ACCOUNTING TRAINING. Training. About Centerbase Accounting Chapter 1. Introduction. Requirements

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1 Introduction Chapter 1 Introduction Requirements Feature Overview Centerbase Accounting integrates fully with our existing billing features to provide a truly all in one solution for law firm financials. It is a modified cash basis system. By using our Accounting system, firms don t have to worry about double entry of transactions, data entry errors, complicated Trust transactions and can reconcile and report on financial data all in a single system. Requirements Centerbase integrated accounting is available with an additional annual subscription charge of $10 per/user/ month (i.e., $120 per year). It is an all-or-none feature, so if a firm is implementing Accounting, all users will be at the new price level. If you are currently using Centerbase but not using the accounting, you have the option for a 30-day free trial. You can turn on the 30-day trial in your system settings as shown in Figure 1-1: Figure 1-1: The Accounting tab in System Settings 1

2 ACCOUNTING TRANING Chapter 1 System Overview Accounting adds quite few features to allow full firm GL management including: Chart of Accounts Online Banking Account Reconciliations Accounts Payable o Write/Print Checks o Enter Bills o Pay Bills o Enter/Pay Matter Costs Advanced Trust Accounting Financial Statements and Reports Journal Entries Bank Deposits 2 2

3 ACOUNTING TRAINING Chapter 1 Accounting Home Page The Accounting homepage can be accessed on the left-hand side of the navigation bar. At a glance, view what needs to be done with Clients, Vendors and Trust. The user can easily get a pulse on Income & Expenses, Expenses by Account, Top Accounts Receivable and Bank Accounts with the option to filter these stats. Figure 1-2: The Accounting Home Page 3

4 Chapter 1 Client Center The Centerbase Client Center has tiles across the top so the user can easily see the value of Unbilled Items, Unposted Bills, Unpaid Bills and Bills that have been paid. Use the Search bar to quickly find a particular client. Create bills, add payments and view the client ledger all from the client center. The columns also allow the user to see the number of open bills and open balances. Figure 1-3: The Client Center 4 4

5 Chapter 1 Vendor Center Much like the Client Center, the Vendor Center has tiles across the top so the user can easily see the value of Expenses unpaid in the last 365 days, the value of open Vendor Bills in the last 365 days, and payments made in the last 30 days. Use the Search bar to quickly find a particular vendor. Create a new vendor, create a vendor bill, make a payment and make a vendor inactive. Figure 1-4: The Vendor Center 5

6 ACOUNTING TRAINING Chapter 1 Chart of Accounts The Centerbase Chart of Accounts allows you to create accounts, assign parent accounts, reconcile your accounts and access the Account Register. Drill down on specific journal entries, create new journal entries, reconcile and even connect to your online bank accounts. Figure 1-5: The Chart of Accounts page 6 6

7 Chapter 1 Checking Within Centerbase, you can write and print checks. Write checks from Operating or Trust, with the option to print the check immediately or in batch. Choose whether you want your checks printed in Voucher or Standard format. Figure 1-6: The Write Checks page 7

8 Chapter 1 Online Banking Online Banking is available for an additional $5/month/connected account. It allows the firm to download transactions from banks and credit card companies and either match to existing transactions, or add new transactions into Centerbase. This makes reconciliation and data entry much easier. Figure 1-7: The Online Banking page 8 8

9 ACOUNTING TRAINING Chapter 1 Billing Codes The Centerbase Billing Codes page allows the user to manage current billing codes and to create new codes. The information displayed on the page shows the name, whether the code is in use, the type, category, expense type and description. Figure 1-8: The Billing Codes page 9

10 Chapter 1 Journal Entries The Journal Entries page in Centerbase shows the Journal entry date, Amount, Reference Number and Memo. This page also allows you to easily edit or delete an entry. Figure 1-9: The Journal Entries page 10 10

