Current Year

The actual GL Period/FY is held separately from the current period/FY used by AR and AP. If you have not entered any activity for AP in 2014 you probably have not been prompted yet to increment that.

AR Reversal Did Not Create GL Transactions

The problem is that the GL transactions are in a different GL period than you are expecting. To locate the GL transactions created by the reversal

Payment in Deposit Processing Window that has Already Updated the Bank Balance

You can clear a transaction from Deposit Processing without updating Bank Reconciliation by right clicking on the transaction and choosing “Assign Bank Rec ID.”

Correcting Check Number on Client Payment

You may change the Check #, Received From/Paid To and Description fields of any accounting transaction at any time. Just call the record up in AR Entry/Edit, make your changes and click the SAVE Button.

Error posting payments

The Type of Law Code assigned to the Client-Matter has an invalid GL Account. Check to see if there is a Code assigned to the Type of Law and that it correctly corresponds with a valid Code in the GL.

Old Entries Showing in Deposit Processing

In AR Manager, click on Action > Deposit Processing. Select the bank by entering the Bank Code or by using the drop down menu.

Changing the Apply Order of Payments

There are two ways you can control this – either change your apply order or use the Detail Apply program. To change your apply order, enter a PMT on a Client-Matter with outstanding AR

Changing the Apply Order for Auto-Apply Transactions

If the only Fiscal Year option you have in Payment Application Posting is the current fiscal year, you have set the system to disallow creation of GL transactions to the previous year.

Changing the Date on a Miscellaneous Cash (MC) Transaction

You may change the date of a previously saved Miscellaneous Cash transaction by calling it up in AR Manager, changing the date and clicking the SAVE Button. As long as you do not adjust the amount field, no GL transactions will be created.

Clearing Old Deposits

To clear them from Deposit Processing, without having to do them one at a time, select all of the old deposits that need to be cleared. Select “Create Deposit.” When prompted,

AR Collections Follow-Up Event

After launching the AR Collections Module find the Events tab on the bottom portion of your screen. Underneath the tab headings in the blank space below, right click and then choose New Task.

Unable to Apply RAP – System Indicates it is Flagged for Auto Apply

First, double check to make sure the RAP showed on your Invoice. The above scenario typically happens if you used a date on the RAP that was after the Invoice Date.

Unable to Apply TAP – System Indicates it is Flagged for Auto Apply

First, double check to make sure the TAP showed on your Invoice. The above scenario typically happens if you used a date on the TAP that was after the Invoice Date.

This TAP was created in AP and Cannot Be Partially Applied

Orion is giving you this error message because you have used a TAP in the distribution line of a paid Voucher in AP presumably to create a check payable to the firm out of trust for services rendered.

Applying TAPs

Most likely you entered the TAP in AR Manager and hit Save and Post without applying. When you do this on a trust applied as payment transaction against no Invoices

Accidentally Deleting a Cash Receipts Payment from Previous Period

Re-enter the payment with the original date. Apply and post it (using the same date and period used when you reversed and deleted it). This way it will create a “wash” in the GL

Invoices Not Showing on Matter Status AR Ledger or in Payment Entry

Most likely the Fee Arrangement for the Matter may have been set to non-billable when the Invoices were posted. If there were actually dollars billed on the Invoices and the Invoices are not showing, that typically means no AR was created upon posting of the Invoices.

Retrieving Detail of Application Reversals

To get this information, you will want to run the Application Reversals Report located under the AR Transactions Listings folder in the Reporting System

Entering Retainer/Trust Deposits on Closed Matters

This is correct. Orion will not allow you to save Retainer/Trust Deposits to closed Matters. You will need to verify that the transaction actually needs to be entered as an RDP/TDP

Invalid Record Number when Accessing a Miscellaneous Cash Transaction

Most likely you are attempting to call up the MC transactions in the AR Entry window. The MC Transaction Entry window does not allow entry of a record number. To view your MC transaction(s)

XX Miscellaneous Cash (MC) Transaction Entered with Incorrect Date

In AR Manager, call up the transaction, and change the date to the correct date. Click SAVE AND POST to save your changes. Note that this does not create new GL transactions or edit the existing transactions. You will need to edit those (if desired) through GL Manager.

Fee Payment Credit Where No Actual Payment Received

Although “”Fee Payment” credit is meant to record receipt of actual monies, there is a way in the system to record it. Following are the steps:

Wrong Period Used on Payment Transactions

The only transactions on which you can edit the period are the GL transactions that were created (they must be in an unposted/unapproved state).

