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Invoice wording for Production

hello everyone i'd like to say thank you for joining today's session what we're going to do first before we actually get started with today's agenda is we're actually going to look at rb9 and talk about some visual differences and clicking and navigating the application that make it different from how you guys utilize rb8 first off rb9 is a full web-based application so that means that all you need is an internet browser and an internet connection and you can basically use rb from wherever you are there's no more program you have to and worry about having managed on your pc so that means you can use rb on a desktop pc a laptop a mac a macbook a tablet technically even your phone your phone has a browser and you can technically use rb known in your phone as well now all of your usernames and passwords from rb8 will convert over so you can log in using your same credentials or rb can be set to use email as their login as well so i'm going to go ahead and as you can see i've logged into rb9 and let's just take a look around and kind of explain a couple things the differences between rba and rv9 now up at the top you still have your menus and you can see a lot of these menus are still the same as what they were in rb8 there are a couple noticeable differences we did add an entities menu here and basically all of these items are under setup and then if you guys have rb web we now call that rb connect and basically we just put rdb connect functionality under its own menu heading as well your personal options is at the top left of your rb8 screen can be found at the top right where you see your name logged in you highlight it and this will show you your personal options where you have your user preferences your notifications and messages and whatnot okay so let's talk about navigating the program so i'm going to open up some functions and i'm not really opening up anything in particular i'm just opening up random stuff just to show you guys that when you do open functions in rb9 it's similar to how rba does it they all open up as tabs at the top as you can see your search criterias are still on the left hand side and for the most part you know searching in this application is exactly the same as rba it is because you know we didn't want to totally reinvent the will with how you guys are finding pro functions to open up and how you're actually searching data to actually pull up data we want that to still be an efficient manner for you so we try to keep that for the most part the same with um you know making some additions adding search criterias things like that okay now search criteria's on the left right hand side is your results pane so as an example invoice inquiry i can go back in time a little bit and pull up all my invoices from july 1st this is how you look at the data so this is again similar to what rba shows you the grid layout you could say mimics a spreadsheet columns and rows of data uh get your grand totals at the bottom see how many total records you're looking at down here at the bottom right you still have your export options down here at the bottom right as well this little button right here is export and you can still export grid layout functions to excel or as a csv file okay now some of our functions are still reports like for example jobs print out you guys might not use this being a production and billing but just to show you what a report looks like it's very similar to what you're used to okay so reports format may have changed a little bit but again we try to keep them similar if you're already used to using them they will remain that way you can still print reports out if you need to or you can export like to pdf if you want to okay so those are always good to do now let's talk about opening up detail windows in rb9 because this is a little different than rba if you ever wanted to open up a detail window in rb8 you can double click a line in a grid layout or you can right click and view it now i will tell you this in rd9 both of those functionalities are gone there is no longer any double clicking inside of rb9 and you no longer right click inside of rb9 no more double clicking because this is a website anytime you want to go to another page on any website do you ever double click anything no you don't you click on a link and the link will take you to your next page that's the same thing as rb9 like in this example the invoice number over to the left is the very is the very first column is the clickable link you can see it's blue just like with any website link and when you cursor over it it actually makes the hand pointer okay so right clicking this is my right click options these are options that chrome is giving me so we don't control that so right clicking is gone since you're in a web browser right clicking is reserved for the web browser's controls okay so don't even bother trying to right click don't even bother trying to double click you want to open something up click on the link and that will open up the page okay so as you can see right here i actually opened up an invoice right and if you look at the top right it's actually open up there as a tab okay so that's actually one of the things that i like about rb9 over rba is that you can see whatever you have open in the same screen as the rest of the functions i can go back i can open up another invoice and you can see exactly which ones you have open at the top so of course i like that a lot more than rba because rb8 in my opinion was a little hard because right you have to click on the icon at the bottom of your computer and then you see which windows are open and then you click that one so again it's a little harder to control that now let's talk about some other differences in being inside of a detail window okay for example if you ever open up a detail window in rb8 there's always tabs at the top that go left to right where you can get information pertaining to whatever detail window you're in like for example you know when you open up invoice inquiry you're on the general tab then you may have the additional tab then