Short Paid Invoices

Invoices that are partially paid are a recurring issue at many law firms. The following query will return current day short paid invoices, their original value, the current day payment and the balance left on the invoice. You'll notice that I did not use common table expressions in this query. The reason for this is that this query was developed for an Extend event, and in Extend the final line must always start with SELECT, so starting with WITH won't work!

SELECT 
Invoices.InvMatter
,clname1 AS 'Client Name'
,mdesc1 AS 'Matter Description'
,tkinit AS 'BA #'
,tklast+', '+tkfirst AS 'BillAty'
,ldesc AS 'BA Location'
,Invoices.invInvoice
,Invoices.invDate
,Invoices.invFeeAmt
,Invoices.invCostAmt
,Invoices.invAmount
,Credits.pmtToday
,Credits.woffToday
,Invoices.invAmount-Credits.pmtAmount-Credits.woffAmount AS Balance
FROM
(
SELECT
linvoice AS invInvoice
,lmatter AS invMatter
,ltradat AS invDate
,SUM(CASE WHEN lcfco='F' THEN lamount ELSE 0 END) AS invFeeAmt
,SUM(CASE WHEN lcfco='C' THEN lamount ELSE 0 END) AS invCostAmt
,SUM(lamount) AS invAmount
FROM ledger
INNER JOIN ledcode ON llcode=lccode
WHERE lcfco IS NOT NULL
GROUP BY linvoice,lmatter,ltradat
) AS Invoices
INNER JOIN
(
SELECT
inv.linvoice AS invInvoice
,inv.lmatter AS invMatter
,inv.ltradat AS invDate
,SUM(CASE WHEN ccode.lccollhs='Y' AND cred.ltradat >= GETDATE()-1 THEN cred.lamount ELSE 0 END) AS pmtToday
,SUM(CASE WHEN ccode.lccollhs='N' AND cred.ltradat >= GETDATE()-1 THEN cred.lamount ELSE 0 END) AS woffToday
,SUM(CASE WHEN ccode.lccollhs='Y' THEN cred.lamount ELSE 0 END) AS pmtAmount
,SUM(CASE WHEN ccode.lccollhs='N' THEN cred.lamount ELSE 0 END) AS woffAmount
FROM ledger cred
INNER JOIN ledcode ccode ON cred.llcode=ccode.lccode
INNER JOIN ledger inv ON cred.laptoin=inv.lindex
INNER JOIN ledcode icode ON inv.llcode=icode.lccode
WHERE ccode.lcfco IS NULL
AND icode.lcfco IS NOT NULL
AND cred.lzero <> 'R'
AND EXISTS (SELECT * FROM ledger p INNER JOIN ledcode pc ON p.llcode=pc.lccode WHERE pc.lcfco IS NULL AND p.ltradat >= GETDATE()-1
    AND p.linvoice=cred.linvoice
    AND p.lmatter=cred.lmatter
    AND p.lzero<> 'R')
GROUP BY inv.linvoice,inv.lmatter,inv.ltradat
) AS Credits ON Invoices.invInvoice=Credits.invInvoice
   AND Invoices.invMatter=Credits.invMatter
   AND Invoices.invDate=Credits.invDate
INNER JOIN matter ON Invoices.invMatter=mmatter
INNER JOIN timekeep ON mbillaty=tkinit
INNER JOIN client ON mclient=clnum
INNER JOIN location ON tkloc=locode
WHERE Invoices.invAmount-Credits.pmtAmount-Credits.woffAmount <> 0

1099 Review Data

At my firm, we have not used Elite's native 1099 reporting app within Enterprise for several years. Instead, we opt to export information from Enterprise and import into a third party 1099 application, which in our case is Convey. As such, we use a SQL based report to review all our transactions for correct flagging. This is done in two parts: 1) a summary by vendor where the vendor, voucher or address 1099 flag is not "N", and 2) a listing of all new vendors.