11 Chapter 2 Setting up Centerbase Accounting Navigating the Chart of Accounts Now that we have a general overview of the Centerbase accounting system, let s get started setting up the system for the first time. The very first thing to do before using the system is to review the accounting default accounts and set other initial/basic settings. NOTE: All of the default accounts should already be set, however, if you wish to set custom accounts by default, you may need to visit Chart of Accounts after turning accounting on in this section, then return to set these as defaults. Navigate to System Settings, then click on the Accounting link. 1. To enable accounting, check Include Accounting in Centerbase a. Choose your General Ledger Commencement Date i. This is the date where Centerbase will start recording the debits/credits for your transactions. This should also be the date you enter your opening balances for your chart of accounts. b. Choose Revenue Allocation for the Accounting Style i. Revenue allocation is the typical style for law firms, where account posting is bases on fees and expenses. ii. Billing code style is similar to how QuickBooks works, with account posting based on setting on the billing code. c. Choose your date for Account Period Ends and Closing Date i. Period ending will determine your retained earning period on the balances sheet. ii. Close date will prevent changes to transactions by any user that occur before the closing date. d. Enter in the correct information for Trust Checks Payable i. This will show as the Payee on trust checks cut to the firm from client accounts. e. Enter in the correct information for Journal Entry Auto Number i. This will be the next journal entry number used. f. Enter in the correct information for Centerbase Account Number Minimum Digits 11

12 i. Minimum digits require when entering account numbers on chart of accounts. 2. Set the default prepaid accounts a. Choose Client Prepaid Account i. This should be a liability to hold overpayments / payments in suspense held at the client level. Payments held at the client level can be applied to any matter for that client. b. Choose Matter Prepaid Account i. This should be a liability to hold overpayments / payments in suspense held at the matter level. c. Choose Vendor Prepaid Account 3. Default Trust Accounts i. This should be an asset account and is set in the case that vendor bill payments are made to a vendor, and somehow an overpayment is applied or a vendor bill is deleted, and Centerbase needs to allocate the paid amount somewhere. a. Choose Bank Account i. This is the bank account Centerbase will use when auto creating trust ledgers for new matter. This can be overridden at the matter level before transactions are added for a matter. b. Choose Liability Account i. Also the default account to use. Will record the firm liability for funds placed in trust / retainer. 4. Default Fee & Expense G/L Posting Accounts. These are the default accounts Centerbase will post the various categories to. They can be overridden at both the Client and Matter levels. a. Choose Fees Received i. Income account for all fee allocations. b. Choose Hard Expenses Advanced i. Asset account for hard costs advanced. Debited when client costs are paid. c. Choose Hard Expenses Received Chapter 2 i. Asset or Contra Asset account to credit when client reimbursement for costs advanced are received

13 Chapter 2 d. Choose Soft Cost Received i. Income account to credit when soft cost income received. e. Choose Sales Tax Liability Account i. If using sales tax, the liability account to credit for tax allocations on payments. f. Choose Finance Charge Account i. Income account to credit when payments are received for interest/finance charges. 5. Default Payment Accounts: the accounts related to when a client payment is received or paying a vendor bill. a. Choose Client Payment Account i. The account to debit, by default, when receiving a client payment. b. Choose Bank Deposit Account i. The account to debit, by default, when processing a bank deposit. c. Choose Vendor Bill Payment Account i. The account to credit, by default, when paying a vendor bill. Make sure to save your changes with the Save button in the bottom right hand corner of the page as seen in Figure

