U.S. patent application number 14/778554 was filed with the patent office on 2017-06-08 for a wip management system.
The applicant listed for this patent is INTELLECTUAL PROPERTY MANAGEMENT PTY LTD. Invention is credited to David Carson, David John Hughes, Andrew Leigh Prittchett.
Application Number | 20170161802 14/778554 |
Document ID | / |
Family ID | 47901876 |
Filed Date | 2017-06-08 |
United States Patent
Application |
20170161802 |
Kind Code |
A9 |
Hughes; David John ; et
al. |
June 8, 2017 |
A WIP MANAGEMENT SYSTEM
Abstract
A WIP management system is disclosed that comprises a data
storage device arranged to store work in progress (WIP) data
indicative of work in progress financial amounts associated with at
least one person, and a filter arranged to facilitate filtering of
the WIP data according to received criteria so as to produce
filtered WIP data. The system is arranged to facilitate display of
filtered WIP information indicative of the filtered WIP data, to
facilitate selection by a user of WIP from the filtered WIP
information and to instigate invoice processing based on the
selected WIP. A corresponding method of managing WIP is also
disclosed.
Inventors: |
Hughes; David John;
(Balgowlah, New South Wales, AU) ; Carson; David;
(Blackheath, New South Wales, AU) ; Prittchett; Andrew
Leigh; (Camberwell, Victoria, AU) |
|
Applicant: |
Name |
City |
State |
Country |
Type |
INTELLECTUAL PROPERTY MANAGEMENT PTY LTD |
Mellbourne, Victoria |
|
AU |
|
|
Prior
Publication: |
|
Document Identifier |
Publication Date |
|
US 20160140630 A1 |
May 19, 2016 |
|
|
Family ID: |
47901876 |
Appl. No.: |
14/778554 |
Filed: |
March 18, 2014 |
PCT Filed: |
March 18, 2014 |
PCT NO: |
PCT/AU2014/000289 PCKC 00 |
371 Date: |
September 18, 2015 |
Current U.S.
Class: |
1/1 |
Current CPC
Class: |
C12M 31/08 20130101;
C12M 29/08 20130101; C12P 7/64 20130101; C12M 21/02 20130101; C12M
39/00 20130101; C12M 25/14 20130101; G06Q 30/04 20130101 |
International
Class: |
G06Q 30/04 20060101
G06Q030/04 |
Foreign Application Data
Date |
Code |
Application Number |
Mar 18, 2013 |
AU |
2013900942 |
Claims
1. A WIP management system comprising: a data storage device
arranged to store work in progress (WIP) data indicative of work in
progress financial amounts associated with at least one person; and
a filter arranged to facilitate filtering of the WIP data according
to received criteria so as to produce filtered WIP data; the system
being arranged to facilitate display of filtered WIP information
indicative of the filtered WIP data, to facilitate selection by a
user of WIP from the filtered WIP information and to instigate
invoice processing based on the selected WIP.
2. A WIP management system as claimed in claim 1, wherein WIP data
is stored in a primary database associated with an accounting
system, and the system includes a secondary database and a data
extractor arranged to extract a sub-set of WIP data from the
primary database for storage in the secondary database, the filter
being arranged to filter the WIP data stored in the secondary
database according to the received criteria.
3. (canceled)
4. A WIP management system as claimed in claim 2, wherein the WIP
management system includes a data updater arranged to synchronise
the sub-set of WIP data stored in the secondary database with the
WIP data stored in the primary database.
5. A WIP management system as claimed in claim 1, wherein the
system is separate to and interfaceable with an accounting
system.
6. A WIP management system as claimed in claim 5, wherein the
system is interfaceable with an accounting system through an
application programming interface (API) associated with the
accounting system.
7. A WIP management system as claimed in claim 1, wherein the
system is incorporated into an accounting system.
8. A WIP management system as claimed in claim 7, wherein the
system is incorporated into an accounting system as a software
plug-in or add-on.
9. A WIP management system as claimed in claim 1, wherein the
filter is arranged to facilitate filtering of the WIP data
according to any one or more of: the amount of a WIP entry; the
timekeeper associated with a WIP entry; the client associated with
a WIP entry; and/or the age of a WIP entry.
10. (canceled)
11. A WIP management system as claimed in claim 1, wherein the
system includes a web server arranged to serve at least one web
page to at least one computing device on request, the at least one
web page being usable to facilitate reception of filter criteria
and display of the filtered WIP information.