you'll have the witnesses tab then the resources tab so forth and so on each one of those tabs it gives you different bits of information right well notice at the top of this invoice details screen there are no more tabs right instead rb9 just goes top to bottom so it's the same sections broken down from the rb8 tabs they just go top to bottom so general section which would have been the general tab additional which would have been the additional tab then you have orders resource pay receivables transactions repository and notes log so everything is still broken down into sections which were the tabs in rba but they just go top to bottom okay now that's a lot of scrolling what if i want to get back up to the general section do i have to do this no you don't have to do that okay so i actually have a little tip for you guys that'll speed that up make it a little easier to navigate to somewhere exactly where you want to be so if you'll notice at the top left of this detail window we're in was says view invoice and if i click right there you'll see this gives me all of my options for where i can navigate to you so everything beyond the uh expand all these are all the individual sections of this detail window so if i need to look at the resource pay for this particular invoice i can simply click resource pay and it jumps me right there if i want to go back to general click on general takes me back to the top okay so that's how you jump around inside of the actual detail windows so get used to that that'll save you some time now i want you to also notice something literally when i am in a view screen i'm literally just viewing i can't make any changes to any of these fields period you'll see everything is pretty much just a solid fill if you want to make changes to our record there's always an edit button at the top so if you click edit invoice inquiry doesn't have as many editable fields but you can see right here for example invoice message i can now manipulate if you come down there's the additional section i can actually populate these fields if i forgot but they're all open now for me to be able to type in so that is something to get used to when you open a record you're in view mode when you click edit you're then in edit mode so those are the types of things you should get used to another nice thing about everything opening up as these tabs inside the screen is that you can open up as many as you want and they just keep going to the right nothing really opens on top of each other like rb8 is always window on top of window on top of window on top of window the problem with that was not only did it get dizzy just find out what you had open but you could get to a place to where you opened up a detail window and it wouldn't allow you to basically go anywhere else i couldn't minimize it and go look at something else i had to close that existing one and then i would be able to navigate other places so since rb opens in one screen inside of the web browser it'll just allow you to open whatever you want and you'll always be able to see what's open because it will open up as a tab at the top okay so let's go ahead and we're going to close all these tabs okay so today's focus is going to be on production and billing okay so we're going to look at production from two aspects so obviously production in my standpoint is you know reporter turning in the job and now we need to turn in that information into rb using the turn in module we need to use rb to create the pdfs and we need to use rb to do the shipping as well then from the billing side after that of course that's finishing the invoice off and actually posting and sending their invoices okay so we're going to look at turn in from two aspects one you guys do it from scratch so reporter turns in the job to you hands you in the billing sheet and ascii you're going to start it from scratch to put everything in number two we'll see what it looks like when you receive a job via rb connect turn in which is called rb web for what you have now so your reporters are submitting the turn in through rb connect and we'll see what that looks like when you receive it and how you finish that building off for that particular job so what we're going to do is we're going to do a couple things so how do i start the turn in in rb9 well it's very similar to rba i can go to production turn in put my job number in and find it okay just like rb8 you know maybe you guys are already in the calendar maybe the job was up you were looking at stuff already maybe you were in here making sure this is what the job you needed to turn in and do right can you get to turn in from here yes you can click on more select turn it so either way you go this of course bypasses going to the turning function searching and then clicking here to open it right when i click this job number in the turn in function this would actually be the turn and what it would look like okay now as you can see the turn in window in rb9 is completely different so you're used to the four quadrants of tournament and rba now rb9 is simply two sections it's a witnesses section and an invoices section if i have to compare this to rb8 i would say that the witnesses section is like step one of rba turning and the invoices section is like steps two three and four so i'll relate this turn into the rba tournament so it kind of gives you a visual of what you normally do okay which should help now at the top of the job you'll see we get some information we get the job number we get the job date and the case if it would have been specified if i need to get information on the job like maybe i didn't have the job open up here i could click on the job number right here and the job will open to the right so you can see if i look to the left there's the job okay so it's just over to the right that's it so i can edit and change anything if i need to or get information i need and just close it now production and billing those this is a new field okay basically every job now that is created in rb9 there is a production and billing notes filled that is specific to that particular job if anyone puts any job specific production and