Part 1

WITH trust AS
(
SELECT trvendor
,trvendoraddr
,tr1099flag
,SUM(-tramount/cdrate) AS 'tramt'
FROM trcheck
INNER JOIN trsttran ON trcheck.trindex=trsttran.trindex
INNER JOIN tracct ON trsttran.tracct=tracct.tracct
INNER JOIN matter ON trmatter=mmatter
INNER JOIN currates ON trcurcd=curcode AND trdate bETWEEN cddate1 AND cddate2 AND currates.trtype='A'
WHERE YEAR(trdate)='2014'
AND tr1099flag IS NOT NULL
AND tr1099flag <> 'N'
AND trsttran.trflag IS NULL
GROUP BY trvendor,trvendoraddr,tr1099flag
), apamt AS
(
SELECT
csddt.apnum
,csddt.apaddid
,csddt.ap1099
,SUM(csddt.amt/currates.cdrate) AS 'apamt'
FROM
csddt
INNER JOIN csd ON csddt.cknum = csd.cknum AND csddt.baid = csd.baid
INNER JOIN currates ON csddt.currency=currates.curcode AND csddt.ckdate BETWEEN cddate1 AND cddate2 AND currates.trtype='A'
WHERE
YEAR(csddt.ckdate)='2014'
AND csddt.ap1099 <> 'N'
GROUP BY csddt.apnum,csddt.apaddid,csddt.ap1099
)
SELECT
apaddr.apnum
,apaddr.apaddid
,CASE WHEN apaddr.apfed IS NULL THEN 'zNoTIN'+ap.apnum ELSE apaddr.apfed END AS 'TIN'
,ap.apname AS 'Vendor Name'
,apaddr.appynm AS 'Payee'
,apaddr.appya1 AS 'Address 1'
,apaddr.appya2 AS 'Address 2'
,apaddr.appyct AS 'City'
,apaddr.appyst AS 'State'
,apaddr.appyzp AS 'Zip Code'
,ap.apct1 AS 'Vendor Type'
,ap.ap1099 AS 'Vendor 1099'
,apaddr.ap1099 AS 'Addr 1099'
,CASE WHEN apamt.ap1099 IS NULL THEN tr1099flag ELSE apamt.ap1099 END AS 'Tran 1099'
,ISNULL(apamt,0)+ISNULL(tramt,0) AS 'amt'
FROM apaddr
INNER JOIN ap ON apaddr.apnum=ap.apnum
LEFT OUTER JOIN apamt ON apaddr.apnum=apamt.apnum AND apaddr.apaddid=apamt.apaddid
LEFT OUTER JOIN trust ON apaddr.apnum=trvendor AND apaddr.apaddid=trvendoraddr
WHERE (ISNULL(apamt,0)+ISNULL(tramt,0))<>0
ORDER BY CASE WHEN apaddr.apfed IS NULL THEN 'zNoTIN'+ap.apnum ELSE apaddr.apfed END
,apaddr.apnum
,apaddr.apaddid

Part 2

WITH trust AS
(
SELECT trvendor
,trvendoraddr
,tr1099flag
,SUM(-tramount/cdrate) AS 'tramt'
FROM trcheck
INNER JOIN trsttran ON trcheck.trindex=trsttran.trindex
INNER JOIN tracct ON trsttran.tracct=tracct.tracct
INNER JOIN matter ON trmatter=mmatter
INNER JOIN currates ON trcurcd=curcode AND trdate bETWEEN cddate1 AND cddate2 AND currates.trtype='A'
WHERE YEAR(trdate)='2014'
--AND tr1099flag IS NOT NULL
--AND tr1099flag <> 'N'
AND trsttran.trflag IS NULL
GROUP BY trvendor,trvendoraddr,tr1099flag
), apamt AS
(
SELECT
csddt.apnum
,csddt.apaddid
,csddt.ap1099
,SUM(csddt.amt/currates.cdrate) AS 'apamt'
FROM
csddt
INNER JOIN csd ON csddt.cknum = csd.cknum AND csddt.baid = csd.baid
INNER JOIN currates ON csddt.currency=currates.curcode AND csddt.ckdate BETWEEN cddate1 AND cddate2 AND currates.trtype='A'
WHERE
YEAR(csddt.ckdate)='2014'
AND csddt.trtype<>'CA'
--AND csddt.ap1099 <> 'N'
GROUP BY csddt.apnum,csddt.apaddid,csddt.ap1099
)
SELECT
apaddr.apnum
,apaddr.apaddid
,CASE WHEN apaddr.apfed IS NULL THEN 'zNoTIN'+ap.apnum ELSE apaddr.apfed END AS 'TIN'
,ap.apname AS 'Vendor Name'
,apaddr.appynm AS 'Payee'
,apaddr.appya1 AS 'Address 1'
,apaddr.appya2 AS 'Address 2'
,apaddr.appyct AS 'City'
,apaddr.appyst AS 'State'
,apaddr.appyzp AS 'Zip Code'
,ap.apopendt AS 'Open Date'
,ap.apct1 AS 'Vendor Type'
,ap.ap1099 AS 'Vendor 1099'
,apaddr.ap1099 AS 'Addr 1099'
,CASE WHEN apamt.ap1099 IS NULL THEN tr1099flag ELSE apamt.ap1099 END AS 'Tran 1099'
,ISNULL(apamt,0)+ISNULL(tramt,0) AS 'amt'
FROM apaddr
INNER JOIN ap ON apaddr.apnum=ap.apnum
LEFT OUTER JOIN apamt ON apaddr.apnum=apamt.apnum AND apaddr.apaddid=apamt.apaddid
LEFT OUTER JOIN trust ON apaddr.apnum=trvendor AND apaddr.apaddid=trvendoraddr
WHERE (ISNULL(apamt,0)+ISNULL(tramt,0))<>0
AND YEAR(ap.apopendt)='2014'
ORDER BY CASE WHEN apaddr.apfed IS NULL THEN 'zNoTIN'+ap.apnum ELSE apaddr.apfed END
,apaddr.apnum
,apaddr.apaddid