12. A WIP management system as claimed in claim 1, wherein the
system is arranged to facilitate editing of WIP data by editing the
displayed WIP information corresponding to the WIP data.
13. (canceled)
14. (canceled)
15. A WIP management system as claimed in claim 1, wherein the
system is arranged to facilitate selection of multiple WIP records
by a user and to instigate invoice processing for each selected WIP
record.
16. A WIP management system as claimed in claim 15, wherein the
system is arranged to facilitate simultaneous modification of WIP
data for all selected WIP records.
17. (canceled)
18. A WIP management system as claimed in claim 1, wherein the
system is arranged to facilitate invoice processing by facilitating
display of prebill details indicative of a prebill.
19. (canceled)
20. A WIP management system as claimed in claim 18, wherein the
displayed prebill details are editable.
21. (canceled)
22. (canceled)
23. (canceled)
24. A WIP management system as claimed in claim 1, wherein the
system is arranged such that each user associated with the system
has an associated user profile indicative of the types of actions
that the user is authorized to carry out.
25. (canceled)
26. A method of managing work in progress (WIP), the method
comprising: storing work in progress (WIP) data indicative of work
in progress financial amounts associated with at least one person;
receiving criteria for filtering of the WIP data; filtering the WIP
data according to the received criteria so as to produce filtered
WIP data; displaying filtered WIP information indicative of the
filtered WIP data; receiving selection by a user of WIP from the
filtered WIP information; and instigating invoice processing based
on the selected WIP.
27. A method as claimed in claim 26, comprising storing WIP data in
a primary database associated with an accounting system, extracting
a sub-set of WIP data from the primary database, and storing the
extracted WIP data in a secondary database, wherein the step of
filtering the WIP data comprises filtering the WIP data stored in
the secondary database according to the received criteria.
28. (canceled)
29. A method as claimed in claim 27, comprising synchronising the
sub-set of WIP data stored in the secondary database with the WIP
data stored in the primary database.
30. A method as claimed in claim 26, wherein the filtering criteria
includes any one or more of: the amount of a WIP entry; the
timekeeper associated with a WIP entry; the client associated with
a WIP entry; and/or the age of a WIP entry.
31. (canceled)
32. A method as claimed in claim 26, comprising serving at least
one web page to at least one computing device on request, the at
least one web page being usable to receiving filter criteria and
display the filtered WIP information.
33. A method as claimed in claim 26, comprising facilitating
editing of WIP data by editing the displayed WIP information
corresponding to the WIP data.
34. (canceled)
35. (canceled)
36. A method as claimed in claim 26, comprising facilitating
selection of multiple WIP records by a user and instigating invoice
processing for each selected WIP record.
37. A method as claimed in claim 36, comprising facilitating
simultaneous modification of WIP data for all selected WIP
records.
38. A method as claimed in claim 37, comprising facilitating
simultaneous modification of WIP data for all selected WIP records
so as to modify the WIP data of each selected WIP record to a zero
financial amount.
39. A method as claimed in claim 38, comprising instigating invoice
processing by instigating creation and display of at least one
prebill based on the selected WIP.
40. A method as claimed in claim 39, wherein details of the
displayed prebill are editable.
41. (canceled)
42. (canceled)
43. (canceled)
44. A method as claimed in claim 26, comprising providing each user
associated with the system with a user profile indicative of the
types of actions that the user is authorized to carry out.
Description
FIELD OF THE INVENTION
[0001] The present invention relates to a WIP management system for
managing work in progress (WIP) financial amounts, for example in a
professional services business.
BACKGROUND OF THE INVENTION
[0002] In a professional services business, for example an
accounting, law or patent attorney business, it is common practice
for individuals to charge clients for time spent working on matters
associated with the clients, and in this sense the time spent is a
saleable commodity. Ordinarily, the time spent on a matter by an
individual is recorded in an accounting system as work in progress
(WIP) and the total WIP recorded by all individuals in the business
therefore represents potential income for the business. WIP also
typically includes disbursements incurred by a business. At the end
of a periodic time interval, a decision is typically made as to
whether to bill a client all, a portion of, or none of the WIP that
has been recorded for a matter.
[0003] However, the process of reviewing and making a decision in
relation to the WIP associated with each client matter is
cumbersome and time consuming.
SUMMARY OF THE INVENTION
[0004] In this specification, an individual that spends time on
matters and charges clients for time spent is referred to as a
`timekeeper`.