billing notes in there you're going to see those notes right there so let me give you an example of how this would work i'm going to show you visually where it pulls from if i go back to the job and i edit this job into the additional section there is production in million dollars so maybe we made a deal with them and we're supposed to build them out at 475 a page instead of five dollars we could say bill 01 at 475 per page right so somebody would put that in there at the time of scheduling or any time before this job was taking place you guys would actually see it right there so that's nice we gave you a nice place where you can see all of your important information pertaining to the job and that's your reminder right don't forget to do something as production and billing okay now let's talk about step one first thing you do when doing turning reporter turned into the job you guys have the billing sheet in front of you and now you uh you also have the ascii right with the exhibits ready to go so you got to start from scratch we want to answer the witness first very self-explanatory on the witness not very different from how rb 8 is handled you're going to click new over to the top right the witness will automatically appear from the job you'll notice a lot of similar fields here pages to dub beginning ending page volume number last exhibit marked actual start time and end time and remarks so i can put pages here okay only new fields here is number one witness email okay if you have the email address of the witness if you guys get it populate it right here why did we add that well the reason why we added that is because if you guys produce letters under the production menu those letters can now be emailed directly from rb9 in the previous version in rb8 you can only produce the letters but you couldn't send them directly from the system you had to basically export them as a pdf or print them as a pdf and then fire up an email and then you could send them out right so it's a lot better like that if you actually use those letters in rb9 the other difference is right here resource now notice usually when you hit new and there's an assigned resource the resource will just appear but that process has changed okay because in rb now we actually track which resource is taking care of which part of the job it is called a task so we actually assign resources to the task that they're completing for the job so for example if the client calls and says they needed a court reporter then the job would have a task name to it tied to it called depo or court reporting and to that task i would assign a court reporter if they needed a videographer then i would assign a task named video to that particular job and i would assign the videographer that's what i would do okay so when you turn in the witness you have to tell rb okay well which resource assignment which task is the one that took this witness because that's how you complete somebody's job so if a resource you're turning it in for they turned it in we don't ever want to show up as a task in progress for them because they turned in all their work so that's exactly what we're doing right here so what you have to do to get the resource into the resource field is you need to grab the task from the job so you'll simply click on actions and you're going to select look up task so what that will do is it'll look back at the job and it shows you hey there's a court reporting task there jason's assigned to it so you're turning in a witness and we know jason was assigned to it is this jason's task that you're turning in right is jason the one that deposed that witness yes so i click on court reporting and it automatically brings a name in see if i would have done this right and there was video here with the videographer then see i still grab the one that should be associated with that witness i wouldn't associate reporter and videographer to one witness you only do one of them i'm only turning in the court reporting portion of the job and that will allow calendar and everybody else to track who has what task outstanding because if you don't turn them in and tie it to the witness then it's like they never turned in their job and they can actually keep up with who has outstanding jobs that's the whole point so we have the resource tied to the witness now so what you can do is you can click save and then save and edit that will take you to the repository section so this is just like the witness level repository in rb8 so this is where you would upload all the files that pertain to the witness right ascii exhibits whatever you have so in my example i have asciis and exhibits so i'm going to click new to upload a new file and this actually supports drag and drop so if i have my folder open right here and these are my files my sample ascii in my three exhibits i can simply drag them over here and let it go we'll bring all those in okay otherwise if you don't like drag and drop you can click in the box and that will open up the standard you know search and select the files so let's go ahead and click next and here i can set the file types right that's what i need to do here so there's only three exhibits technically i can go exhibit exhibit exhibit or you can go set value file type and i can say i'm going to choose exhibit and i'm going to make it for each of these three files so if you're uploading a ton of exhibits right this will come in handy because you don't have to do them one at a time like i was doing prior to that so i could just say okay all three of those are now exhibits without me doing all of them one by one ascii needs to be ascii that's still important if you use rb for a production to create pdf transcripts that's the kicker to be able to create it right click upload files rb will upload the files real quick okay so there's my three asciis here's my i'm excuse me my three exhibits and here's my one ascii so you'll notice right here only the ascii has this little actions drop down i'm pretty sure you know what's going to be there once i click it it's going to say create pdf transcript you only have the option to do that because it's based on the file type