Client and Matter Exception Rates

Client and matter exception rates are one of the more difficult areas to manage in Enterprise. This can be complicated by the fact in versions prior to 3.10, there is no end date on the records. In order to end an exception, you had to enter a new line with a zero percent or dollar deviation. Thankfully this has been corrected in 3.10. For those still on prior versions, this bit of code gives you a full view of exceptions for clients and matters. In an effort to make the data a bit more manageable, there is a department variable that limits the results of the query to a single department.

This is probably as good a time as any to point out the merits (and limitations) of common table expressions (CTE) as opposed to sub-queries. You can see in the top portion of the query below that there is a "WITH" expression. Using a WITH expression creates a common table expression from a query and gives it a name, in this case maxmex. You can then call this CTE later in your query as if it were a table. However, note in the client section that I've used subqueries instead of a CTE. WITH expressions can only be used at the beginning of a query, and a previous query/statement must be ended with a semicolon before a WITH expression can be used. Since the UNION ALL is a continuation of the query, we can't use a WITH at that point. However, in my opinion, CTEs are much easier to read and understand than sub-queries, so I highly recommend their use.

DECLARE @Dept VARCHAR(2);
SET @Dept = '15';


WITH maxmex AS
 (
 SELECT mrmatter
 ,mrtk
 ,mrtitle
 ,MAX(mreffdate) as 'maxdate'
 FROM mexrate
 WHERE mrccode ='!'
 GROUP BY mrmatter,mrtk,mrtitle
 ),
rates AS
 (
 SELECT b.tkinit AS tkrinit
 ,b.tkeffdate AS tkrdate1
 ,MIN(CASE WHEN e.tkeffdate IS NULL THEN '1/1/2026' ELSE e.tkeffdate END)-1 AS tkrdate2
 ,b.tkrt01 AS tkrt01
 ,b.tkrtcur AS tkrtcur
 FROM timerate b
 LEFT OUTER JOIN timerate e ON b.tkinit=e.tkinit AND e.tkeffdate > b.tkeffdate AND b.tkrtcur=e.tkrtcur
 GROUP BY b.tkinit,b.tkeffdate,b.tkrt01,b.tkrtcur
 )
SELECT 
client.clnum AS 'Client #'
,client.clname1 AS 'Client Name'
,mexrate.mrmatter AS 'Matter #'
, matter.mdesc1 AS 'Matter Desc'
, deptlab.head1 AS 'Matter Dept'
, CASE WHEN mexrate.mrtitle='!' THEN mexrate.mrtk ELSE mexrate.mrtitle END AS 'Exception'
, CASE WHEN mexrate.mrtitle='!' THEN tk2.tklast+', '+tk2.tkfirst ELSE 'ALL' END AS 'Exception Name'
, CASE WHEN mexrate.mrtitle='!' THEN tk2.tktitle ELSE mexrate.mrtitle END AS 'Exception Title'
, CASE WHEN mexrate.mrtitle='!' THEN dept2.head1 ELSE 'ALL' END AS 'Exception Dept'
, CASE WHEN mexrate.mrtitle='!' THEN ldesc ELSE 'ALL' END AS 'Exception Loc'
, mexrate.mreffdate
, mexrate.mrrate
, mexrate.mrdevper
, mexrate.mrdevdol
, mexrate.mrrtnum
, rates.tkrt01
, rates.tkrtcur
--, matter.mbillaty
--, deptlab_billatty.head1
--, matter.mclosedt