[0005] In this specification, work in progress (WIP) represents
financial amounts that are at least potentially chargeable to a
client and may include time that has been spent working on a matter
associated with a client and that represents a charge based on the
amount of time spent; disbursement charges that may include
official government fees and charges incurred with other
businesses; and scale charges that relate to defined financial
amounts that are chargeable to a client for carrying out a defined
service.
[0006] In accordance with a first aspect of the present invention,
there is provided a WIP management system comprising: [0007] a data
storage device arranged to store work in progress (WIP) data
indicative of work in progress financial amounts associated with at
least one person; and [0008] a filter arranged to facilitate
filtering of the WIP data according to received criteria so as to
produce filtered WIP data; [0009] the system being arranged to
facilitate display of filtered WIP information indicative of the
filtered WIP data, to facilitate selection by a user of WIP from
the filtered WIP information and to instigate invoice processing
based on the selected WIP.
[0010] In an embodiment, WIP data is stored in a primary database
associated with an accounting system, and the system includes a
secondary database and a data extractor arranged to extract a
sub-set of WIP data from the primary database for storage in the
secondary database, the filter being arranged to filter the WIP
data stored in the secondary database according to the received
criteria. The sub-set of WIP data may correspond to current WIP
data.
[0011] In an embodiment, the WIP management system includes a data
updater arranged to synchronise the sub-set of WIP data stored in
the secondary database with the WIP data stored in the primary
database.
[0012] In an embodiment, the system is separate to and
interfaceable with an accounting system, for example through an
application programming interface (API) associated with the
accounting system.
[0013] In an alternative embodiment, the system is incorporated
into an accounting system, for example as a software plug-in or
add-on.
[0014] In an embodiment, the filter is arranged to facilitate
filtering of the WIP data according to any one or more of: [0015]
the amount of a WIP entry; [0016] the timekeeper associated with a
WIP entry; [0017] the client associated with a WIP entry; and/or
[0018] the age of a WIP entry.
[0019] In an embodiment, the system is arranged to communicate with
at least one computing device through a communications network,
such as the Internet and/or an intranet.
[0020] In an embodiment, the system includes a web server arranged
to serve at least one web page to at least one computing device on
request, the at least one web page being usable to facilitate
reception of filter criteria and display of the filtered WIP
information.
[0021] In an embodiment, the system is arranged to facilitate
editing of NIP data by editing the displayed WIP information
corresponding to the WIP data.
[0022] In an embodiment, the system is arranged to display filtered
WIP records, each WIP record associated with different WIP data,
and to facilitate selection of at least one WIP record.
[0023] In an embodiment, each WIP record is associated with one
client matter.
[0024] In an embodiment, the system is arranged to facilitate
selection of multiple WIP records and to instigate creation of a
prebill for each selected WIP record.
[0025] In an embodiment, the system is arranged to facilitate
simultaneous modification of WIP data for all selected WIP records,
for example so as to modify the WIP data of each selected WIP
record to a zero financial amount.
[0026] In an embodiment, the system is arranged to facilitate
invoice processing by facilitating display of prebill details
indicative of a prebill.
[0027] In an embodiment, the system is arranged to instigate
invoice processing by instigating creation of at least one prebill
based on the selected WIP.
[0028] In accordance with a second aspect of the present invention,
there is provided a NIP management system comprising: [0029] a data
storage device arranged to store work in progress (WIP) data
indicative of work in progress financial amounts associated with at
least one person; [0030] the system being arranged to facilitate
display of WIP information indicative of the WIP data, to
facilitate selection by a user of WIP from the WIP information, and
to facilitate display of prebill details indicative of a prebill
based on the selected WIP.
[0031] In an embodiment, the displayed prebill details are
editable.
[0032] In an embodiment, the system is arranged to selectively
display a WIP screen including a plurality of matter records and
WIP information associated with each matter record, or a prebill
screen including a plurality of prebill records, each prebill
record associated with a prebill and one client matter.
[0033] In an embodiment, the system is arranged such that selection
of a prebill record causes prebill details to be displayed, the
prebill details including WIP information associated with the
prebill.
[0034] In an embodiment, the system is arranged to facilitate
approval of a prebill by a user and in response to approval of the
prebill to instigate approval of the prebill in an accounting
system.
