Orion Billing

1. Billing Overview

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Billing Overview

2. Bill Preparation

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Bill Preparation

3. Interest Generation

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Interest Generation

4. Prebills

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Prebills

5. Invoices

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Invoices

6. Styles

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Styles

7. Billing and Listing Reports

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Billing and

8. Electronic Billing

   This manual provides instructions on those programs and functions associated with the Orion Billing module. Information on Electronic Billing

9. Client Advance and Expense Descriptions are not Printing on the Invoice

   If your Expense and Client Advance transactions are printing without the detail descriptions you entered

10. How to Reflect Payment by Retainer or Trust on an Invoice

    The Retainer Applied as Payment (RAP) and Trust Applied as Payment (TAP) accounting functions are unique in that retainer/trust money is usually

11. The Difference Between the Bill Status of Individual Transactions and the Bill Status of a Matter

    The ability to Select and Defer is an option available in two totally different scenarios. You can select and defer individual Fee and Expense transactions

12. Excluding Zero Dollar Invoices

    Orion requires that all accounting transactions (payments, retainer transactions, trust, credits and write-offs) go through an invoicing cycle.

13. Generating Interest in Orion

    In order to understand how Orion creates Interest transactions, you must first understand how to set up the system for interest generation.

14. How Orion Uses Billing Cycle in the Billing Process

    When you print Prebills or Invoices in Orion, you must specify one or more Billing Cycles in order for anything to print. The Billing Cycle can

15. Unable to Generate an Invoice Due to an Unapplied/Unposted Payment

    Orion requires all accounting transactions that have been through an invoicing cycle be applied and posted before a new invoice can be generated

16. Minimum Number of Days Passed Option in Prebilling and Billing

    When you generate prebills or invoices, you have the Only Include Matters where Minimum Number of Days Have Passed option.

17. User with Full Rights to Billing Unable to Access Client-Matter field in Bill Preparation

    If you have an User that has been given full rights to Billing but the User is unable to access/enter a Client-Matter number in Bill Preparation,

18. Unable to Print Invoices Due to Another User Invoicing

    If, while attempting to print an invoice, you get a message that Orion cannot proceed because another User is generating invoices,

19. Split Billing – Dividing Time Between Two or More Matters

    Orion gives you the ability to handle this scenario through the Split Billing Program. The Split Billing Program, accessed through Bill Preparation

20. Reminders Not Printing on Client-Matters with Accounts Receivable

    If you are attempting to print Reminder Statements on Matters where accounts receivable does exist and the parameters you are using to print the

21. Preventing Users from Entering Time for a Previous Month After Prebills Have Been Printed

    The “Date Restrictions” option is designed to help control this issue. To set minimum/maximum date restrictions, access the File Maintenance

22. Appending Task Code to Fee Description

    If your Client requires you to append the Task Code at the end of each Fee Transaction on printed invoices, the system can handle this for

23. Email Bill Delivery

    The method of Bill Delivery can be controlled through the Bill Delivery Tab found on each Client and Matter record.

24. Is There a Way to Stop Reminder Statements from Printing for a Client

    You can assign “None” as the Reminder Statement on the Client record. If set to None, Reminders will not print for any Matter of the Client, even

25. Write Off of AR is not Showing on Invoice

    Unlike all other types of payment/credit transactions, Write Offs must be applied and posted before they will appear on an Invoice.

26. Prebill Not Printing on Recently Opened Matter

    When you print Prebills and specify a particular Billing Cycle” by placing a check mark in one or more Billing Cycle” fields and you choose the

27. How to See New Invoice Amount After Changes in Bill Preparation

    To see what the “new” bill amount of work in process is on a Client-Matter after you have made extensive write ups or write downs, save your changes

28. Timekeeper Showing Multiple Times in Person Recap on Invoice

    Assuming all the time was originally entered using the same billing rate, the different Billing Rates showing on the invoice are a product of the invoice

29. Printing Prebills and Invoices on Non-Billable Matters

    Non-Billable Matters can be invoiced in the same manner as Billable Matters. After the Invoice has been generated, you post it just as you would

30. Consolidating Copy Charges on Client Invoice

    In order for these charges to be summarized as one transaction on the Invoice, the Expense Code used on the transactions must

31. Timekeeper’s Time Showing with Incorrect Rate Code on Prebill

    You can change the Billing Rate Code on the transactions without going into Fee Entry and editing each transaction. To do this, go into Bill Preparation

32. Prebills Not Printing for some Client-Matters

    The Print Prebills screen has a number of options on it that control whether or not a Prebill prints.

33. Printing a List of Matters Deferred from Billing

    There are two places from which you can print a list of Matters Deferred from Billing. The below assumes you are familiar with manipulating grids

34. Fee Transaction Flagged Off Invoice Included in Timekeeper Recap

    There are several things to consider here. Flagging a transaction as Off Invoice has no effect on whether or not the transaction will be

35. Matter Balances Not Included in Client Cover Sheet

    When I print Invoices for a range of Matters (including those deferred from billing or those with no activity) within a Client, my Cover Sheet is not

36. Changing the Unit Cost for Copies on a Client-Matter

    To change the charge per copy for this Client-Matter, you must first have an Expense (EX) Code set up with a 10¢ unit charge assigned.

