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Aged Disbursements Report

  • 8/07/2025
  • Knowledge

How To
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Location: LEAP Menu > Reports > Office > Aged Disbursements Report

Purpose: Provides a detailed breakdown of aged disbursement items, including Anticipated Payments, Cost Recoveries, Journals and Office Payments that have not been billed as of the specified date.

Key features: 

  • The report provides you with the flexibility to refine results by restricting disbursement types or matters on which items are created.
  • It automatically groups items first under matter and then under disbursement type. 
  • By default, the report does not include items with the status of 'Billable – Later Invoice' as aged items. However, users can choose to include such items. 
  • You can choose from a selection of criteria, such as 'Reporting Group', to add another level of grouping for their report analysis.
 
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Important Notes:

  • This report is dynamic. Therefore, the outcomes may vary upon reprinting due to backdated or undeleted transactions altering the results.
  • The report excludes items with the status of 'Not Billable', and includes items on a draft invoice, treating them as aged.
  • When a Group By option is applied, the top-level Group By field is always sorted in alphabetical order, and this cannot be changed using multi-level column sorting.

Report Filters:

At DateLists all unbilled disbursement transactions as of the specified date. 

NOTE:
  • Whether a transaction is unbilled is determined by its status on the 'At Date'.
  • This report excludes transactions dated after the 'At Date'.
Disbursement TypeSelects the type(s) of aged disbursements to include in the report: 
  • Select All: Displays all the four types of aged disbursements. 
  • Anticipated Payments
  • Cost Recoveries
  • Journals
  • Payments (Office Payments)
Matters

Includes two filters to narrow down matters:

  • Matter Status: Filters results to include only matters that match any of the selected matter statuses. By default, all matter statuses are included.
  • Reporting Group: Filters results to include only matters assigned to any of the selected Reporting Groups. By default, all Reporting Groups are included.
Staff 

Includes the following three filters, which work together to refine matters. Only matters that meet all selected staff criteria in their specified roles will be displayed.

  • Inc. Inactive Staff: Provides an option to either include or exclude Inactive Staff Members from the lists of Staff Responsible and Staff Acting. 

NOTE:

      • A Staff member is considered Inactive if their Current Staff Member option is togged off under the Access & Permissions in the Staff Details window (Menu > Settings > Application Settings > Firm > Staff > Members).
      • The below two staff lists dynamically update based on the 'Include Inactive Staff' option setting.
  • Staff Responsible: Filters results to include only matters where the selected staff member(s) are assigned as the Person Responsible. All staff members are included by default.
  • Staff Acting: Filters results to include only matters where the selected staff member(s) are assigned as the Person Acting. All staff members are included by default.
Include 

Provides options to include or exclude:

  • Billable - Later Invoice items: 
      • No (excludes items with the status of Billable-Later Invoice)
      • Yes (includes items with the status of Billable-Later Invoice)
  • Tax: 
      • Yes: Display amounts inclusive of tax.
      • No: Display amounts exclusive of tax.
Exclude aged daysAllows users to exclude disbursement entries that have aged beyond the specified number of days.
Display

Provides the following displaying options:

  • Group By: Group the lists by one of the following criteria: 
      • None: No additional grouping is applied. 
      • Matter Status
      • Staff Responsible
      • Staff Acting
      • Reporting Group

  • Expand: Choose how to display data in the list:

      • Matter totals only: Displays matters with aged disbursements and their total balance, including an ageing period breakdown.
      • Matter and type totals: Further shows disbursement types within each matter, along with their total aged balances and ageing breakdown.
      • Matter and type totals with transactions: Further lists individual aged disbursement transactions within each disbursement type, including an ageing breakdown.

Report Fields:

Matter No/Disbursement TypeThe matter number/ the disbursement type (i.e., Anticipated Payments, Cost Recoveries, Journals or Payments)
Client

Displays the client(s) of the matter.

Matter DescriptionThe matter's description.
When the Expand option is set to Matter and type totals with transactions, the report adds the following information: 
  • Transaction Date: The transaction date of the aged disbursement item. 
  • Transaction Description: The description of the aged disbursement item. 
  • Billing Description: The billing descrption of the aged disbursement item. 
Total

Displays the following information based on the selected 'Expand' level:

  • Matter totals only: Shows the total aged disbursement balance for each matter.
  • Matter and type totals: Also displays the total balance for each type of aged disbursement within the matter.
  • Matter and type totals with transactions: Additionally lists the amount for each aged disbursement item within its respective type in the matter.
Ageing Periods

Lists the aged disbursement value based on their ageing period (e.g., Current, >30 Days, >60 Days and >90 Days).

NOTE:

  • The Ageing Period refer to the number of days a disbursement item has remained unbilled since its transaction date up to the 'At Date'.
  • Ageing Periods catetories can be customised via:
    LEAP Menu > Settings > Application Settings > Accounting > Reports. 
Grand Total

Located at the bottom of the table: 

  • The total value of aged disbursement on all the listed matters.
  • Total of each Ageing Periods: The total aged disbursement value for each ageing period.
 
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Tips on Deleted/Reversed items: 

 

Note that for unbilled Cost Recoveries and Anticipated Payments, deletion is possible, but reversal is not. Conversely, for unbilled Payments and Journals, deletion is not an option, only reversal. 

 

Whether the report includes a deleted/reversed item depends on the relationship between the 'At Date' and the 'Deleted Date'/'Reversal Date'.

 

1. For Deleted Cost Recoveries or Anticipated Payments:

  • If 'At Date' is earlier than the 'Deleted Date', this indicates that the item was not deleted by the 'At Date'. In this case, the report includes the transaction, marked as 'Del' with its corresponding Deleted Date. 
  • If 'At Date' is on or after the 'Deleted Date', this indicates that the item was deleted by the 'At Date'. In this case, the report simply does not display the transaction.

NOTE: 'Deleted Date' refers to the date when the user takes action to delete a Cost Recovery or Anticipated Payment item. 

 

2. For Reversed Payments or Journals: 

  • If 'At Date' is earlier than the 'Reversal Date', this means the item was not reversed by the 'At Date'. In this case, the report includes the transaction, marked as 'Rev' with its corresponding Reversal Date. 
  • If 'At Date' is on or after the 'Reversal Date', this means the item was reversed by the 'At Date'. In this case, the report simply does not display the transaction.

NOTE: 'Reversal Date' refers to the date the user entered when reversing a Payment or Journal item. 

Last Modified Date
8/07/2025 6:10 pm
Title
Aged Disbursements Report
URL Name
Aged-Disbursements-Report-NZ

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Aged Disbursements Report