[0035] In accordance with a third aspect of the present invention,
there is provided a method of managing work in progress (WIP), the
method comprising: [0036] storing work in progress (WIP) data
indicative of work in progress financial amounts associated with at
least one person; [0037] receiving criteria for filtering of the
NIP data so as to produce filtered WIP data; [0038] displaying
filtered WIP information indicative of the filtered WIP data;
[0039] receiving selection by a user of WIP from the filtered WIP
information; and [0040] instigating invoice processing based on the
selected WIP.
BRIEF DESCRIPTION OF THE DRAWINGS
[0041] The present invention will now be described, by way of
example only, with reference to the accompanying drawings, in
which:
[0042] FIG. 1 is a diagrammatic representation of a WIP management
system in accordance with an embodiment of the present
invention;
[0043] FIG. 2 is a schematic block diagram of hardware components
used to implement the WIP management system shown in FIG. 1 with
the hardware components shown in relation to a plurality of user
devices;
[0044] FIGS. 3 and 4 are diagrammatic representations of a WIP
screen produced by the WIP management system shown in FIG. 1;
and
[0045] FIG. 5 is a diagrammatic representation of a prebill screen
produced by the WIP management system shown in FIG. 1.
DESCRIPTION OF AN EMBODIMENT OF THE INVENTION
[0046] Referring to FIGS. 1 and 2 of the drawings, there is shown a
WIP management system 10 arranged to facilitate management of work
in progress (WIP) financial amounts by timekeepers, for example
associated with a business, and in particular that enables WIP to
be reviewed and decisions in relation to the WIP to be made more
easily.
[0047] The system 10 in this example is arranged to interface with
an accounting system 12 arranged to manage recordal and billing of
WIP.
[0048] In this example, the system 10 is associated with and used
by a professional services business, such as a law, accounting or
patent attorney business, although it will be understood that the
system 10 is applicable to any business wherein at least one
individual in the business provides a service and charges for time
spent providing the service.
[0049] In this example, the accounting system 12 is part of a
professional services management system arranged to manage all
financial related aspects of operating a business, such as debtors,
creditors, timekeeper budgets, and so on, in addition to managing
WIP. The accounting system 12 includes an accounting application
13, an associated application programming interface (API) 14
arranged to facilitate communication between the accounting
application 13 and the WIP management system 10, and a primary
database 16 in which accounting data, including WIP related data,
is stored.
[0050] In the present embodiment, the primary database 16 is a
relational database that includes one or more tables appropriately
linked so as to efficiently store information necessary for
managing WIP data, although it will be understood that any suitable
data storage arrangement is envisaged.
[0051] In the present embodiment, the WIP management system 10 is
separate to and interfaceable with the accounting system 12.
However, it will be understood that the WIP management system 10
may alternatively be incorporated into the accounting system 12, or
more generally into a professional services management system, for
example as a software add-on or plug-in.
[0052] The WIP management system 10 includes a filter, in this
example implemented as a filter software process 20, arranged to
enable a user to enter WIP criteria to be used to filter the WIP
data stored in the primary database 16. In the present example, the
WIP criteria include the amount of a WIP entry, the timekeeper
associated with a WIP entry, the client associated with a WIP
entry, and/or the age of WIP entry, although it will be understood
that any other suitable criteria are envisaged.
[0053] The WIP management system 10 also includes a data extractor
22 arranged to extract WIP data defined by the entered WIP criteria
from the primary database 16 by communicating data extraction
commands to the accounting application 13 through the API 14. The
extracted data is stored in a secondary database 24.
[0054] As an alternative to extracting WIP data defined by the
entered WIP criteria from the primary database 16 for storage in
the secondary database, the data extractor 22 may be arranged to
first extract a subset of WIP data from the primary database 16 for
storage in the secondary database, for example only WIP data that
is current or created within a defined time period. The data
extractor 22 would then extract WIP data defined by the entered
criteria from the WIP data stored in the secondary database. In
this way, searching and data extraction according to the defined
criteria is relatively quick and efficient because a relatively
small amount of WIP data compared to the total WIP data in the
primary database 16 is required to be searched.
[0055] The WIP management system 10 also includes a WIP manager 26
arranged to cause filtered WIP data defined by the entered criteria
to be displayed to a user, facilitate editing and manipulation of
the filtered WIP data, and instigate creation of prebills from the
filtered WIP data.
[0056] The WIP management system 10 also includes a prebill manager
28 arranged to cause prebill data to be displayed to a user, and
facilitate editing, manipulation and approval of the prebill
data.
[0057] If changes or additions are made to the WIP data and/or the
prebill data, the changes and/or additions are stored in the
secondary database 24.