Accidentally Reversed a Payment

There is no way to “undo” the accidental reversal.  Instead, you will need to re-enter the PMT that was accidentally reversed.

AR Collections – Email Tab not Populating

n order to get the emails to save under the Emails Tab, you need to have the Orion Outlook Email Add-In running in Outlook.

What is the Best Way to Apply TAPs Across Multiple Matters of a Client?

f the funds are not already on the appropriate Client-Matter in the trust account, you will need to go to AR Manager > Action and use the Retainer/Trust Transfer option and choose

RAP – Retainer Applied As Payment Did Not Auto Apply When Bill Was Posted?

The auto apply feature only works if the Retainer Applied as Payment is dated on or before the invoice date. The auto apply feature is used when you want to “show” a RAP or TAP transaction on an Invoice and then have it automatically applied and posted when the Invoice is posted.

Client Matters that have Doubtful or what we deem as Unlikely to be Collected AR

Orion has a special Accounts Receivable Collections Report that can be used in conjunction with the AR Collections Module that lets you select the various statuses of AR that you would like to see.

Unable to Delete Reversed Payment Transaction

The message is because the payment(s) have been flagged as invoiced (meaning an Invoice was created after the payment had been applied and posted) and the system will not allow it to be deleted.

Entering a Retainer Deposit on a Closed Matter

Orion does not allow you to enter a retainer or trust deposit to a closed Matter. If it has to be entered on a Matter that is closed, the Matter will need to be reopened in File Maintenance

Reprinting Invoices

There are a couple of ways you can accomplish this.  One way is to highlight the Invoice you wish to print, click on the drop down arrow on the Action Tab, then click on “Reprint Invoice(s).”

Saving a credit for future billings

You can go ahead and enter the Credit and Save it without applying it to anything. When the next Invoice is generated for the Client-Matter, it will pick up the Credit and show it at that point. After you have posted the new Invoice, you can then apply the credit to it.

Unable to Delete RAP Because Set to Auto Apply

You do not have to unpost the Invoice in order to delete the RAP. Instead, open Bill Preparation and call up the Client-Matter. Even if the system indicates there is no WIP, click through the error.

Trust Deposit Dated One Date but shows in Bank Reconciliation as a Different Date

The date of the AR Deposit transaction in Bank Reconciliation is chosen at the time you include the TDP in a Deposit Processing transaction.

Moving Trust Money to Another Client

You can use the AR Entry Program to accomplish this. Just enter a TDS on the Client-Matter where the trust deposit is currently sitting. As soon as you save the TDS

Applying Retainer Funds to Previous Balance for a Client-Matter

In AR Manager, enter an RAP for the amount you need to apply to previous balance. Apply amount to the outstanding Invoice and save. Go into Payment Application Posting and post the RAP.

Giving Fee Payment Credit to An Attorney not on Invoice – Change Allocation on Invoice

On an Invoice created in Orion, the working attorney total is stored on the record in accounts receivable. In order to make a payment against an Invoice you must

Error Message Cannot Save without a valid Matter – GL Miscellaneous Cash

This message is unusual as normally this is set up on day one of your implementation; however, if you do get this message one of the items you may check is as follows:

This Transaction Has Appeared on an Invoice – Deletion of Original – Warning Message on Reprints

Orion stores each Invoice with a line for Total Current Charges, Prior Balance, Payments, Credits, Writeoffs and an Amount Due.

Stop Payment Transactions

In AR Manager, locate the transaction (record number) of the Payment (you can also find the Record Number by double clicking on the payment on the AR Ledger in Matter Status).

Credit Card Payments/Dates

Credit Card Payments typically post to your bank account by the next business day. If you want the daily deposit report to reflect the date the payment is received in the bank,

Accidentally Reversed Wrong Payment

If you accidentally reversed the wrong payment, you will just need to re-enter it in the system. Use the original date of the transaction and apply it to the same Invoice to which it was originally applied.

XX Miscellaneous Cash (MC) Transactions

To enter monies that are not associated with a Client-Matter, (i.e.: insurance premium reimbursements), in AR Manager, click on Action > Miscellaneous Cash, and the following window will open:

XX Miscellaneous Cash Receipt (MC) Entered with Wrong GL Period

The actual MC transaction does not hold the period on it. You just need to call up the GL transaction created when you saved the MC transaction and change the period to 6.