37. Accounts Receivable Created on a Non-Billable Matter

    Although you can get rid of the accounts receivable by entering and applying a Write Off (WO) it will affect productivity reports and this is not the proper

38. Making Changes to an Invoice after a Payment has been Applied

    If the Attorney wants you to regenerate the Invoice for any reason other than a change in a Fee Description, you must unpost and void the Invoice.

39. Re-Setting Transactions Back to Original Value in Bill Preparation

    “I performed some extensive write ups/downs on a huge Client-Matter. The Responsible Attorney has just told me to hold the invoice and he wants to

40. How do I Manually Generate Interest for a Client-Matter?

    Orion does not provide a program for generating interest on individual Client-Matters. Instead you will need to calculate the interest charge manually

41. Changing the Description of a Fee Entry After it has been Invoiced

    An attorney has asked me to change the description of a Fee transaction on an Invoice that has already been posted. Should I unpost and void

42. What Happens if I Delete Fee Transactions Through Bill Preparation?

    Deleting a Fee transaction from within the Bill Preparation program has the same effect as if it were deleted through the Fee Entry program

43. What is the Timekeeper ID used for in the Interest Generation Program?

    The Timekeeper ID used in the Interest Generation program is solely for purposes of assigning an ID to the interest transactions created.

44. Error Message, Cannot Create an Invoice

    I am getting this message: This matter has an Invoiced but Unapplied Payment.

45. Viewing Time and Expense Entries in Bill Preparation

    You must ENTER or RETURN through the Client-Matter field to prompt the program to gather the Fee and Expense records.

46. How Do I Print an Invoice that DOES Not Concatenate Entries?

    In Billing Manager, click on Tools, Invoice Style. Choose the style on which you want to turn off concatenation by double-clicking on it.

47. Printing Reminder Statements

    As long as there is outstanding AR you may print Reminder Statements at any time. You do not have to print bills in order to generate Reminders.

48. Unable to Generate Invoice Due to an Unapplied/Unposted Credit (CR)

    Although the correct procedure would be to apply the Credit, there is a way around this. Go to the AR Manager and call the CR transaction up

49. Unable to Generate an Invoice Due to an Unapplied/Unposted Write Off (WO)

    Although the correct procedure would be to apply the Write Off, there is a way around this. Go to the AR Manager and call the WO transaction up

50. Changing the Print Order of Fee Transactions on an Invoice

    Fee transactions are sorted on Prebills and Invoices by Transaction Date, Timekeeper Level, and Timekeeper ID. There may be times when

51. Globally Resetting Deferred Work in Process Transactions to Selected

    If you frequently defer individual Fee transactions and Expense transactions from billing during the Bill Preparation process and you want all reset to

52. Placing a Logo in an Invoice Style

    Follow the instructions in the attached article. Generally logos need to be 300 dpi or less in order not to impact the printing speed of Invoices.

53. Write offs and Write Downs – Reports for Client Advances

    Write Off is the term usually used to describe “bad debt.” This is accounts receivable the Firm has deemed to be uncollectible.

54. Balance Forward on Prebill

    The Balance Forward Amount under the Invoice Totals section on the Prebill is calculated by taking Current AR and adding the amount shown

55. Reprinted Invoice Not Showing the Same Amount in the “Less Payments” Line

    “When I reprinted an Invoice, the Payment that was originally on there is no longer showing. What happened to it?”

56. Prebill Manager – What Does the Yellow Color Mean?

    It means there is something that needs to be corrected on that Prebill prior to being able to generate an invoice. You need to highlight the

57. Retainer/Trust Activity not Showing on Prebill

    If Retainer/Trust Activity is not showing when you run your Prebills, one of two scenarios has occurred:

58. Combining Fee Transactions for the same Timekeeper on the Same Date

    The act of concatenating transactions is actually controlled by the Invoice Style and not the Invoicing Program. Determine what Invoice Style

59. Task Codes on Prebills

    My attorneys want to review the Task Code information for each Fee transaction on the Prebills; however, this information is not showing.

60. Prebill Editing Limited to Description Field

    If an User is only able to edit the Description field of a transaction through Bill Prep, the security settings are such that the User can access Bill

61. Changing Fee Description After Invoicing

    An attorney has asked me to change the description of a Fee transaction on an invoice that has already been posted. Should I unpost and void

62. Deleting Fee Transactions in Bill Preparation

    You may delete a Fee transaction through the Bill Preparation screen by highlighting the transaction, striking the CTRL and DEL keys

63. Deleting Expense Transactions Through Bill Preparation

    You may delete an expense or interest transaction through the Bill Preparation screen by highlighting the transaction

64. Rate Not Holding Constant During Write Down in Bill Preparation

    I am having a problem keeping the rate constant when writing down an Invoice. What am I doing wrong You probably are not doing anything

65. Bill Amounts Differ from Original Amounts on Prebill

    The Bill Hours/Amounts of these transactions is different from the Original Hours/Amounts because these transactions have been involved in a

66. Impact of Write Downs on Productivity Reports

    Writing up or down time in Bill Preparation has no effect on productivity regarding the number of hours worked by a Timekeeper. It does, however

67. Recommended Method for Handling Contingency Cases in Orion

    Although firms handle contingency cases differently, the following is the most common and recommended way.