being ascii right so let's create the transcript so let's see what this process looks like this process is not really any different from rb8 the one difference is that it's vastly faster way faster than how it runs on your local desktop pc so create pdf and then your preferences will appear so remember you still have all the same preferences your generals your header and footer how you like the word index and word list and your condensed transcript options okay you still have all those all your profiles that you have set will still be here as well your preferences and those will convert over as well so let's go ahead and click next and so rb this is your verification screen you can set your do not condense so many pages if you choose to do that so this one i think it's one or two i'll do three pages i won't convince the first three and i'll hit next so that's it rb created that transcript this is the final screen already so that's how fast it was if i needed to look at this transcript i wanted to look at it now i could click on the file name and since this is actually in a web browser it's actually downloaded this pdf transcript to my computer so this is what my transcript actually looks like again it's going to be all similar to what you're already used to if you use rb8 to create your pdf transcripts now okay notice here you can still link exhibits okay so i can go link exhibits rb will ask me if i want to do it to the this transcript at the same time sure i can do that let's do that and then uh again do not link the first number of pages i'm going to ignore that i'll just hit next i got to grab my ascii files and those are already in the repository so they show up so yes your asciis must be uploaded and tied to the witness before you get to this step click next this is where i have to choose my alias pattern so let rb do the work you have all your alias patterns already set up all you got to do is click save and rb will look through the transcript to see if any of those patterns occur in which case in my example it found two so then all i got to do is click next and now it's actually linking the exhibits to the pdf and it's done so this is your le version link exhibits and this is your le version there too so again very similar to what you're already used to let's look at this one real quick okay so here is an le this is the full size let's make it a little bigger and we'll just go down a little bit there we go so you know how it is it shows up in yellow it makes that little hand once you click over it and if you click on the exhibit one here it opens in a tab it opens up another file so that's how it works okay so it's all the same from rb8 close that out if i needed to digitally sign this transcript i'll sign the one with link exhibits right here okay so i could basically go to my page where i need it so it could be right there like a resource sign click it here where i want it and it will appear so you can always add a second signature if you need to so one thing better you notice now it actually goes with the text before it used to cover it up so this is a lot better so you can save this okay and now i can't sign that one but if i was done i wanted to go ahead and have these in the repository then i could check off what i needed to and then save to repository choose my file types word index i can choose word index right there pdf transcript with exhibits upload and then close i don't need to upload anything else so i can close this so now of course i have my two pdf files that are now uploaded okay let's go ahead and click save and now as production let's at least start the orders we're going to get this ready for billing so production at a minimum can at least add you know who's ordering and their ancillary items you know like you know the items that the reporter told us that they're ordering like the 0-1 the exhibits the rough draft right the other stuff like doing the billing raid and adding the appearance feed adding the shipping charges that can be done by billing later on okay but at a minimum production can create the invoices and start adding the orders so how does production create the invoices and create the orders well that's going to be down in that invoices section down there so if you think about rb8 that was step two of turn in in step two of that rba turn in you could add invoices in one of two ways there was a long way where you're just searching and selecting and then there was also a short way where you utilize pre-filled parties and you can just grab the job parties and automatically bring them in so let's look at both ways we're going to look at the long way first so the first thing we're going to do is we're going to utilize the plus sign the new button this is doing it manually okay so i'm gonna go here click new see if i look to the left here this is actually my invoice information i'm creating the new invoice i'm going to select my sold to client first which is the same as rb8 you're always selecting the ordering client first so over to the right it's already brought me to a search section so it's searching by firm so that's one thing different than what rb 8 did you search by ordering contact this one searches by firm but you can change it to contact if you want to here but it's no big deal i can simply type in part of my firm name select them and choose my bill sold to contact you'll see any warnings and any other production and billing notes right there which could be helpful and when i get down to the bill 2 information if bill 2 is same as soul 2 obviously check this box right if not i can leave it unchecked and then you can look up another firm and you can choose the insurance company if you need to or somebody else that would be uh paying the bill right i'm going to leave mine same as sold to and if we go down here this could be the witness they're ordering on they're going to get the original it's not a cod print details and invoices i can do that or it can obviously come from the firm and then i'll save it now what happens is when you create an invoice rb is kind of realizing hey you know what you turned into witness and it was that resources