FROM   mexrate mexrate 
INNER JOIN matter matter  ON mexrate.mrmatter=matter.mmatter
INNER JOIN deptlab deptlab ON matter.mdept=deptlab.delcode
INNER JOIN maxmex maxmex ON mexrate.mrmatter=maxmex.mrmatter AND mexrate.mrtk=maxmex.mrtk AND mexrate.mrtitle=maxmex.mrtitle AND mexrate.mreffdate=maxmex.maxdate
INNER JOIN timekeep timekeep ON matter.mbillaty=timekeep.tkinit
LEFT OUTER JOIN timekeep tk2 ON maxmex.mrtk=tk2.tkinit
LEFT OUTER JOIN deptlab dept2 ON tk2.tkdept=dept2.delcode
LEFT OUTER JOIN location ON tk2.tkloc=locode
INNER JOIN deptlab deptlab_billatty ON timekeep.tkdept=deptlab_billatty.delcode
INNER JOIN client ON mclient=clnum
LEFT OUTER JOIN rates ON mexrate.mrtk=rates.tkrinit AND rates.tkrdate2='12/31/2025'
WHERE  matter.mclosedt IS NULL 
AND (mexrate.mrtk='!' OR mexrate.mrtk IN (SELECT tkinit FROM timekeep WHERE tktmdate IS NULL)) 
AND (mrdevper<>0 OR mrdevper IS NULL)
AND (mrdevdol<>0 OR mrdevdol IS NULL)
AND matter.mdept=@Dept

UNION ALL

-------------------------------------------------------------------------------------------
-- Client Exceptions
-------------------------------------------------------------------------------------------

SELECT cexrate.crclient AS 'Client #'
, client.clname1 AS 'Client Name'
, 'All' AS 'Matter #'
, 'All' AS 'Matter Desc'
, 'All' AS 'Matter Dept'
, CASE WHEN cexrate.crtitle='!' THEN cexrate.crtk ELSE cexrate.crtitle END AS 'Exception'
, CASE WHEN cexrate.crtitle='!' THEN tk2.tklast+', '+tk2.tkfirst ELSE 'ALL' END AS 'Exception Name'
, CASE WHEN cexrate.crtitle='!' THEN tk2.tktitle ELSE cexrate.crtitle END AS 'Exception Title'
, CASE WHEN cexrate.crtitle='!' THEN dept2.head1 ELSE 'ALL' END AS 'Exception Dept'
, CASE WHEN cexrate.crtitle='!' THEN ldesc ELSE 'ALL' END AS 'Exception Loc'
, cexrate.creffdate
, cexrate.crrate
, cexrate.crdevper
, cexrate.crdevdol
, cexrate.crrtnum
, rates.tkrt01
, rates.tkrtcur
FROM   cexrate 
INNER JOIN 
 (SELECT crclient
 ,crtk
 ,crtitle
 ,MAX(creffdate) as 'maxdate'
 FROM cexrate
 WHERE crccode ='!'
 GROUP BY crclient,crtk,crtitle) AS
maxcex ON cexrate.crclient=maxcex.crclient AND cexrate.crtk=maxcex.crtk AND cexrate.crtitle=maxcex.crtitle AND cexrate.creffdate=maxcex.maxdate
LEFT OUTER JOIN timekeep tk2 ON maxcex.crtk=tk2.tkinit
LEFT OUTER JOIN deptlab dept2 ON tk2.tkdept=dept2.delcode
LEFT OUTER JOIN location ON tk2.tkloc=locode
INNER JOIN client ON cexrate.crclient=client.clnum
LEFT OUTER JOIN
 (
 SELECT b.tkinit AS tkrinit
 ,b.tkeffdate AS tkrdate1
 ,MIN(CASE WHEN e.tkeffdate IS NULL THEN '1/1/2026' ELSE e.tkeffdate END)-1 AS tkrdate2
 ,b.tkrt01 AS tkrt01
 ,b.tkrtcur AS tkrtcur
 FROM timerate b
 LEFT OUTER JOIN timerate e ON b.tkinit=e.tkinit AND e.tkeffdate > b.tkeffdate AND b.tkrtcur=e.tkrtcur
 GROUP BY b.tkinit,b.tkeffdate,b.tkrt01,b.tkrtcur
 ) AS rates ON cexrate.crtk=rates.tkrinit AND rates.tkrdate2='12/31/2025'

