Printing multiple ledgers

The Print Multiple Ledgers facility allows you to print more than one ledger card for a selected client. You can choose which ledgers to print, which matters to print and apply additional filters such as hiding reversals. The output can then be printed or exported to Excel.

To print multiple ledgers:

1. In the Accounts Ledger, on the Client Overview tab, view the browse toolbar and click the Print icon . The Print Ledgers dialog box opens, defaulting to the currently selected client/matter. The dialog box has two tabs - Settings and Matters:

• The Settings tab lets you specify the print range (e.g. all matters with transactions between two dates), the ledger cards you want to include (e.g. Office, Bill) and other options such as the type of output (e.g. print).

• The Matters tab lets you select the matters whose ledger cards you want to print, from those contained in the specified print range.

2. On the Settings tab, specify the print ledger filters:

   • Code. (Read-only) Defaults to the code of the selected client.

   • Name. (Read-only) Defaults to the name of the selected client.

   • Matters. Specifies whether to use every matter for the selected client (All) or only the selected matter (Selected*). The matter in context is selected by default, but this can be changed.

   • Transactions. Specifies whether to include all transactions for each matter (All*) or those between dates (Range). If a single matter is selected, then the from and to dates are automatically completed with the first and last transaction dates of that matter.

   • Accounts. Specifies which account ledgers to print or export, e.g. Overview*, Balances, Office, etc.

   • Time. Specifies which time ledgers to print or export, e.g. Recorded* or Anticipated.

   • Hide reversals. Specifies that reversals are hidden. Defaults to the Transaction Filter setting in the Office Ledger.

   • Skip blank ledgers. Specifies that ledgers without any transactions for the selected matter(s) and date range are excluded from the printout.

   • Bills. (Bill Ledger only) Specifies whether to include just real bills (Real), draft bills (Draft) or both (Both).

   • Output. Specifies whether to preview the results (Print Preview*) or export them to Excel (Export (Excel)). If the export option is selected, the Folder and Template fields are enabled. You must use the first to specify a folder in which to save the results and the second can be used to optionally apply a template.

   *Default selection

3. Click Next (or the Matters tab) and select the desired matters.

• If Selected was chosen on the Settings tabs then the matter in context is displayed under Selected Matters. Any other matters for the selected client are displayed under Available Matters.

• If All was chosen on the Settings tabs then every matter for the selected client is displayed under Selected Matters and Available Matters is empty.

4. (Optional) Use the Select, Select All, Deselect and Deselect All buttons to add or remove matters as required.

5. Click OK. The information supplied is checked, and if valid, a Generating Ledgers message is displayed which indicates the progress by showing the number of matters processed, e.g. 2 of 10. You can cancel the generating ledgers process at this point or allow the ledger print or export to continue.

• If the Print Preview option was selected then a preview is displayed, showing a page per matter per ledger.

• If the Export option was selected then the data is output to Excel, with a spreadsheet created for each matter. Each spreadsheet contains a worksheet for each of the selected ledgers. Spreadsheets are named using the matter code and each worksheet is named using the ledger name.

Notes

• This facility is only available on the Client Overview tab.

• This facility takes into account any user-specific filters already applied to the ledger cards. For example, if the Client Overview is already filtered to show just open matters and the Office Ledger is filtered to hide reversals, then the Print Ledgers dialog box only allows you to print these ledgers using this subset of transactions.

• When a transaction range is selected the following is output for each ledger:

• Overview, Office and Client — Only those entries with a transaction date within the date range specified are output.

• Balances and Profit Split — All balances/transactions are output.

• Disbursement, Expenses, Unallocated Credits and Purchase Order — Only those disbursements, expenses, unallocated credits and purchase orders with a transaction date within the date range specified are output.

• Bill — Only those bills (real or draft) with a transaction date within the date range specified are output.

• Recorded — Only those time entries with a transaction date within the date range specified are output.

• Anticipated — All time entries are output.

• Brought forward balances are "rolled up" balances of the first to the last transaction prior to the from date. For example, if a from date of 1st May is specified then the transactions prior to this (e.g. 30th April) are not printed or exported, except for the related balance information. This transaction is used for the brought forward balances, but the columns from Date through to Credit are substituted with the text "Brought forward balances".