task now you're creating an invoice so rb realizes well if you're creating an invoice well the resource must have turned in their work otherwise why would you even be doing this right so right here rb's asking us something very very important it's asking us hey do you want to set the turn in and completed date for jason's task so if you're not waiting on anything else from jason you're turning this in because jason's done all his work right then the last thing we should do is complete his task why so it no longer shows up as an outstanding job that he needs to turn in so this is a very important step after you create the invoices if you're not waiting for anything else from this resource check this task and set the turn in completed date very important okay because that will make it like i said the task of progress will be 100 this job literally when i did that just fell off the task in progress list for jason that's what happened now look down here invoices section right so if i have to compare this to rb8 right here's what we did we created the invoice that's step two then it created the order ordering on megan hutchins and then we're gonna eventually add the service items that will be step four so that's why i said earlier invoices section is a combination of steps two three and four okay so it's not much different than what you're already used to it just looks different that's the main thing okay so that would be adding the invoice the long way so let's delete this invoice now let's say we're going to use pre-fill so i'm going to click on the invoice and delete it we don't need it so i don't want to utilize new right here i want to pre-fill pre-fill from what was step 2 in rba so pre-fill is under more actions right here so more actions pre-fill orders and services rrb will look back at the job so if both of them are ordering i can simply check them both off and then click create invoice now if i would have done that for the first time [Music] right now to the right side would have brought up that set turn and completed date for the resource but since i already did that on the previous invoice it did not show up so if you pre-fill you'll be asked that same question that i was asked when i created an invoice manually okay now if you look here now we have two invoices so you can see how this now works step two step three step four step two step three step four okay so not that different under each order you're specifying what he would be ordering under step three the order you'd be putting what mr stratford would be ordering down there that's how you do it okay now as production you may want to add like i said the 0-1 the orders and things like that right so you can at least do some of the work that billing will just come in and finish off like for example there are two invoices here i want to specify which one is the original i'm going to stick with it and say david stratford's the original so what i can do is go back up to more actions set original and i said i'm going to make it stratford's save okay so now we have original check box here not up here okay so how do i add some of the service items to this invoice maybe strapper is getting the 0-1 and exhibits in a rough draft mr weaver is getting a copy with exhibits how do i add those to the invoices well here's how you do it you're always adding service items underneath the order so to get service items here you're going to go to the left of the order and you can either add services one by one by hitting new service or you can pre-fill services and that will allow you to add the services using billing sets right so remember building sets is rb8 you click on pre-fill services and step three right if you utilize that new service the top option that's step four just hitting new so let's say i'm just gonna do new right do them one at a time this is the longer way but you can still do it hit new service i'm gonna say again he's getting a copy save and new and then we can say he's also getting exhibits so again this looks similar to choosing a server side of an rba it just it's in different places that's it so say this was six exhibits save and close so if you look here step two step three step four okay so we can see that these are definitely his service items if i come to mr stratford now and i want to do his order i could do new service if i wanted to but i can do pre-fill too let's do pre-fill let's add from the billing set even though i don't know all the service items that he's being billed for but i can still add what i need to so it's going to be my own one billing set i can uncheck all because you know what maybe i just do these right here on one exhibits rough draft so exhibits 6 rough giraffe 45 pages save all those service items add with a single click of the button so you basically turned in this job you did the production you turned everything in now what do you have to do you can probably go ahead and set up the shipping right now remember in rb 8 if you did shipping you could actually click the shipping button at the top notice there is no shipping button here in rb9 it's coming we're actually going to have that in the system in our q4 update so it's either not there now when you guys have your test system are going to go live but it will eventually be there you know sometime in october for sure so if you want to do shipping from rb right now you're going to go production and go to shipping so we made shipping its own function in rb9 which i think is a lot better because you can easily find orders here and create the shipping and then you can easily go here to of course look up shipping right so i can put my job number in and you'll see both orders appear so the kicker is right you can't ship anything or create shipping until you have the orders in the system right so at a minimum you must have the orders in the system and you have the orders you had to have at least created the invoice so at least at a minimum create the invoice and the order and that turn in feature but if i wanted to do one of these shippings to the left of the job number click on actions you're going to go new shipment and you can include this order