GhostPractice User Notes · GhostPractice User Notes Version 12.2 Reports Revision 4 Copyright ©2020 Korbicom - All copyright in and to this document, including without limitation

Copyright © 2020 Korbicom - All copyright in and to this document, including without limitation the content, layout

and structure, vests in Korbicom. This document is confidential to Korbicom and any unauthorised disclosure or

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GhostPractice User Notes 12.2

Table of Contents

Crystal Reports ............................................................................................................................... 2

Updated Reports ................................................................................................................... 2

Batch Audit ............................................................................................................... 2

Fee Earner Collections ............................................................................................ 2

Time and Fees Summary ......................................................................................... 3

Unpaid Fees and disbursements ........................................................................... 3

New Reports ........................................................................................................................... 5

Trust Bank Transaction Listing ................................................................................. 5

Time and Fees Recorded ....................................................................................... 9

HMRC Audit (UK Only) ........................................................................................... 16

GhostPractice User Notes Version 12.2

Reports Revision 4

Copyright ©2020 Korbicom - All copyright in and to this document, including without limitation the content, layout



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Crystal Reports

Updated Reports

Batch Audit

When posting 13th period journals in Batch Transactions, the batch audit trail report header

has been updated to reflect such [GP-123512].

Fee Earner Collections

The client number and name has been appended the matter name on the report [GP-

123070].

These details have been added for ease of reference.

http://bugnet.korbicom.com/Issues/IssueDetail.aspx?id=123512


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Time and Fees Summary

The report export functionality has been updated [GP-121376].

The report (for all 3 versions: Fee Earner, Matter Owner and Matter Current Owner) now

exports with all the column headers, making the report layout consistent across the 3

different versions.

Unpaid Fees and disbursements

The aging calculation for this report has changed from being based on statement date to

date of invoice relative to the date the report is run [GP-84944].

E.g. Report run on 25 February 2020

Unpaid fees & disbursements for any invoice date in February 2020 will reflect

under ‘post statement’

Unpaid fees & disbursements for any invoice date in January 2020 will reflect

under ‘current’

Unpaid fees & disbursements for any invoice date in December 2019 will

reflect under ’30 days’


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New Reports

Trust Bank Transaction Listing

This new ad-hoc report provides a listing of all transactions affecting your client Trust bank

accounts, while detailing the affected general ledger contra accounts (Trust Creditors

Control or Trust Transfer Clearing). The details of the affected matter (and client) are also

displayed (GP-115415).

This report is designed to assist bookkeepers and accounting staff in reconciling Trust activity

in a single consolidated view, and to make it easier to track errors for better compliance with

Trust Accounting rules.

Per batch, the transaction(s) affecting the Trust bank will always be listed before

the contra-account transactions.

Report Layout

The report includes all Trust bank accounts (general Trust and Investment Trust).

Each bank account starts on a new page, so when running the report for all Trust banks, it is

useful to use the “Toggle Group Tree” feature in the Crystal report viewer to easily locate

the bank you want to view.

For each Trust account the report displays the brought forward balance for the date/period

range, followed by a listing of each transaction affecting the bank’s balance in the

date/period range. These transactions are grouped by the batch in which they were

recorded, along with the affected general ledger contra account entries.


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Report Details

For each Trust bank account, the report shows:

The brought forward balance for the bank

The batch number (and who posted the batch).

For each batch, the following detail is provided for the bank posting:

Post date

Narration

Reference

Payer/Payee

Method of payment

Bank account number

Amount

Bank running balance

For each batch, the following detail is provided for the contra account posting:

Post date

Narration

Matter account number

Matter account name

Matter owner

Client number

Client name

General ledger contra account number

Amount

Batch total


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Filter Options

The report can be run as follows:

By date or by period

The filter allows selection of a start and an

end date/period.

This is the post date or accounting period

of the bank transaction.

If multiple bank transactions are captured

in the same manual batch, then only those

within the date/period range will affect the

report’s running balance for the bank.

For all Trust banks or a single one

Detailed or summary

The summary option only lists the

transactions posted directly to the Trust

bank.

The following optional report summaries can be included:

Bank account movement summary

Provides a summary of the movement for all Trust banks included in the report.

General ledger account summary

Provides a summarised breakdown of the movement per Trust bank by the

affected general ledger contra-accounts.


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Crystal Parameters

The following filters are available as Crystal Report parameters as well:

Detailed/Summary

Include bank account movement summary

Include general ledger account summary

Include report filter summary

A “Report Filter Summary” displays at the end of the

report. This section summarises the selected filters

applied to the report and is useful for

troubleshooting.


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Time and Fees Recorded

This new ad hoc report provides you with a detailed listing of all fees (billable, unbillable and

billed), and any associated time, recorded within a date/period range, showing the status of

the fee (billed/unbilled) as at the end date/period (GP-124512).

NOTE: It is a listing of work done, not billed to the client.

This will be useful for firms in determining the productivity of their fee earners based on time

worked and value of fees recorded (not necessarily the value invoiced).

See note on editing vs consolidation adjustments

Report Layout

Per fee earner the report lists the fees recorded in the specified date/period range, grouped

by client, matter and then post date.

In the Crystal Report Viewer, use the “Toggle Group Tree” feature to assist navigating to

the necessary fee earner/ client/ matter.

All of the groupings can be individually suppressed allowing for a very flexible view

of your fees.


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Report Details

For each fee, the following detail is provided:

Post date

Narration

Type (Billable/Unbillable)

Status (Unbilled/Billed)

Note: items on a pro forma as at the end date/period will show as unbilled.