68. When an Invoice is Voided, How Can I Find it Again?

    Run the Invoice Listing Report and tell it only to print Voided Invoices. This report is found under Client-Matter Reports.

69. Flat Fee Paragraph Style Invoice

    There are two ways to do a flat fee paragraph style bill in Orion.

70. Report on Email Bills

    Click on the Email Bill Delivery icon. Click on Email Filter. Under Email Status choose Sent.

71. Invoice Editing: How to Change the Text Box

    Go to Billing Manager > Tools > Invoice Styler. Highlight/select the Invoice Style you want to change and click Edit.

72. Email Bill Delivery Manager Grid Summary Report Printing Off Page

    The Grid Summary Report in the Email Bill Delivery Manager (as with all Grid Summary Reports throughout the system) is printing exactly what you

73. Prebill Manager Grid Summary Report Printing Off Page

    The Grid Summary Report in Prebill Manager (as with all Grid Summary Reports throughout the system) is printing exactly

74. Billing Manager Grid Summary Report Printing Off Page

    The Grid Summary Report in Billing Manager (as with all Grid Summary Reports throughout the system) is printing

75. Reset Bill Status of WIP Transactions

    No – this utility only changes individual Fee and Expense WIP transactions from Deferred to Selected. If you want to change the Bill Status of Matters,

76. Customizing “Action” Section on Prebill

    The following assumes you are familiar with editing report styles. To change the wording of items in the Action Box of the Prebill Header,

77. Global Rate Change in Bill Preparation Not Working

    Call up the User record for the Attorney through File Maintenance Manager, Tools, Mange Users. Access the Rates Tab and make sure the attorney

78. Email Bill Delivery Set Up – Client Level

    If the Client record is set up for Email Bill Delivery, it collects all the Matters included during the invoicing process and will be included

79. Changing Fee Status from Deferred to Selected

    Go into Bill Preparation and call up the Client-Matter. Highlight all the Fee transactions. Once they are highlighted, right click and choose Global Edit.

80. Reminder Not Printing for Client-Matter

    If a Reminder is not printing, there could be several reasons so you will want to check the following:

81. Printing Prebill for Client-Matter with AR but No Other Activity

    Typically, Prebills will print only if there is any activity on the Matter (Fee or Disbursement WIP, or uninvoiced accounting activity).

82. Orion EDI Billing – Unable to enter Insurance Case Data for Client-Matter

    If you are unable to enter any Insurance Case Data for a Client-Matter (no fields display), the EDI Template design does not require you

83. Impact of Writing Down Time

    If you write down the time (write it down to zero at the billing stage) or write it off (apply the Write Off to AR after invoicing), it does not impact the original

84. Write Downs in Bill Prep – Using Action and the Write Up/Down function

    You are probably getting confused with where you can use the minus. It is used only in the Percentage of Original field or the Percentage of Bill field.

85. User Not Seeing Newly Printed Invoice in Billing Manager

    Either the User needs to click the REFRESH Button in Billing Manager or the User’s Invoice Filter is set in such a way that it does not

86. XX Color Coded Records in Prebill Manager

    There are three highlight colors for records in the Prebill Manager. They are as follows:

87. Locating General Ledger Transactions Created by the Posting of an Invoice

    To determine in what GL period an Invoice was posted, go into Billing Manager and set your Invoice Filter so the Invoice in question

88. Determining the Actual Posting Date of an Invoice

    In order to see what day an Invoice was actually posted, you will need to view the Audit Trail on the Invoice. To do this, go into Billing Manager and

89. Holding Rate or Time Constant During Write Down

    Whether you choose to hold time constant or the rate constant depends on the Invoice Style you are using on the Matter and

90. Select (All) and Deselect (All) Functions in Bill Prep

    Select All – Highlights all Entries Deselect All – Removes the highlight on all Entries

91. Default “From” dates in Bill Prep when I go to Generate an Invoice

    Typically these are set to blank so as to pick up all WIP forward on a file; however, if you want to set the date you may do it:

92. Moving Fees and Payments from Prior Period/Year from one Client-Matter to Another

    Yes. Keep in mind that there are reports that will be affected. See the articles entitled:“How Reversals of Accounting Transactions are Handled in

93. Split-Billing Producing all Zeros

    In Bill Prep, the entries will look strange (see the Article on Split Billing – Dividing Time Between Two or More Matters). If, when

94. Unable to Split a Bill

    The Source Matter (Matter where all time is entered) cannot be a target in the split. In other words, you cannot split to the same Matter