right sending it to the sold to delivery method if you guys utilize ups or fedex remember we have the integration built in where rb can create a shipping label i can't take it all the way through the steps unfortunately but if we did use fedex i could choose fedex choose create shipping label and then i would choose my account pick all my information and how you wanted the label whether you wanted to be a pdf or some kind of image right and then you download the label so remember when you download the label that will automatically populate the tracking number so eventually you guys can track that remember this only works with fedex and ups if you guys use some other delivery method you're manually just putting all that shipping information in on the left-hand side you only do the stuff on the right if you use fedex and ups okay but that's how you do it and like i said again later on either you're going to have shipping in the turning window or you're not okay so that's what it looks like when you do everything from scratch okay but now we're not gonna quite take it to billing yet because we're going to use another scenario right what if the reporters turn in the job via rb connect which you guys are used to calling it right now rv web right well the same functionality as this in which case the process is actually very similar to what they're already currently doing so it hasn't changed much and the way it notifies you guys as production departments for when a reporter turns into a job it notifies you the same way within one edition so remember when a reporter turns into job via rb web for rb8 it'll notify you in the message center and that'll be the same thing that rb9 does okay now i can go up here where my name is and go to notifications and messages i already have one sitting here turning a notification for the job from jason yee right so that's turned in by jason i received this notification in notifications and messages but you can also set your account up to where it notifies you in your email as well so all notifications that you guys can receive in here can also be forwarded to your email address which is nice right because obviously you're not always in rb9 so you won't always see those new messages pop up okay now let's take a look at this particular message the turn-in is very similar to what you guys are already used to basically it's going to give you the turning information and you're going to get two links in here the same thing you get in rba so if i wanted to see the billing sheet there's a billing sheet link and you can download it right here so one difference here is right since rb9 is a web interface the files technically aren't stored where you can just view them they're up in the cloud right so in order for you to view the file you have to download it to your computer okay so you do have to click download and you do have to tell the system to either open it automatically or you have to open it manually one of the other depending on how your browser handles it like for example mine if i hit download my browser chrome is already set to open pdfs automatically so this is the billing sheet from rb9 and you can see it's very similar to what rba's building sheet looks like right job case information witness info you can see if they would have uploaded any files here and then you have the invoice order information down below so same thing from rb8 you can print this out as production to make sure that we're going to get everything correctly right now beyond that i can close the billing sheet and now i have a job number link so again same thing as rb8 click on the job number link and this actually opens up the turn in for that job so see right here the witness has already been added of course the resource is there because he's the one to turn it in and then you have your invoices down below so the resource did some of the work for you which hopefully they're doing so you don't spend so much time entering data if they would have uploaded files right then go into the witness and if you go down to the repositories section they're going to be listed right there so this just happens to be the same files that i uploaded for the last job but you can basically see oops that if i wanted to i have my create pdf transcript options or if i need to take these files down first and do something to them i can check them off and download them but that particular standpoint is still the same right you already saw this you create the pdf do your thing and then of course the orders are already there so we can go ahead and start the shipping as well okay so not much different so how do we finish off the billing for one of these jobs that we just did and let's just do this one since i already have it open okay so it's very similar to what we did um i have two invoices one on one client one copy client so what does billing do when is time to bill well billing has to choose the billing rate and billing has to add some other service items calculate it preview it maybe post it archive it maybe and then send the invoices out right so those are your options those are the things billing has to do so now that this has been started what i like to do first is i like to go up to the beginning of the invoices section right here and i like to go down this list to basically make sure everything's been done pre-fill has already been done i can see the checkbox for original for david stratford right there so set original has been done if you guys use invoice headers i would set my invoice headers now if you need to set your invoice messages you can also do that now i already know i have a default message so my default message is already going to appear if you guys have a default invoice message from rba that's already set that will automatically show up for rb9 as well okay so the bottom section of this has changed a little bit so set rates in rb8 set rates was one button in step three but now in rb9 each one of those is its own functionality because we couldn't make it to where it was the same but let's just say if we look down here right under the order there's a billing rate column pay rate column brush type