14 Chapter 2 Figure 2-1: The Accounting System Settings page 14 14

15 Chapter 2 Figure 2-2: The Accounting System Settings page 15

16 Using the Chart of Accounts The chart of accounts page is located by default under the Accounting navigation link. Chart of accounts displays all the accounts set up in Centerbase, along with balances and other information. Let s discuss how to set up or add new accounts. 1. Creating a New Account a. Click on the Create New button b. Add the Account Name c. If you are using account numbers, add the Account Number d. Choose the Parent Account, if applicable e. Choose the Check Color if this will be a checking account i. This will be used in the interface when creating a new check to easily visually distinguish between different checking accounts. f. Choose Routing and Bank Account Number i. Presently, these are only for information purposes and not used elsewhere. g. Add a Description for the account if desired h. Choose Save and Close Chapter 2 i. If you wish to add online banking connectivity to the account, open the account again from the Pencil icon and click on the Online tab to connect the account to an online bank account, if applicable. i. If an account is connected to an online account, this is noted with a green lightning strike in the online column on the Chart of Accounts home page

17 Chapter 2 Figure 2-3: The Add Account window 2. Edit/Deleting Accounts a. To edit an account, click on the blue edit pencil for that account. The edit window will appear. Make your changes in the window, then select Save & Close. b. To delete an account, select the red delete icon for that account. A window will appear confirming you want to delete the account, select OK. 3. Account Register i. You cannot delete an account if it contains transactions. a. To view an Account Register, click the hyperlink on the account name you want to view. b. You can drill down on a specific transaction by clicking on the icon under the Type column. c. To edit a transaction, click the blue edit pencil for the particular transaction or the icon above in step b. 4. To add a Journal Entry to the Account Register, select Add Journal Entry in the top right-hand corner. 17

18 Chapter 2 Figure 2-4: The Account Register 5. Reconciling Accounts: Any account in Centerbase can be reconciled to allow you to lock down ending balances and transactions. a. Click on Reconcile, the New Reconciliation dialog will appear. b. Choose Account name and Statement Date, enter the Ending Balance from your statement, then click on OK. c. Once at the Transactions to Reconcile screen, select which transactions you want to reconcile, then: i. Select Finish. If the Statement Balance and Cleared Balance match the reconciliation is complete. ii. Select Save for Later if you wish to return to the reconciliation later. iii. Printing or viewing the reconciliation can be accomplished in the next steps. 6. Reconciliation History is accessible from the main Chart of Accounts page. From here you print a reconciliation report, delete/undo past reconciliations, or view them online. a. Click on Reconciliation History b. Choose which account s history to view by selecting the account from the drop down c. Choose the date range, then click Apply 18 18

19 Chapter 2 d. View a reconciliation by clicking its View icon e. Print a reconciliation by clicking its Print icon f. Delete a reconciliation by clicking the Delete icon Setting Opening Balances The first step after setting your default settings and populating the chart of accounts is to establish your opening account balances. This is accomplished by entering a series of journal entries to the appropriate accounts. This is typically an Accounting Manager/CPA function, so is beyond the scope of this current training guide. 19

20 Client Center Actions 1. Creating a Client Bill Chapter 3 Client Center Vendor Center Writing/Printing Checks a. When you want to generate a bill for a client, select Create Bill under the Action column, then select the Matter to generate the bill for when prompted. b. Confirm your billing date range, then select Generate. Figure 3-1: Matters to Generate Tip: The Client Center is an easy alternative location to generate bills for an individual client, since the generate bill dialog will allow you to select which matters to bill for and shows all the open matters for that client

21 2. Adding a Payment Chapter 3 a. Choose Receive Payment under the Action column to add a payment for the selected client. 3. Viewing the Client Ledger a. Choose Client Ledger under the Action column. Click the drop-down arrow to select if this option isn t already showing. 4. Opening a Client detail record a. Click the client name to view their detailed record. b. If enabled in the settings (System Settings>System Configuration>Advanced Configuration), a Transactions tab is available on the contact record to view all transactions for that client. Figure 3-2: Transactions tab on a Contact 21