WHERE  (cexrate.crtk='!' OR cexrate.crtk IN (SELECT tkinit FROM timekeep WHERE tktmdate IS NULL)) 
AND (crdevper IS NULL OR crdevper <> 0)
AND (crdevdol IS NULL OR crdevdol <> 0)
AND EXISTS (SELECT * FROM matter WHERE mclient=clnum AND mdept=@Dept AND mclosedt IS NULL)

Billing Volumes by Biller

The following query summarizes the quantity and value of non-reversed of invoices billed by user (biller). This particular query assumes billers are set up as timekeepers. If they are not, replace the tklast + tkfirst with ufullname from the usmaster table (joined to the uaccess table). We also use a UDF to define whether a matter is eBilled (udf index 73 shown below), and results are divided between eBilled and non-eBilled. Also, we define hourly and contigent matters as the presence or absence of a value in the Projected Fees field in master matter (mffee field in the matter table). Results are also split based on this field.

SELECT
tklast+', '+tkfirst AS 'User'
,COUNT(DISTINCT CASE WHEN (udvalue<>'Y' OR udvalue IS NULL) AND mffee IS NULL THEN linvoice ELSE NULL END) AS 'Hourly Non-eBill #'
,SUM(CASE WHEN (udvalue<>'Y' OR udvalue IS NULL) AND mffee IS NULL THEN lamount/cdrate ELSE 0 END) AS 'Hourly Non-eBill $'
,COUNT(DISTINCT CASE WHEN udvalue='Y' AND mffee IS NULL THEN linvoice ELSE NULL END) AS 'Hourly eBill #'
,SUM(CASE WHEN udvalue='Y' AND mffee IS NULL THEN lamount/cdrate ELSE 0 END) AS 'Hourly eBill $'
,COUNT(DISTINCT CASE WHEN mffee IS NULL THEN linvoice ELSE NULL END) AS 'Hourly Total #'
,SUM(CASE WHEN mffee IS NULL THEN lamount/cdrate ELSE 0 END) AS 'Hourly Total $'
,COUNT(DISTINCT CASE WHEN (udvalue<>'Y' OR udvalue IS NULL) AND mffee IS NOT NULL THEN linvoice ELSE NULL END) AS 'Cont Non-eBill #'
,SUM(CASE WHEN (udvalue<>'Y' OR udvalue IS NULL) AND mffee IS NOT NULL THEN lamount/cdrate ELSE 0 END) AS 'Cont Non-eBill $'
,COUNT(DISTINCT CASE WHEN udvalue='Y' AND mffee IS NOT NULL THEN linvoice ELSE NULL END) AS 'Cont eBill #'
,SUM(CASE WHEN udvalue='Y' AND mffee IS NOT NULL THEN lamount/cdrate ELSE 0 END) AS 'Cont eBill $'
,COUNT(DISTINCT CASE WHEN mffee IS NOT NULL THEN linvoice ELSE NULL END) AS 'Cont Total #'
,SUM(CASE WHEN mffee IS NOT NULL THEN lamount/cdrate ELSE 0 END) AS 'Cont Total $'
,COUNT(DISTINCT linvoice) AS 'Total #'
,SUM(lamount/cdrate) AS 'Total $'
FROM ledger
INNER JOIN ledcode ON llcode=lccode
INNER JOIN batch ON bbatch=lbatch
INNER JOIN uaccess ON bop=uname
INNER JOIN timekeep ON wvtkinit=tkinit
INNER JOIN periodt ON lperiod=pe
INNER JOIN matter ON mmatter=lmatter
INNER JOIN location ON mloc=locode
INNER JOIN client ON mclient=client.clnum
INNER JOIN client cr ON client.crelated=cr.clnum
INNER JOIN currates ON mcurrency=curcode AND trtype='A' AND pebedt BETWEEN cddate1 AND cddate2
LEFT OUTER JOIN udf ON lmatter=udjoin AND udfindex=73
WHERE pebedt BETWEEN '1/1/2013' AND '12/31/2013'
AND lcfco IS NOT NULL
AND lzero <> 'R'
GROUP BY tklast,tkfirst
ORDER BY COUNT(DISTINCT linvoice) DESC

