Orion requires that all accounting transactions (payments, retainer transactions, trust, credits and write-offs) go through an invoicing cycle.  If a Matter has an accounting transaction that has not yet appeared on an invoice, a Prebill will continue to print until a zero dollar invoice has been created – even if there is no accounts receivable or work in process for the Matter.  You may prevent Prebills from printing for this scenario by choosing the Suppress Prebill Printing if Billable Amount is Less Than $___ option; however, the Suppress option adds a function to Prebill printing and can slow it down.  

If you would like the program to discontinue these $0.00 Prebills/Invoices, you may run the Exclude $0.00 Invoices Utility found in the Prebill Manager and the Billing Manager.  To access the utility through either Manager, click the ACTION Button and choose the Exclude $0.00 Invoices option.  The following screen will appear:

The Exclude $0.00 Invoices window shares most of the same selection parameters as the Print Prebills and Print Invoices windows.  Set your selection criteria, choose the Transaction Types you would like the utility to check and flag, and click the EXCLUDE Button to start the utility.  Orion will find all Transaction Types specified where the transaction is dated on or before the invoice date and where the transaction has been applied and posted (if applicable).  Using the Client-Matter Number on the transaction, Orion then checks for accounts receivable and work in process on the Matter.  If none is found, the transaction is flagged as invoiced and the transaction(s) will no longer cause a Prebill or Invoice to print on the Matter.

The Exclude $0.00 Invoices utility may be run at any time and as often as needed.  At a minimum, it should be run directly before Prebills are printed.  If there is a significant amount of time between when Prebills are distributed by and returned to accounting, you may also want to run it directly before you generate the actual invoices.

NOTE:    Although you have the option to include RAP and TAP transactions in this utility, we recommend against it.  You should always show your Client how you used retainer and/or trust balances.