22 Vendor Center Actions Chapter 3 The Vendor Center is located under the Accounts Payable navigation icon in the left main navigation. Older database may show this item under Accounting. 1. The Vendor Center Tiles a. Clicking any tiles on the Vendor Center page will narrow the vendor list to vendors that meet the criteria for that tile. 2. The Search Box a. In the Vendor Center, a user may enter search test to narrow the list of vendors. 3. Opening a Vendor detail record a. Click the vendor name to open the associate vendor detail record. b. If enabled in the settings (System Settings>System Configuration>Advanced Configuration), a Transactions tab is available on the vendor record to view all transactions for that vendor. 4. Creating a New Vendor a. Creating a new Vendor is like creating any other record in Centerbase. Use the NEW (+ icon) in the upper right of the UI and select Vendor. 5. Creating a Vendor Bill a. Select Create Vendor Bill under the Action column for a particular vendor b. Enter bill number and other information on the form c. You have the option to search and attach for a copy of the bill d. If applicable, enter payment terms e. Select Due Date f. Select Save to close and save the bill 22 22

23 Chapter 3 Figure 3-3: The Action tab Writing and Printing Checks 1. Writing a Check a. Writing a Check page can be initiated in two different places. i. Choose Write Checks under the Actions section on the Accounting Home Page. ii. Use the NEW icon in the upper right navigation and select Check b. Select Check Type (Operating or Trust) c. Select Account i. For operating checks, select the account to withdraw from using the drop-down arrow. ii. For Trust checks, choose the matter and trust account. d. Choose a Payee i. Select a client or vendor already in the system. 1. If the client or vendor has an address, it will populate into the check 2. Edits made to the address will not populate back to the client or vendor, and will only be for this one check. ii. Manually type text into the payee field if desired. This will not create a vendor or client but allows quick entry if the client or vendor does not yet exist in Centerbase. 23

24 e. Add a memo Chapter 3 f. Add line items to your check (Note: the items below are mutually exclusive for any given line item) i. Select a GL account to code the line item to OR ii. Select a matter and billing code iii. Enter the rate/amount g. Select bills to pay 2. Saving Checks i. If a selected vendor has outstanding bills, you may check them off and pay them using a check by clicking the Vendor Bills tab. a. To print a check immediately, select the blue Print button. b. To print the check at a later time, make sure the Print Check Later box is checked. i. Note that if the Print Check Later box is checked, the Print button will no longer be displayed. c. When saving the check, you can select the arrow on the green Save button to Save & close, Save & New or Save & Duplicate. Save & New will save the current check and clear out your data for a new check to be written. Save & Duplicate will save the current check and duplicate the check for a faster check writing process. Figure 3-4: The Save Drop-Down 24 24

25 3. Printing Checks Chapter 3 a. Navigate to the Print Checks home page using the navigation on the left-hand side of CB or under the Actions section on the Accounting home page. b. On the Checks to Print tab, you have the option to select which account to print checks from. c. Make sure to the correct check format is selected in the Check Format box. i. Check format can be set up under the Check Setup tab. Refer to Section 4 for details. d. Select all checks at once or select individually. Click Preview and Print. Figure 3-5: The Print Checks page 25

26 Chapter 3 Figure 3-6: The Check Setup tab 26 26

27 Chapter 4 Trust Trust Transfers Working with Trust (IOLTA) Transactions in Centerbase Accounting Basic Trust Account Functions 1. Deposit Funds to a Matter Trust Account a. Navigate to matter page b. Click the green Matter Actions drop down and select Deposit to Trust c. The trust deposit dialog will open d. Required fields are noted with a red asterisk e. For Deposit To, you may select either i. Undeposited Funds Trust. This will place the money into a Undeposited Funds Trust account that you may later batch deposit multiple checks into a single bank deposit. ii. Place the funds directly into the trust bank account. 2. Disburse Funds a. Generally, funds will be disbursed from the trust account by either paying a client bill from trust or issuing a trust check (See above section on checks). b. The Trust ledger page contains a Disburse function, but from there, you will not be able to cut a check or pay a bill. It will simply create a debit to the liability account and a credit to the trust bank account. 3. Refund a. As with Disbursement, generally, funds will be refunded from the trust account by issuing a trust check (See above section on checks). b. The Trust ledger page contains a refund function, but from there, you will not be able to cut a check. It will simply create a debit to the liability account and a credit to the trust bank account. 27

