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QUESTION: Is there a way to see invoices that were sent via email, for each client matter number? The goal is for lawyers to be able to pull up a client matter account, and be able to see when each invoice was sent, and to whom.
Also for data on who the recipient was, for a particular invoice that was sent? It’s great to see the timestamp and who sent the invoice, but how do we see the name of the recipient?
Lastly, is there a way to distinguish between “invoice sent or regenerated”? Just because an invoice is regenerated, doesn’t mean it’s sent?
RESPONSE: Yes, it is possible to see information related to the "Send by…" options. It is one of the actions the system records for posted invoices. Each time this option is selected in the "Show Invoice Details" form by a user, the system automatically creates an invoice-level collection note with specific information (date, who selected the option, etc. ). This is the same mechanism as for the Statement of Account.
Users can easily see those notes either:
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From the Client/Matter Dashboard - Exposure & Collection tab
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In the Matter level Notes section filtering for invoices still in the AR;
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Selecting the Collection Journal option hyperlink to see the complete log at the client/matter level. The user can filter further by selecting:
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Group type: “#990 System Generated” and
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Type: “#992 Invoice sent or generated”.
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In the Tasks - Collection and WIP Management list, filtering for the client and matter, no author, with status "Completed". The user can filter further by selecting:
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Group type: “#990 System Generated” and
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Type: “#992 Invoice sent or generated”.
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How do we see the name of the recipient?
The Send Invoice by Email function allows the user to use their own email application to send the invoice by email. Acumin records the information when the user manually select the "Sent by…" option creating the related Collection Note.
There is several ways to see who the potential recipient of the invoice is in Acumin:
a) From the Show Invoice Details form: From the Client & Matter Dashboard, selecting a specific client/matter, clicking on the "Invoice" button. You will see the email address of the billing contact directly in the list. The user can open the invoice properties to see the billing contact if needed.
b) From the Collection & WIP Management form: From the Exposure & Collection tab of the Client & Matter dashboard: by clicking on the Collection task hyperlink OR from the Task & Appointment menu, Open the collection note - #992 Invoice sent or regenerated - properties, open the invoice properties from within the note by clicking on the icon to see who the billing contact is.
Is there a way to distinguish between “invoice sent or regenerated”
Yes, it is possible to differentiate both types by either using the search field "With the content containing" and look for "Sent by…." text. This will give you all the Collection Notes created by the user selecting the "Sent by…" option. OR clicking on the header of the "Content" column to group the notes by description type.
The other type of Collection notes is created when reprinting a posted invoice i.e., when the user doesn't choose to reprint the saved invoice but "regenerate" a new one that will be saved again as Final. At that point, only the billing contact can be modified within the invoice itself along with the print options. The description of those collection notes will say: "Invoice ### Reprint on ###".