Payment Application Posting Error

“What do I do when I get the error message when trying to post a payment to an Invoice: Process Aborted! Current client already in payment application mode or invoice posting/unposting process?”

Payment Applied and Posted to Wrong Matter

You will need to reverse the payment. In AR Manager, locate and double-click on the transaction to open it. Click on Tools > Reverse Posted Application.

Split Billing – Applying Trust Payments

You apply the trust payments against the target Client-Matters. This is where the AR data is stored so this is where the payments must be applied.

Correcting a TDP

If you have already disbursed the funds, the TDP cannot be deleted and there are too many data files involved to do it back door.

Lock down AR for Just Credit Card Payments

No, the AR Manager once it is accessed allows for all types of accounting transactions. It is an all or nothing security setting.

Moving Trust Funds from one Client to Another

If it is for the same Client but a different Matter, you can use the Retainer/Trust Transfer feature in AR Manager. If it needs to be moved to an entirely different Client and Matter,

Splitting a Payment Among Attorneys

No. You cannot change the Timekeepers “after the fact.” You will have to void the Invoice, create a time entry for each attorney receiving fee credit

Reversing a Trust Transfer

Just as you used the Retainer/Trust Transfer feature to move the funds from Matter 01 to Matter 02, you will use the same feature to move the funds back to Matter 01.

Changing the date of a TDS or TDP created in AR Manager

No. The date cannot be changed without deleting and re-entering the TDS or TDP in AR Manager. Note: TDSs and TDPs cannot be reversed.

How should a NSF be handled in Orion?

Reverse the payment. If you are not going to run it back through the bank, you will also need to delete the original transaction.  If the payment has gone through deposit processing

Moving Trust Funds from one Bank Account to Another

In AR Manager, one way to move trust funds to a new bank is through a TDS trust disbursement entry to take funds off of a Client-Matter on the old bank and then to do a TDP trust deposit entry to deposit funds back

Multiple Trust Accounts

Orion easily accommodates multiple trust accounts. You just need to set up a GL account for each new account, and, in AP Manager

Issuing a Credit to a Client-Matter with no open AR

If this amount is to be applied toward a future invoice, you can enter a CR through AR Manager and when the invoice is generated and posted, apply the credit to it.

No Invoices Showing in AR Collections Manager

If the User is not a Timekeeper, the Filter will default to blank in the Attorney drop down.

Where Can I Find the Trust Manager?

Open the AR Entry window and choose TOOLS, Trust Bank Manager, or you can add the Trust Bank Manager to your Orion Side Bar.  In the Orion Side Bar, right click and choose Customize.

NSF – on a RDP deposit

Since you can’t “reverse” RDPs you will need to enter an RDS (retainer disbursement) transaction in AR Manager for the same amount with a note that it is correcting a check returned for NSF.

Changing Default Operating Account in AR Manager System Settings and its Effect on Retainer Disbursements

In Orion, if you change the default Operating Bank Account listed in AR Manager > System Settings, Orion will use that default Bank and the corresponding GL cash account associated with that bank when you go to cut checks in Accounts

Multiple Operating Accounts

There is an option in AR Manager > System Settings that says “Allow Multiple Accounts for Non-trust Activity.”

Retainer Balances on Accounts Payable Distribution Screen

The system will display the total retainer balance on a Client-Matter when you enter a Voucher on the Bank that is designated as the default operating account in AR System Settings.

Retainer Disbursements

Orion will not allow you to disburse more funds than are available on the Client-Matter Retainer Ledger Balance report when entering a RDS (Retainer Disbursement) against a Client-Matter.

Transfer Funds from One Bank to Another – Operating Account and Retainer Funds

Once you have created your new operating account and associated it with the new bank that you have set up in Orion, you will need to go into Accounts Payable and cut a check to transfer

Transfer Funds from One Bank to Another – Trust Accounts

Once you have set up your new bank account in Bank Setup and created the appropriate new GL trust account associated with the Bank, you may then move the funds.

Credit Card Processing – via PayPros in Orion

When you make a payment in AR Manager and check the box that says Use Credit/Debit Card, this type of payments are automatically processed and sent straight to your bank.

Can’t see Invoices in the Application Window Even Though I Know there are Open Invoices

If you have double checked in Matter Status that the Invoice appears open and you still do not see the Invoice in the application window

Applied payment to wrong matter, GL now does not agree to Bank Reconciliation

When you reverse/delete a payment through the AR Reversal program, we do NOT create an entry in Bank Reconciliation to reflect that reversal.