95. Printing Invoices on Multiple Prebill Records

    To print Invoices on multiple Matters (multiple Prebill records) from within the Prebill Manager, highlight the appropriate

96. Images are not Showing up in Prebills or on Invoices

    Orion will print images for Prebills and Invoices if the Client or Matter has been marked to require cost images. This can be done

97. Transactions Not Printing in Order After Changing Level Number on Fee Transactions in Bill Prep

    Most likely the issue is the Invoice Style – it is probably set to concatenate transactions (combine multiple transactions for the

98. How do I tell my Costs/Expenses not to Combine on the Invoice?

    This is controlled by the Client Advance/Expense Code itself. In File Maintenance Manager, click on Tools, Manage Codes

99. “Suppress if Billable Amount is Less Than” Option in Prebilling

    When choosing the Suppress if Billable Amount is Less Than Option, you must enter at least $0.01 in the Amount field. Work in Process can never be

100. Copying an Existing EDI Template

     To copy an existing EDI template, access the TEMPLATE DESIGN Button in the EDI Billing module and then click the NEW Button.

101. Prebills Printing on Closed Matters

     The list of Matters shown when you click on the Select/Defer Matters within Selection Criteria Button defaults to showing you Open Matters only.

102. All My Closed Matters are Selected for Billing

     You can use the Global Edit feature in the File Maintenance Matter Manager to do this. Open the File Maintenance Matter Manager and choose to

103. EDI Submission Error – Client_Matter_ID not Valid

     The Client_Matter_ID is the 24th field of each record in the Ledes98b format, and this information is typically entered separately from

104. Determining Total Amount Printed on Prebills

     The easiest way to get this number is to make sure the Total Bill column is showing in your Prebill Manager. Assuming you have not deleted

105. Bill Preparation Message asking if you Want to Perform Automatic Allocation

     The answer to this question involves both the way Bill Prep does Automatic Allocation and the use of the special discount invoice style.

106. Matter Assigned EDI Template but EDI Module Says No Template Assigned

     If the Matter record in File Maintenance indicates a template has been assigned, but EDI Billing is saying there is no template assigned

107. Invoice Prints Blank when I Print a Draft to Screen?

     There could be a couple of factors involved here: 1. Check that your cutoff dates in the From and To field for the Fees and Expenses are set correctly.

108. Making a Backup of a Reminder, Cover, or an Invoice Style

     To backup a style to work on a test template, go to Billing Manager > Tools, and go to the section where you want to work. Find the template

109. Changing Address on Invoice, Reminder, and Cover Styles

     To update the address on your styles you need to figure out if the styles are pulling the address from Orion. To do this go to Billing Manage

110. Adding EDI Billing to a Client – EDI template already exists

     This will be when an existing Client is going to be using the same format as the new Client. We are copying the format from the existing EDI template.

111. Generating Overhead Expenses in Orion Based on Wip Fees

     Yes, in Orion Administration, there is a field if you go to System Settings > Time and Billing Settings named Generate Admin Fee that

112. The Combination of Fees and/or Expenses

     Go to Prebill Manager, call up the Client-Matter and find the Fee Entry and/or the Expense Entry. Make sure and place a check mark in the Bill box

113. Subsequent AR Balances Showing on a Regenerated Invoice

     The Previous Balance on the Invoices looks at current AR and Payments not invoiced. It does not look at the date (i.e. the date of the

114. How Does Orion Handle the Write Down of a Client Advance?

     When you write down a Client Advance through Bill Preparation, invoice it and then post the Invoice, Orion creates a General Ledger

115. Invoices for Clients that Require Cost Images

     For firms that use Orion’s AP Imaging Module, Orion provides a way to require Cost Images. An example would be a scanned receipts

116. Can I do an Interim Invoice?

     1. You may print an interim invoice mid-month; however, once the Invoice is created, you will not be able to reuse

117. No Data being produced during EDI Billing

     Make sure the Invoice Date on the Setup Tab is the actual date of the Invoice and not the “Transaction Date.”

118. Blank Page Printing at End of Every Invoice After Adding Cost Image Sub-Report

     There is one more step when adding the Cost Image Sub-Report to Invoice Styles. You need to make sure you are on the Invoice:Data

119. Cost Images Not Printing with Client Invoices

     You may add images to any Voucher in the system; however, in order for them to print with the Client-Matter Invoice, the Client-Matter must be set up

120. Removing the Quantity and Rate on Invoice Styles

     Go to Billing Manager > Tools > Invoice Styler. Highlight the Invoice Style you want to change and click Edit.

121. Showing Posted Payments After Invoice Date

     Yes, Orion allows this through Invoice Style settings. Go to Billing Manager > Tools > Invoice Styler, choose the Invoice Style

122. Turning off Timekeeper Recap on Invoice Style

     You most likely already have a Style that you can use that does not include the Timekeeper Recap, and you simply need to pick this Style right before

123. Client Cover Sheet not Coming Over in Email Bills

     Go to File Maintenance Manager or File Maintenance Matter Manager. Find the Client or Matter for which it is not working.