28 Chapter 4 4. Transfer Trust Transfers a. The transfer function allows you to transfer funds between any two matters trust account, without regards to the client. b. From the Trust Ledger, click on Transfer, and an Edit Trust to Trust dialog window will appear c. Select your from and to matters, amounts, etc... and click Transfer. The integration of Billing and Accounting is extremely helpful when using client trust accounts to pay bills. The following section describes the accounting implication and functions of using these features. Any trust activities requiring attention will show up on the Accounting Home Page in the Trust Notification Center. Figure 4-1: Trust Options on the Accounting Home Page Paying Client Bills and Trust to Operating Transfers A client bill payment using trust amounts can be performed either automatically during posting, or manually entered as a payment for an outstanding client bill. Once either of these have been performed, the follow describes the accounting and bookkeeping process. 1. When a client bill payment from trust is created: a. A Transaction record is created that will credit the matter trust liability account and debit the special Centerbase liability account called Pending Trust to Operating. i. The purpose of this account is to record the transaction but also to create a task to be performed to transfer the funds from the trust bank account into the firm operating account before fully accounting for this transaction on the income statement. b. The client trust account ledger will show the decrease in funds

29 Chapter 4 c. The firms balance sheet will show the liability movement from Trust Liability to Pending Trust to Operating. d. The profit and loss will not show this transaction yet. 2. The bookkeeper/accounting manager should now perform a Trust Bank Transfer a. From the Trust Notification Center, click the Trust to Operating notification link. b. Select all the trust transactions to be transferred. c. Optionally select the from accounts to view transactions for using the Select Pending Transfer drop down. d. Select the Type of transfer i. If Check is select, there will be an option to print the check now, or later. e. Select the account to deposit to i. Select any non-trust bank account, or ii. Select Undeposited Funds. This allow for printing of a check from the trust, and batch depositing with other checks received to the firm that day using the Bank Deposit function. f. Optionally, select Print Summary to print a trust transfer voucher. g. Click Save and Close or Save and New. h. Once the Trust Transfer is made, the following takes place: i. The Pending Trust to Operating account is credited, and the selected bank or UDF account is debited. ii. All Income Statement accounts tied to the client bill are now credited as specified in the accounting settings for that matter/client/system. Ie, fees received, hard costs, etc.. Tip: Centerbase assures that you can only move funds between appropriate accounts based on the trust account settings on each individual matter. This prevents mistakes such as accidently transferring from the incorrect bank account for a client s matter. One way this is done is to prevent you from selecting multiple FROM accounts at the same time in the trust transfer dialog! Receiving an Overpayment and Transferring it to Trust When a client overpays a bill, you have the option in the Apply Payment dialog to transfer the overpayment to the clients Trust Account. Once this payment has been saved, the follow describes the accounting and bookkeeping process. 29

30 Chapter 4 a. When a client bill over payment is allocated to trust: i. The payment record will debit the deposit to account for the full amount of the payment, it will credit the appropriate accounts related to the client s bill payment portion, BUT will credit the special Centerbase liability account called Pending Operating to Trust for the remainder amount of the overpayment that was allocated to the trust account(s). ii. The purpose of this account is to create a task to be performed to transfer the funds from the firms operating account into the correct IOLTA account. Special Note: The above function to record and enforce transferring overpayments deposited into the operating account is a big defense against errors and super helpful to avoid trouble in a ABA Audit of your IOLAT accounts! b. The client trust account ledger will immediately show the increase in funds. c. The firms balance sheet will show a balance in the Pending Operating to Trust account. 1. The bookkeeper/accounting manager should now perform a Trust Bank Transfer. a. From the Trust Notification Center, click the Operating to Trust notification link. b. Select all the overpayments to be transferred. c. Optionally select the from accounts to view transactions for using the Select Pending Transfer drop down. d. Select the Type of transfer i. If Check is select, there will be an option to print the check now, or later. e. Select the account to deposit to: i. Select Undeposited Funds Trust. This allow for printing of a check from the operating account, and batch depositing with other trust/iolta checks received to the firm that day using the Bank Deposit function. ii. OR Select the bank account associated with the clients matter in the deposit to drop down. NOTE: Only transfer that are bound for the same bank account can be selected at the same time to prevent mis-transfer of funds. This is based on the matter trust account settings for that particular matter. f. Optionally, select Print Summary to print a trust transfer voucher