Find Client By Address Field to Make Payment Against

No, there is not a look up based on address on the AR Manager screen; however, you may go to Contacts, right click on the Contacts Grid, and choose Find.

Partially Refunding Monies to Client

1. In AR Manager, reverse the TAP (using the current GL Period)

2. In Billing Manager, Unpost/Void the Invoice (using the current GL Period)

Trust Deposit not related to Client-Matter

The system will not allow you save an AR transaction without a Client-Matter Code. If you are making a deposit that is not associated with a Client-Matter, use Misc.

Moving Trust Transactions from one Matter to Another

No, there is not easy way to change the existing transactions. Prior to writing the checks, you would have been able to use the Retainer/Trust transfer feature to move the funds to the correct Matter.

Transaction entered as Retainer Deposit (RDP) instead of Payment (PMT)

In AR Manager, use the code RAP (Retainer Applied as Payment) to apply the funds to the open Invoice. Doing it this way will not have an impact on Bank Reconciliation.

Reversal of Trust Transfers

No, there is no way to do them all at once. You will need to use TTO so you can transfer them from the individual matters and use TTI so you can transfer them back to the original.

Can we apply a TAP to an old Invoice?

Yes, you may apply trust money to old Invoices.  Although typically TAP transactions are used to pay an Invoices you are preparing to generate, they can also be applied to older AR.

TAP Not Showing in Deposit Processing

The “operating” account the TAP will show under for Deposit Processing is determined by what you have set as your default operating account in AR System Settings.

Where Do I Find the Trust Manager?

There are 2 places from which to access the Trust Manager:

1. Open the AR Entry Window and choose TOOLS, Trust Bank Manager.

Multiple Trust Accounts Needed

Yes, Orion allows the use of multiple trust accounts. Just set up a GL account for each and then in AP Manager, create a new Bank Code for each.

NSF – Payment (PMT)

Reverse the PMT (do not delete the original). Put NSF in the reason for reversing the payment. Post the PMT as partially applied (the system will create an RDP).

Full Amount of Payment will Not Apply Even Through There is AR

You most likely have your Apply Order set to apply to Costs or Expenses only. Call back up your payment and right click in the apply grid (where open Invoices are listed).

Transactions not Showing on Matter Status AR Ledger

Call up the transaction in AR Manager by clicking on New and putting in the Record Number. You should see the status of the transaction on the record.

Refunding Retainer Funds to a Client

Your first step will be to reverse the applied RAP (in AR Manager, call up the RAP record, click on Tools > Reverse Posted Application;

Disappearing Write-Off (WO)

WOs have to be applied prior to being posted. If you post an unapplied (or partially applied) WO, the system will delete the unapplied amount.

AR Collections Email Templates

No, you do not have to create separate email templates

AR Manager Will Not Open

The AR Manager is opening but it is probably located “off screen.” Try the following:

Unable to Delete Write Off – Message Says Set to Auto Apply

Since Write Offs cannot be set to auto apply through Bill Preparation, the trick of removing the auto apply flag through Bill Preparation will not work here.

Unable to delete Payment – Message Says Set to Auto Apply

Since Payments cannot be set to auto apply through Bill Preparation, the trick of removing the auto apply flag through Bill Prep will not work here.

Orion Accounts Receivable Manual

Please contact us to review the Orion Accounts Receivable Manual.

Negative Expenses converted as Credits on Client-Matter(s)

To clear the CR and set the funds so they can be refunded to the client, in AR Manager:

Missing Grid Field Column in AR Manager and Adjusting Column Widths

You can try adjusting your field sizes and see if it happens to be scrunched up between two other fields where you can’t see it. If you hover over the edge of the field you see a black cross/arrows where you can then hold your left mouse key down and attempt to adjust field widths.

If I correct the date on a miscellaneous cash entry, will the General Ledger be updated?

Changing the date on a Miscellaneous Cash (MC) transaction does not create new General Ledger transactions or does it edit the original General Ledger transactions.

Declined Credit Card Transaction

Call up the transaction in AR Manager and delete it.

Recording an NSF Check Without Deleting the Payments from Orion

Call each up in AR Entry and choose TOOLS, Reverse Transaction. If you want the original payments to show on your Daily Deposit Report, reverse the transaction but DO NOT choose to delete the original transaction.

Bank Rec Id #

On the Daily Deposit Report, it is the “Deposit #.”