column come down to the second invoice billing rate column pay rate column rush type column okay so you can see if you have rates tied to each order okay as you're working on them now i need to set a billing rate for this one so i would go set more actions set billing rates so this looks just like rba building rate at the top no billing rate there because i've never selected one so what i must do first is click look up billing rate on the top right rb will show me all of my rates in the system so i can pick a double regular here and i can check it off to stratford because i already have one here for mrs bergsteiner and then i can click save so if you look now depot regular is listed right here so pay rate i don't need to do because jason's already tied to the 70 pay rate table and if i needed to do rush it would be more actions set rush types and then you can pick your day right and then just check off whichever invoice it goes to i'm not going to set one though now this guy's invoice at the bottom mr uh daniel berg right his billy rate's already here i didn't set that so how in the world did that get there because remember in rba you always have to choose the billing rate no invoice creates without the billing rate unless you you pre-filled from a previous tournament if you're doing it from scratch why is the billing rate already there well in rb9 if you guys have negotiated a race with clients and you build the client out all the time at the same rate you can actually tie the rate to the firm and tie it to the contact as well that way every time you create an invoice for them rb will have that billing rate already set if it's on done in a job-by-job basis or maybe even a case-by-case basis you can tie the billing rate to the case or the job party too so that way if you're pre-filling from the case or pre-filling from the job when you create the order again the billing rate can already be tied to the order so we hopefully gave you guys one way to set more information ahead of billing that way it takes away one step for you guys to have to actually set that billing rate so you may be able to use that you may maybe not it just depends okay okay so i have my billing rates i have my pay rates here so let's finish off these invoices so we got 0-1 exhibits and rough draft i need to add an appearance fee and let's just say a delivery i can go back up here one service at a time or i can do my billing sets let's just do billing sets so pre-fill services i'm going to uncheck all because most of this stuff is done we're going to do hourly attendance and we'll save as uh two and a half hours and we're going to add shipping and handling that's good enough for me save okay go down to my second order and we just need to add delivery so shipping and handling is what it'll be so if i want to do a new service maybe i can just do one at a time delivery is my subgroup and we'll save shipping and handling here's override if you need to override the price you can still override and that opens up as you can see it'll open up the billing rate and the pay rate okay so keep that in mind override maybe this was only ten dollars and then save okay so that all still works the same you can see your dollar figures are actually already populating in here as we're going i don't know why there's no price for a 0-1 up here though what a terrible billing rate let's put a price in here 475. okay now up at the top these invoices are done i'm ready to calculate i'm ready to look at my invoices and make sure everything's good calculates up here at the top so he calculate this is the same as rb8 hit calculate again okay figures all show up now okay now notice there's no billing button at the top okay so you still stay here to basically finish off the billing for these invoices up until after you post because think about it in rba you hit billing minimizes the turn in window goes to the billing function you preview your invoice maybe there's something wrong you close the invoice you hit the open to turn it back up and then you make a change well we just leave you here now that way if you have to change anything you just close the preview and you're already here so if i wanted to take a look at one of these invoices i go to the left of the invoice number there's actions and you can select preview invoice so this is mr stratford's invoice okay so you'll see it's very similar to rb8 this will be you guys your logo can still be up here case job invoice information bill 2 client this is the body of the invoice this is actually something new right here location of job that can be turned off mine happens to be turned on it's just an option in system preferences if you don't like to show the location it doesn't matter to you it is an option you can turn it off okay uh this was my invoice message as you can see okay and then down here you still have your remittance section with all of that credit card payment stuff or you can have that or not have it okay so that would be the first invoice i can close that if i wanted to look at the second one it would be the second invoice and again i could preview that one but i'm not going to do that okay so we left you here see because if something was wrong i can easily just change it update it calculate and look again if i need to i don't have to worry about going back and forth between different functions okay now notice at the top now let's say i'm done with this there is actually a post invoices button at the top so you do everything like i said you do it from here okay so when you're done you're ready to post you're going to click post invoices and rb is going to show you your two invoices that you're working on or however many invoices it is and we'll show you the invoice amount and the total pay so you can compare the dollar figures if you need to before actually posting okay now notice if these were ready to post notice the two buttons at the top there you have a post button and then you have a post an archive button what's the difference well if you have rb connect and you archive or you want to archive a copy of the invoice for your client to be able to download to get a copy of for themselves