31 Chapter 4 g. Click Save and Close or Save and New. h. Once the Trust Transfer is made, the following takes place: i. The Pending Operating to Trust liability account is debited, and the selected appropriate Trust Liability account for the specified matter s trust(s) is credited. Figure 4-2: Trust Bank to Transfer 31

32 Chapter 5 Online Banking P&L Report Balance Sheet Online Banking The purpose of online banking in Centerbase is to allow quick entry or matching of transactions downloaded from your bank. This allows for more up to date account balances, easier reconciliation, and much reduced data entry. Once an account has been enabled for online access in the chart of accounts, you will be able to download transactions into Centerbase. This section covers downloading, matching and creating new transactions using Online Banking. Setting up online access is covered in the Chart of Accounts section. The online banking screen is broken down into 3 tabs: For Review: This tab contains all the downloaded transactions that have yet to be reviewed and matched. In Centerbase: This tab contains all the previously downloaded transactions that have already been matched or added to Centerbase. Excluded: This tab contains transactions that have been downloaded but have been excluded using the exclude function. Using Online Banking Navigate to the online banking page using the main navigation bar, generally this is located under Banking. 1. Use the Account drop down to select the online account you wish to work with. 2. Click the Update button located in the upper right of the page to download any new transactions, if desired. a. Once the download competes, all new transactions downloaded will appear in the grid. b. The Bank Balance tile will update with the current balance downloaded from your financial institution. 3. Adding a new transaction to Centerbase using a GL Account a. Click anywhere on the transaction line b. Select the Add radio button c. Choose an account from the drop down d. Enter a description 32 32

33 Chapter 5 e. Click Add Tip: When selecting a GL account for a downloaded transaction, Centerbase will auto recognize the vendor or payee and automatically select that account for you for all future downloaded transactions. 4. Adding matches a. If Centerbase finds a single matching transaction, it will display the label Match and you may simply click Match to accept the transaction. b. If Centerbase finds more than one transaction that could be a match based on amount and the transaction date, you will see a label that reads x Matches. In this case, you should: i. Click anywhere on the record line item. ii. Click Find other Matching Transactions. iii. Select the correct transaction from the Match Transaction page OR iv. Change your filters to view more transactions OR v. Click individual transactions to review them THEN. vi. Select the transaction that matches and click the Match button in the lower right corner. vii. Online banking will return to the match page, but the matched transaction will disappear and will now show on the In Centerbase tab. 5. Perform an Account Transfer a. Open the line item b. Select the Transfer radio button c. Select the GL account from the drop down to transfer from/to depending on downloaded transaction type. d. Click the blue Transfer button to create the transaction in Centerbase. 6. Enter a Matter Expense a. Open the line item b. Select the Matter Expense radio button c. Select the Matte, Billing Code, and enter a description (this will show if this is billed to the client on a client bill in the description column of the bill). 33