124. Auto Applying RAPs/TAPs

     You are not doing anything wrong. You are receiving this error because the RAP/TAP is higher than the amount of the bill Fees

125. Custom info on Invoice Styles

     The custom fields on custom tabs (Practice Management) are not available in the invoice styler itself. The custom fields are

126. Prebill Not Printing when WIP exists on Client-Matter

     There are several things you need to check for this: 1. Call up the Client-Matter in Matter Status and make sure the Bill Status field

127. Determining Who Voided an Invoice

     Yes. To see who has voided an Invoice, go to the Billing Manager and set your Invoice Filter for the proper Invoice Date Range and choose to show

128. What does the X in “Include Invoice in Hard Copy” on the Prebill Style mean?

     The X in this box indicates you have set up the Matter to print an hard copy of the Invoice when Invoices are generated. This setting is on the Matter

129. RAP set for Auto Apply Did Not Print on Invoice

     Assuming your Invoice Style is set to show RAP transactions, the problem is you used an Invoice Date for the Invoice you created

130. TAP Set for Auto Apply Did Not Appear on Client-Matter Invoice

     Assuming your Invoice Style is set to show TAP transactions, the problem is you used an Invoice Date for the Invoice you created

131. Credit (CR) Set for Auto Apply Did Not Show on Client-Matter Invoice

     Assuming your Invoice Style is set to show CR transactions, the problem is you used an Invoice Date for the Invoice you

132. Prebill Printed Each Entry Twice for one Client-Matter

     If the Prebill printed the second time you ran it and Bill Preparation information looks fine, the most likely cause was an

133. Matter Re Expanding the Number of Lines of Description that Print on Invoice

     You may edit the Style to include additional description lines. Field objects AdditionalDesc1 through AdditionalDesc9 9 lines of description are

134. Capitalization on Concatenated Fee Transactions

     You can control this through the Invoice Style Settings. Go to Billing Manager and choose TOOLS, Invoice Styler. Locate,

135. Timekeeper Recap on Invoice Style Should Print in Name Order

     You can control this through Invoice Style Settings. Go to Billing Manager and choose TOOLS, Invoice Styler. Locate

136. Timekeeper Recap on Invoice Should Print in Order by Level

     You can control this through the Invoice Style Settings. Go to Billing Manager and choose TOOLS, Invoice Styler. Locate,

137. Changing Concatenation Separator

     Orion has a default setting and uses a semicolon between concatenated fee transactions. You can change this to a period (or other character)

138. Global Edit in Bill Prep

     The Global Edit feature through Bill Preparation allows you to change the fields like Date, Timekeeper, Rate, Activity, Level

139. Federal Tax ID Field

     In Orion Administration under System Settings on the Firm Information/Licenses Tab, you will find the field for Federal

140. Custom Text on Invoice Style re Trust Balance and Interest Earned

     You can customize your Invoice Style(s) to do this but it will require a special script in addition to the added language. First you will want to add the

141. Fees/Expenses Showing as Deferred on Prebill But They Are Selected for Billing

     The transactions are showing as deferred because when you printed the Prebills you chose the option to “Include Fees

142. Suppress Option Set to Yes in Generate Prebills but $0.00 Prebills Still Printing

     Double check that you have an amount of $0.01 or greater in the “Suppress if Billable Amount is Less Than” box. If you leave the value at $0.00

143. User Chose to Print Prebills With No Activity but AR Only and Nothing Printed

     If you choose the option to “Include Matters where there is no activity, just AR,” you cannot also choose the “Suppress

144. Reprint of Invoice Prompting for Cutoff Dates

     When an Invoice is created in Orion, the cutoff dates used when generating the Invoice are saved on the Invoice record in the data file. If we find no cutoff

145. Prebill Manager Grouping Panel – Sorting Responsible Attorneys into Own Groups

     You may right click in the Prebill Manager screen and choose Show Grouping Panel, then drag the Responsible Attorney

146. Can I Add a Fee Transaction through Bill Preparation?

     The only place new time can be added is through Fee Entry. The only thing you can do through Bill Preparation is change the Bill Hours or Bill Amount.

147. Previous Balance Showing on Cover Sheet

     The Cover Sheet is Client driven, so it is designed to be run when you do the initial billing of the Client with all Matters, and it will summarize the Matters

148. Reprints of Invoices – Voided Invoices

     No, the system does not allow you to reprint a voided Invoice. If you need to see the amount on a voided Invoice, you may filter in the Billing Manager

149. Reprints of Invoices, Prebills, Voided Invoices – Accounting Records Retention and Backup

     At times we have questions from firms on best practices for client accounting records retention. These notes are not meant to be definitive, and every firm

150. Setting up Flat Fee Billing for Phases of a Case

     If you simply need to display a one line flat fee amount and description per Phase, this may be accomplished in Bill Prep by writing up/down

151. Retainer Balances on Prebills

     In Prebill Manager, you may right-click and choose “Select Grid Fields.” Click and drag “Retainer Balance” to your column headings. You can then click

152. Resending Email Bill Delivery Invoices

     You will have to Unpost and Void the Invoice and regenerate it. The email is created at the time the actual Invoice is generated

153. Invoice Copies

     Go to Billing Manager > Tools > Invoice Styler. Click on the Invoice Style. If you are having an issue with the main default style, click on it.