in rb connect then you want to choose post an archive if you do not have rbconnect or you don't care about archiving invoices to rd connect even if you have it then just choose post post will simply just straight post the invoice that'll all that's all it'll do and again if you forget to archive you can always archive at a later date if you need to okay and i'll show you that in a second okay so let's just say i don't want to archive i forgot i messed up i'm gonna hit post so rb will now tell you operation was successful do you want to send the posted invoices so again what rb's doing here is now i posted it it's asking you hey do you need to do anything with those invoices some agencies don't billers may not print off the invoices right away they may not email them out right away maybe they'll wait till the end of the day they'll pull up everything they posted and then they'll send everything out at one time so last time some agencies do that now okay if you don't want to do anything with the invoices until later simply click no and you can continue on about your day but if you do want to send them out whether it's in emailing or printing then what you want to do is you want to click yes and this will take you to now the send invoices function so under the billing menu if you look here you have send invoices right here so send invoices replaces reprint posted invoice okay we don't call it reprint anymore because in rba it was called reprint and you could email well that's not printing so we took it out let's call it sim okay so send invoices you can still preview the invoice over here if you want to left of the invoice number but if you wanted to send these out you can check both and then when you hit send here's your options email or print original but these are also your current options here and if i forgot to archive i can archive original invoice there okay so it's all this really the same controls as what you're used to in rb8 i will tell you this about this function too one thing i really like about this function and one thing i really hated about rba is that what if you ever you guys ever get a client that calls you and says hey you know what case settled i need all my invoices for this case right what if there are like 100 invoices i'm sure plenty of you have called me for this before but i used to tell you guys so well i don't have an easy way to do that you got to go to reprint post an invoice you got to check email for all 100 of them and it's going to create 100 emails and you got to combine them into one pdf or do whatever you're going to do but it wasn't an easy way because no matter how many invoices you had it would create separate files no matter what but now in rb9 i'm happy to say whether you're using send invoices or client activity even inquiry client activity you can send invoices from there but when you're sending invoices for one client it lumps them all into one pdf file which is pretty cool let me give you an example let's look at client activity we'll pull up stratfor maybe they want to see all their invoices for this year search this is all my invoices for the year check all send invoices at the top right this will fire up an email is what it's going to do but if you'll notice here one invoices pdf and that's all of the invoices combined into one pdf which is great okay so basically all of those will do that in the sentiment in the voices function as well as client activity so that's a very very very big improvement to the system right there now if i look at other billing functionalities they're pretty much the same post invoices is strictly for posting i don't even know how many people actually use that but you know back in the day someone may have did all their billing but not post till the end of the day so you could go there pull up all the invoices you're working on and post them all at the same time but i think most people post as they go cod invoices is still treated the same as a cod graveyard right uh unposted invoices are cod invoices the cods never post so they go there and basically you can delete them over time if you're never going to be able to collect on them or you if somebody does pay on them you can uncheck them cod post them and apply the payment to them okay uh send invoices i already mentioned transfer invoice is exactly the same you could basically if the bill 2 or sold 2 was wrong on a posted invoice transfer invoice allows you to fix that okay and then lastly export invoices not many people use this i think roughly not even a whole handful of agencies use this that i know of but this is for leeds 1998 b billing and that would allow you to export an electronic format invoice so if you guys don't use that or you don't know what it is uh you probably don't need to use it but if you guys ever do get clients that request it let us know we can we can tell you about how it needs to be set up it's pretty easy but that is the production and billing process for rb9 so i think like i said for you guys the biggest difference it's not necessarily the workflow of what you do but getting used to this turn in screen now because it's completely different so my suggestion um even for me this was the hardest thing to grasp when i learned this is you know you really need to practice this one run it through the motions of creating an invoice if you create an invoice in rba turn around create that same invoice in rb9 while you're testing and that will give you a better idea of figuring out what's going wrong but everything converts your rates everything so at least you know the calculations are going to be the same as what you're experiencing in rba so that should make it a little easier that will wrap up today's session i'd like to thank you all for joining me today if you guys are testing and i hope you do and you do have questions by all means please email your questions to support omti.com or please call our support line at 650-396-2105 because we want to take this time and really iron out any issues you guys are going to have okay and help you through this but okay i'd like to say thank you for everyone and everyone enjoy the rest of your day bye