34 Chapter 5 d. Click Add e. A Billing Entry is created for the selected matter and amount. 7. Excluding Transactions a. Select one or more transactions using the check box b. Click the Actions button, and select Exclude c. Confirm your action by clicking Yes in the confirmation dialog. d. The transactions will disappear from the For Review tab and now appear in the Excluded tab. 8. Accepting Multiple Transactions a. Select one or more transactions using the check box i. Note: These must be exclusively matched or contain a pre-populated account. b. Click the Actions button, and select Accept c. Confirm your action by clicking Yes in the confirmation dialog. d. The transactions will disappear from the For Review tab and now appear in the In Centerbase tab. 9. Adding New Transaction from the line item a. You can add new Journal Entries or Billing Entries directly from the match line item b. Open the line item c. Click Add Another Transaction Type d. Select Expenses Billing Entry or Journal Entry e. Complete the dialog and press Save Tip: Entering new transactions using the ADD function will create a special type of transaction called a Credit Card Expense that will show up in the specified account registers

35 Profit & Loss Report Chapter 5 The Centerbase Profit & Loss report is a cash basis income statement. This report can be downloaded into an Excel spreadsheet and/or printed. Notes and Settings Sub accounts can be show/hidden using the Expand All checkbox. The report can be printed or downloaded to Excel. Date ranges can be specified by clicking the calendar icon. If accounts of type Cost of Good Sold have been set up, they will appear in the income section, and a Gross Profit subtotal will be displayed. If accounts of type Other Income or Other Expenses have been set up, they will appear at the bottom of the report after Net Operating Income and before Net Income. As a cash basis report, Vendor bills enter will not show as expenses until paid. Figure 5-1: Profit & Loss Report 35

36 Chapter 5 Figure 5-3: Trial Balance Report 36 36

37 Chapter 6 Billing Codes Journal Entry Billing Codes To manage Billing Codes, navigate to the Manage Billing Codes link in the left navigation, typically found under the Billing group. 1. Creating a new Billing Code a. Click the green Create New button in the top right-hand corner of the page. An Add Billing Code window will appear. b. Enter the Billing Code Name and Rate/Cost i. Entering a value in the Rate/Cost field will cause that amount to override any other defaults when using the billing code on a billing entry. Use CAUTTION if setting this field for Time/Fee Entries. c. Select the Type and Category i. Time This is used for all FEE codes 1. Choosing the Category will determine on what matters the billing code appears based on the billing settings for each matter. ii. Expense This is used for all Expenses billing codes 1. Category is present to expense and not editable 2. Expense Type determines how the income for this billing code is posted to the GL. a. Hard Cost goes to account specified in hard cost GL account settings. b. Soft Costs - goes to account specified soft cost GL account settings. Tip: Setting the category of a fee billing code is the main way to specify different code sets for different matters. If you need more categories, these can be created by adding additional classes to the billing code item type using the Item Manager in the Windows Administrative Tool! d. Don t forget to check the Taxable box if applicable i. If taxable, Centerbase will calculate and allocate sales tax when payments are received for this item. 37

38 Chapter 6 e. Enter the LEDES code i. These are used when generating UTBMS text files for bills. f. Add a description i. This will show up by default for all expense entries, but NOT for Time/Fee entries. g. Save & Close, or choose blue arrow Save and New to create another billing code. 2. Editing a Billing Code a. Click on the blue edit pencil for the code you want to edit. b. Make edits in the Edit Billing Code window that appears. c. Choose Save & Close, or Save & New. Figure 6-1: The Billing Code Dialog 38 38

39 Chapter 6 Journal Entries Journal Entries are easy to create and edit in Centerbase. New or existing entries can be easily duplicated using the Save and New button available by clicking the arrow on the Save & Close button. Creating Journal Entries Journal Entries can be created either from the Journal Entry page, or from inside of any GL account register. To create a journal entry, navigate to either of those pages and: 1. Click Add Journal Entry from an account register or Create New from the Journal Entry homepage. 2. Centerbase automatically populates the reference number with the next number in sequence. 3. Enter line items as needed. Additional lines can be added by clicking the Add Line button. 4. Debit and Credit totals will automatically sum at the bottom off the dialog, and must be equal to save the journal entry. 5. Line items can be deleted by clicking the delete icon. Figure 6-2: Create New Journal Entry 39