Billing Reference (Invoice number, credit note number or proforma number)

Activity/Task (posting code report name/ explanation code report name)

If there are no e-billing clients in the Practice, then only “Activity” will display

Units (for non-time-based fees this is the number of units, pages or folios)

Recorded Time (actual time recorded, i.e. not rounded up to the next billing unit)

Display Time (time rounded-up to the next billing unit)

Rate

Billable Value (if the fee is billable then this is the billable amount, exclusive of tax)

Unbillable Value (if the fee is unbillable then this is the unbillable amount, exclusive of tax)

Value (this is the fee amount, whether billable or unbillable, exclusive of tax, whether

billed or unbilled)

This report provides you with a number of filter and display options in order to make the

resulting report as flexible as possible.

Filter Options

By date or by period

Date/Period range

This is the post date or accounting period in which the fee was recorded.

The following types of fees can be included:


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Billed – Fees recorded in the date/period range that were billed as at the

report end date/period.

Unbilled – Billable fees recorded in the date/period range that were unbilled

as at the report end date/period.

Unbillable – Unbillable fees recorded in the date/period range.

PF (Fees on Pro forma) – Billable fees recorded in the date/period range that

were included on a proforma as at the report end date/period.

Batch invoices/credit notes (provided the contra general ledger account was

a fee income account)

Time only - Show time-based fees only (based on the fee types selected

above)

Fees can be filtered by:

Fee earner (one or more fee earners can be selected)

Matter (single matter)

Department (single department)

Display Options

Summary type:

Detailed: shows transaction detail

Summary: shows totals per day

Summaries only: excludes the main report detail and only show the summaries

at the end of the report (see below for more information on these summaries).

Time format - select how time should be formatted on the report.

Show Time (e.g. 00:06 for 6 minutes)

Show time as units (e.g. 1 for 6 minutes)

Show time as a factor (e.g. 0.1 for 6 minutes)

The column header in the report will indicate the format used by appending the

format in the column header.

Time as time (hh:mm)

Time as units (units)

Time as factor (hh)

Display Options

New page per fee earner – separates each fee earners’ fees with a page break

Users can choose to suppress the following groupings:

Fee earner – when this group is suppressed, the fee earner user code is added as a

column to the main report.


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Client – when this group is suppressed then the client details are lost from the report

Matter – when this group is suppressed, the matter ID is added as a column to the main

report.

Post-date – when this group is suppressed, the post date is added as a column to the

main report.

The grouping suppression options will hide the selected group together with the group totals.

Note: suppressing all groupings for the detailed report, will give you a chronological

listing of fees (based on the selected filter options).

These options are also available as Crystal parameters so can be changed in the

Report Viewer

Group Suppression Examples:

Detailed view – no groupings suppressed:


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Detailed view - Post Date grouping suppressed:

Detailed view - Post Date and Matter groupings suppressed:

Detailed view – all groups suppressed:

Summaries


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The following summaries can be included in the report:

Fee earner summary

Department summary

Department and fee earner summary

Client summary

Client group summary

Each summary section includes the billable, unbillable and totals for:

Recorded time

Display time

Average Rate

Value

Example: Fee earner summary

Example: Department summary

Example: Department and fee earner

This summary is especially useful for Canadian clients for use when submitting WIP

calculations per fee earner/department to the Canada Revenue Agency.


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Example: Client summary

Example: Client group summary

Note: if not all clients belong to a client group, then the totals for this

summary will not balance with the report totals, as this only summarises the

fees where the client belongs to a client group.

Crystal Parameters

The following filters are available as Crystal Report parameters as well:

All the group suppression options

View type (Detailed/Summary/Summaries Only)

Include report filter summary

A “Report Filter Summary” displays at the end of the report. This

section summarises the selected filters applied to the report

and is useful for troubleshooting.

Report Restrictions

The report is restrictable. This means that if a user has

rights for the report, if the report has been set as

restricted, then the user will only be able to produce

the report for their own fees and for any other fee

earner that is part of their ‘Report Group’.


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Editing Fees vs Consolidating Fee Adjustments

Editing a fee value is seen as fixing/correcting an incorrectly recorded fee amount, so if a fee

amount or post date is edited, then the newer details will show since that is what the fee

earner should have recorded in the first place.

This includes editing of unbilled fees via fees and file notes or invoice wizard.

Consolidating fees and adjusting the consolidated amount is treated as a billing adjustment

to comply with arrangements made with the client. As these “edits” are billing adjustments,

they will not reflect on the report and the original work recorded by the fee earner is

reflected instead.

HMRC Audit (UK Only)

This new system stored report provides our UK clients with an audit of what was electronically

submitted with their HMRC VAT submission (GP-123244).

The main purpose of the report is to indicate if there where any edits made by the user who

submitted the VAT return.

The report is available as a stored report after the VAT return is submitted to the HMRC.

Report Details

The HMRC Audit Report displays the values submitted in the HMRC VAT Submission just

processed:

VAT due in this period on sales [1]

VAT due in this period on EC acquisitions [2]

Total VAT Due [3]

VAT reclaimed on purchases [4]

Net VAT [5]

Total value of sales, excluding VAT [6]

Total value of purchases, excluding VAT [7]

Total value of goods supplied, excluding VAT [8]

Total acquisitions, excluding VAT [9]

Submission date

Submitted by

PeriodKey

Change Log

If the person submitting the return made any changes, then these are recorded in the

change log and can be viewed in the ad hoc Change Log report.

Documents

GhostPractice User Notes · GhostPractice User Notes Version 12.2 Reports Revision 4 Copyright ©2020 Korbicom - All copyright in and to this document, including without limitation