154. How to Edit Contents of Actions Box on Prebill Style

     If you want to edit the contents of the “Actions” Box on the Prebill (the upper right hand corner of the first page), open the Prebill Style in the Prebill Styler

155. Editing Invoice Style to Not show data in Matter RE in lines 5 and above Post Update (internal use)

     A special invoice object has been created to take care of this scenario. If you use CaseDescriptionFirst4Lines as the object for the

156. Discounts in Orion

     Through Bill Preparation > Action > Write Up/Down, you may write down transactions based on a flat dollar amount, percentage of original amount,

157. Splitting a Fee Transaction

     If you are dealing with just one transaction, and the hours on the Fee transaction are divisible by 2, the simplest method is to:

158. How to Record Client Advances Paid Through the Petty Cash Account

     If Petty Cash is not set up as a Bank Code in AP, you will have to enter the charge to the client as an EX (soft cost) through Expense Entry.

159. Can I Hold Individual Time Entries?

     In Bill Prep, remove the check mark from the Bill field on the Fee transaction you do not want to be billed on the Invoice – this

160. TAP not showing on Invoice

     The date of your TAP is after the date of the Invoice (it has to be on or before the invoice date). Reverse the TAP and unpost and void the Invoice.

161. Prebills and Incomplete Time

     1. Check for incomplete Fee Entries. You may run a Fee Listing Report and ask for incomplete time entries. They will also show in red in Time Manager.

162. Bill Preparation Write Ups and Write Downs

     Once in Bill Prep with the Client-Matter’s transacations displayed: Highlight/select all the transactions by right clicking and choosing Select All.

163. Discount Overrides – How to Present A Discount Off of “Already Discounted Production Amounts”

     Yes, Orion provides a feature called Discount Overrides where you may right click on an individual entry in Bill Preparation and choose how you want to

164. Cut off Date In Prebill Manager

     If you want the Prebills to match what the cutoff date should be on the Invoices, then yes you would need to regenerate

165. Deleting Prebills and Editing Records in Bill Prep

     If you have edited text on a record or edited billable amounts in Bill Preparation and have clicked on Save, your changes should be reflected

166. Can I Print Reminders by Amount Due

     No – the only options you have are: Only for Matters Where Days Past Due is Greater than XX (number of days)

167. Appending Task Code to Fee Transactions on Prebill

     When printing Prebills, you can choose to append the Task Code assigned to each Fee and Expense Transaction to the end of the description.

168. How to show Activity Codes on Fee transactions when printing Prebills

     When printing Prebills, you can show the Activity Code used on Fee transactions by choosing the “Append Activity Code

169. Including Billing History of a Matter on the Prebill

     If you want to see the full billing history of a Matter when printing Prebills, place a check mark next to the “Include Account History” option.

170. Message that Client is Locked

     Go into Billing Manager and set your Invoice Filter so at least one Invoice for the Client is displayed. Once an Invoice is

171. Can’t see Transaction in Auto Apply Window

     Auto Apply in Bill Preparation allows the automatic application of RAP, TAP and CR transactions. It does not allow automatic

172. How Can I Tell the System Always to Display a Number as a Negative Number?

     You can either change the calculated field to multiple the equation by -1 or you can change the Display Settings (right click

173. Reminder Statements

     You would generate them the same as you would Invoices. In Billing Manager, click on Print Invoices, Fill in the Client-Matter

174. Write-Offs vs. Write-Ups/Write-Downs

     1. Write-Offs are considered “Bad Debt or Uncollectible AR.” Write-ups/write-downs are done during billing at the request

175. Email Bill Delivery Client Level – Sending Emails for First Time

     Once you input the email into the Client record on the Bill Delivery Tab and check the email bill delivery check box, the system will start generating

176. Client Cover Sheets

     If you are only printing a Cover Sheet on ONE Matter on the Client, the Cover Sheet will print the alternate address. If you

177. Will Interest be Calculated on Matters Deferred from Billing?

     Yes. As long as the Matter is set up to be charged interest, the system will include the Matter in the interest generation routine.

178. Invalid Person in Defect Notes on Prebills

     An invalid person means a Fee or Expense is assigned to someone who is not in the system. Go to Bill Preparation for the Client-Matter and check the

179. Matter Deferred from Billing

     You can select/defer Matters from Billing in two different locations. Prebilling/Invoicing

180. Can I Change the Date of a Client Advance without Adjusting the Voucher?

     Call up the Client-Matter in Bill Preparation and set your cut-off date so the Client Advance will be included on the Expenses/Client Advance Tab

181. Viewing Calculation on Invoice Format

     If you have made a copy of an existing Invoice Style and want to edit it, you may do so. It is NOT recommended that you edit any Invoice Style

182. Not Printing Hours on Invoice when Hours are Listed as Zero on Flat Fees and Adding Words Flat Fee

     You can edit the text on a Service/Activity Code simply by going to File Maintenance > Tools > Manage Codes, choosing Service/Activity Codes,

183. Split Billing for Expenses/Disbursements (Client Advances)

     The original fee transaction is retained when split. Some values on it are changed and it is marked as Posted. For Expenses

184. File Format for LEDES98B EDI Format

     Please contact us for the format for the LEDES98B Format as provided by Ledes.org. Although there is a “standard” format, some of your Clients may tweak it.