I've also included a slightly different query below, which measures total invoice output by biller for the current month.

SELECT  tklast+', '+tkfirst AS 'Biller' 
,peendt 
,COUNT(DISTINCT linvoice) AS 'NumInvs' 
,SUM(CASE WHEN lcfco='F' THEN lamount/cdrate ELSE 0 END) AS 'Fees' 
,SUM(CASE WHEN lcfco='C' THEN lamount/cdrate ELSE 0 END) AS 'Costs' 
,SUM(CASE WHEN lcfco NOT IN ('F','C') THEN lamount/cdrate ELSE 0 END) AS 'Other' 
,SUM(lamount/cdrate) AS 'Total' 
,SUM(lamount/cdrate)/COUNT(DISTINCT linvoice) AS 'AvgInv' 
FROM ledger 
INNER JOIN batch ON lbatch=bbatch 
INNER JOIN ledcode ON llcode=lccode 
INNER JOIN uaccess ON bop=uname 
INNER JOIN timekeep ON wvtkinit=tkinit 
INNER JOIN periodt ON lperiod=pe 
INNER JOIN matter ON lmatter=mmatter 
INNER JOIN currates ON mcurrency=curcode AND currates.trtype='A' AND periodt.pebedt BETWEEN currates.cddate1 AND currates.cddate2 
WHERE lcfco IS NOT NULL 
AND peendt = DATEADD(MONTH,DATEDIFF(MONTH,0,GETDATE())+1,0)-1  
GROUP BY tklast,tkfirst,peendt

Accounts Payable Annual Activity and Balance

Here's a quick and dirty little query that you can run at the beginning of the year to see a summary of the prior year's accounts payable activity and current balances by vendor. Transactions are converted to firm currency using the average method for the month of the transaction, and balance is converted to firm currency using the daily rate as of the end of the year. Note that the balance table is outer joined, so not all balances will be returned, just ones with prior payment activity. If you want both, you would need to do some fancy footwork with a full outer join and some coalescing, which is beyond the scope of this post =).

SELECT
ap.apnum
,ap.apname
,SUM(CASE WHEN (apyr=2013) THEN apntpr/trancur.cdrate ELSE 0 END) AS '2013'
,SUM(CASE WHEN (apyr=2012) THEN apntpr/trancur.cdrate ELSE 0 END) AS '2012'
,ISNULL(apbal.apbal/balcur.cdrate,0) AS 'Balance'
,apamt.currency AS 'Currency'
FROM ap
INNER JOIN apamt ON ap.apnum=apamt.apnum
INNER JOIN currates trancur ON DATEADD(mm,apper-1,DATEADD(yy,apyr-1900,0)) BETWEEN trancur.cddate1 AND trancur.cddate2
 AND trancur.trtype='A'
 AND trancur.curcode=apamt.currency
LEFT OUTER JOIN apbal ON ap.apnum=apbal.apnum AND apbal.currency=apamt.currency
LEFT OUTER JOIN currates balcur ON '12/31/2013' BETWEEN balcur.cddate1 AND balcur.cddate2
 AND balcur.trtype='D' AND balcur.curcode=apbal.currency
GROUP BY ap.apnum,ap.apname,apbal.apbal,apamt.currency,balcur.cdrate
ORDER BY SUM(CASE WHEN (apyr=2013) THEN apntpr ELSE 0 END) DESC