185. File format for Ledes 98B International EDI Format

     Please contact us for the file containing the format and explanation of the LEDES98BI (Ledes International) format as provided by ledes.org.

186. Ledes 2000 (XML) Format

     Please contact us for the specifications for the Ledes 2000 Format. Although the format has been replaced with newer

187. Ledes XML E-Billing Format

     Please contact us for the specifications for the Ledes XML Format. This format replaced the Ledes 2000 format.

188. LSS EDI Format

     Please contact us for the sample format for LSS. This format is also used by Litigation Advisor and Legal Solutions.

189. ACE ESIS / ACE Advocator Format

     Please contact us for the sample ACE ESIS / ACE Advocator Format. It is similar to the LSS Format but it uses an international date format.

190. Alias Billing and EDI

     No, alias billing only affects what is printed on the hard copy bill for presentation purposes. It does not impact anything

191. Invoice Formatting – Blank When Zero Checked but Variable Still Shows

     Double check that the variable is set to Currency and not String or something else.

192. Missing Time and Expenses From Unposted and Voided Invoice

     The first thing you need to check is that the Invoice was actually voided (you may have accidentally clicked the UNPOST only button).

193. Entries Already on a Target Matter when Using Orion’s Split Billing Feature?

     Yes, Orion’s split billing feature is simply going to present the bill hours and amounts and values before the split along with a line that says

194. Unvoiding an Invoice

     No, you will need to regenerate the Invoice using the same Invoice date as the original Invoice so it shows in the AR Ledger for the Client with

195. Voiding an Invoice in Orion created in Prior System

     There are times when you will be asked to void an Invoice that was created in your prior system so that changes can be made to time entries, etc.

196. Incorrectly Writing Down Client Advance Created By Voucher Adjustment – On a Paid In Full Invoice

     At the time you adjusted the Voucher, Orion created an RDP transaction for $18,000 equal to the original Client Advance

197. Invoice on Trust Only Activity

     All you need to do is to generate an invoice on the Client-Matter. The system will find the activity that has never been

198. TAP Used to Pay Older Invoice

     All you need to do is to generate an invoice on the Client-Matter. The system will find the TAP that has never been through an invoicing cycle and will

199. EDI Bill Submission – Line Items Did Not Total to Invoice Total Shown

     You have probably accidentally marked a fee transaction as “Off Invoice.” You will need to void your Invoice, go back into Bill Prep, and make

200. EDI Invoice Error – Total of Lines in File Does Not Equal Invoice Total

     The typical cause of this error is that you flagged one or more fee/expense transactions “Off Invoice” but the Bill Amount field

201. In Prebills Generating an Invoice – Print Actual Brings Up Blank Page

     Take note of the Matter on which this just happened. Now go to File Maintenance Matter Manager and view that Matter.

202. Prebill Manager

     The system will only display one Prebill record at a time for a Client-Matter.

203. Discount Logic Overrides

     The Discount Logic Override is designed to work with “percentage discounts.” It basically tells the Invoice Style how to display fees/amounts.

204. Reversing a Split Bill

     You will need to first void the Invoices created (TARGETS ONLY…NEVER VOID THE INVOICE NUMBER ASSOCIATED WITH THE SOURCE).

205. Email Bill Delivery – Reminder Statements

     Email Bill Delivery is not designed for emailing Reminder Statements on overdue AR. It is designed for sending out the initial

206. TyMetrix EDI Federal Tax ID – adding zip code

     You will need to know the template they are wanting changed so ask for that if they did not give it to you. You may be able to figure it out from the

207. Error: Could Not Load Invoice Style

     You will need to pick another Invoice Style in the drop down in order to print the Invoice. The Invoice Style that Orion is attempting

208. Invoices Will Not Print with New Client Cover Sheet

     Open up your Client Cover Sheet style in the Cover Sheet Styler and check the height of the Header and the Summary sections

209. Invoices Will Not Print with New Invoice Style

     Open up your Invoice in the Invoice Styler and check the height of the Header and the Summary sections (see the ruler on the side of the Styler).

210. Reminders Will Not Print Using New Reminder Style

     Open up your Reminder style in the Reminder Styler and check the height of the Header and the Summary sections

211. Email Bill Delivery – Email is not Showing the List of Invoices

     The [$Bill List] variable has options associated with it that must be selected in order to determine what will present on the Email Template.

212. I am clicking on Create EDI Bills but No Files Are Being Created

     In order to create an EDI bill, you must select (highlight) at least one of the Invoices in the list on the Selection Tab.

213. Determining Why an Actual Invoice will not Generate

     Go into the Prebill Manager and highlight the record for the Client-Matter in question. To the right under the Details panel

214. nvoice Went to Incorrect Email Address

     The key to this problem is the name of the PDF file. The email was not sent by the Email Delivery program but instead was sent through the Invoice

215. Can we Exclude Current Charges from a Reminder Statement?

     No. When Reminders are printed the system pulls the total AR for the Client-Matter. Of course, if there is no “old” AR for a Matter no Reminder will print;

216. Updating Default Printer for Billing

     In the Print Invoices (or Print Prebills) screen, click on Print Draft (or Print Actual). When the Printing screen opens, right

217. Orion Billing Manual

     Please contact us for the Orion Billing Manual.

218. Percentage Discounts – using Discount Logic

     In order for the total services to come out correctly on the discount invoice style you would have to set discount logic on

219. Unposting and Voiding Invoices and affect on Prebill Records in Prebill Manager

     The Prebill Screen is listing Prebills that have been generated/printed and not Invoices. It is independent of the invoice

220. Audit Trail for Invoice(s)

     In Billing Manager set a filter so that the invoice in question shows in the grid. Highlight the invoice and click on Tools -> Show Audit Trail.

221. Prebills not Printing

     There could be several factors involved: 1. Check cut-off date for fees/expenses.

222. EDI Invoice Not Being Created on a Matter

     Go into File Maintenance Manager and call up the Matter. Access the Bill Delivery Tab and make sure EDI Billing is checked

223. EDI template Designer not Appearing When Button is Clicked

     First, close Orion EDI Billing. Next, there should be a file named OrionDesktop.ini in the User’s APPDATA folder (go to

224. Carbon Copy Invoices are Not Printing with my Invoices

     Assuming you have verified there are carbon copy addresses entered on the Matter, the problem is you are printing a draft invoice. Carbon Copies

225. Itemizing Trust Activity on an Invoice Style

     There is not an easy way to handle this. The Invoice Styler does allow creation of a subreport for accounting activity but this would include

226. Security Settings for EDI Billing

     There are no security settings for EDI Billing. If an User has a shortcut to the program, the User can run any aspect of the program.

227. Records Showing Twice on Draft Invoice

     If you have double checked all your cutoff dates and they look right and you really are displaying duplicate entries on the draft invoice,

228. Automated Period at End of Sentences on Invoices

     In Orion auto punctuation is built into the system and not a setting you can change on the Invoice Style itself. It will put a

229. Client-Matter Not Showing on Select and Defer Screen

     Go to File Maintenance, open the Client-Matter, and look on the Billing Options Tab. Look to see if you are using a particular

230. How to Have Trust or Retainer Balance Not Show on Invoice Style

     The Retainer or Trust balance is going to reflect whatever is in retainer or trust at the time the Invoice is printed. It is not based on a cutoff date.

231. EDI Bill is Not Being Produced

     Once you are in the EDI program, at the step where you go to actually create the EDI bill, on the drop down selections

232. Duplicate Records on Prebill

     If you see the same record number twice listed on a Prebill check the following: Double check all your cutoff dates and that you

233. Editing Email in Email Bill Delivery Prior to Sending

     If you are doing them from Email Bill Delivery, in Email Bill Delivery, highlight the Invoice associated with the email you

234. How to bill Client Court Costs Separately

     If you want to bill Client Advances paid to Vendors on behalf of the client separately, you will need to uncheck the “bill” check box in Bill Preparation

235. Change Matter Option in Bill Preparation- Considerations Marking Down Time on Transferred Entries

     The Change Matter option in Orion has two options or choices that will affect how an entry is transferred. These options are “on” by default.

236. Attention Line not Showing on the Cover Sheet

     Make sure that there is “attention” information in the billing address on the Client file. If you are only printing ONE Matter of the Client,

237. Client-Matter Trust/Retainer only Balances

     The Matter would have to have AR, WIP, or an accounting transaction that has not gone through a Billing Cycle in order for it to produce a Prebill.

238. Voucher Adjustments of Billed Client Advances in Orion

     When you adjust a Voucher with a Client Advance that has already been invoiced, the system will place an RDP amount in

239. Method to Clear RDP Adjustment from Client Matter File When you Want to Avoid Unposting Invoice

     To “clear” the RDP amount created by the adjustment on the file, go to AR Manager, click on New and enter a RDS transaction

240. Recalculate Box in Bill Prep not working

     In the Expense Code Entry, the cost must be in the “Client Unit Cost” field (not the “Our Unit Cost” field).

241. How do I perform split billing

     Orion gives you the ability to handle this scenario through the Split Billing Program. The Split Billing Program, accessed through Bill Preparation,

242. Varying Hourly Bill Rate

     The Billing Rate shown on Prebills, Invoices, etc. is actually calculated on the fly by dividing the bill amount by the hours.

243. Release Notes – March 19, 2014

     tached are Release Notes for changes in Orion from July 2012 through March 19, 2014.