[0058] The WIP management system 10 also includes a data updater 30
arranged to synchronise the WIP data and prebill data stored in the
secondary database 24 with the WIP data and prebill data stored in
the primary database 16 so that changes and additions made to the
WIP data and prebill data using the WIP manager 26 and/or prebill
manager 28 also flow through to the WIP data and prebill data
stored in the primary database 16.
[0059] In this way, the secondary database 24 is used as a
temporary storage arrangement for WIP and prebill data so that
actions can be carried out quickly in relation to the WIP and
prebill data.
[0060] In this example, the primary 16 and secondary 24 databases
are SQL type databases provided with appropriate database
management software, although it will be understood that any
suitable database arrangement is envisaged.
[0061] In this example, the filter process 20, the data extractor
22, the WIP manager 26, the prebill manager 28 and the data updater
are implemented as software processes by a suitable computing
system, although it will be understood that other arrangements are
possible.
[0062] In this example, the WIP management system 10 and the
accounting system 12 are implemented using at least one computing
device. An example architecture 40 suitable for implementing the
WIP management system 10 and the accounting system 12 is shown in
FIG. 2.
[0063] In this example, the architecture 40 corresponds to a
computer server that is accessible on-line from a remote location
through a communications network such as the Internet 42 and/or an
intranet using any suitable communications enabled computing device
44. In this embodiment, the computing devices 44 are in the form of
personal computers, each of which is associated with a timekeeper
or user that has responsibility for managing WIP on behalf of one
or more timekeepers.
[0064] While the present embodiment includes personal computers 44
arranged to interact with the system 10, it will be understood that
any communications enabled device capable of communicating with the
system is envisaged, such as a mobile phone, PDA or tablet
computer.
[0065] The architecture 40 includes a control unit 46, in this
example a processor, arranged to control and coordinate system
operations, in particular to coordinate communications between the
system 10 and the accounting system 12; a data storage device 48
for storing information and programs used by the control unit 46;
and a memory 50 for temporarily storing data and/or programs that
are implemented by the control unit 46 during use.
[0066] The architecture 40 in this example also includes a web
server 52 arranged to serve web pages including WIP information
and/or prebill information to the computing devices 44 on request,
and to receive information from a user including WIP criteria that
is to form the basis of a filter request and/or changes to WIP and
prebill data.
[0067] Referring to FIGS. 3 to 5, representations of screens served
to the computing devices 44 during use by the web server 52 are
shown.
[0068] In the present example, the WIP management system 10 is
implemented as a software add-on to an accounting system 12 that
forms part of a general professional services management system.
During the course of operating a business of the type wherein
individual timekeepers charge clients for time spent on client
matters, time spent on matters, scale charges associated with
matters, and disbursements associated with matters are recorded in
the accounting system 12 as work in progress (WIP). At least some
of the recorded WIP is used by the accounting system 12 to create
prebills and ultimately bills that are sent to clients.
[0069] The present WIP management system 10 enables people
associated with a business to efficiently review, modify and
instigate prebill creation.
[0070] A user desiring to review and/or modify WIP recorded by the
accounting system 12 in the primary database 16 operates a
computing device 44 in order to cause a WIP screen 60 to be
displayed, as shown in FIG. 3. In this example, the WIP screen 60
is presented to the user in a web browser 61, with information
indicative of the WIP screen 60 being served to the user computing
device 44 by the web server 52, for example in HTML format.
[0071] The WIP screen 60 displays WIP information indicative of WIP
data, in this example based on current WIP data that has been
extracted from the primary database 16 and stored in the secondary
database 24. The WIP screen 60 includes a filter criteria section
62 usable to enter WIP criteria to form the basis of a filter
search through WIP data stored in the secondary database 24. In
this example, the filter criteria section 62 includes a minimum WIP
amount selector usable to select the minimum total WIP recorded
against a matter; a zero writedown checkbox that, when selected,
causes all WIP amounts that have been changed to zero amounts to be
extracted; a fee earner drop down box usable to select one or more
timekeepers; a client drop down box usable to select one or more
clients; and a minimum WIP age selector usable to select the
minimum WIP age. However, it will be understood that any other
suitable filters may be used, such as a matter reference drop down
box usable to select one or more matters.
[0072] After the desired WIP criteria is selected by the user, the
matters with WIP that satisfy the WIP criteria are displayed as one
or more matter records 64.
[0073] Each matter record 64 includes a selection checkbox 66
usable to select the matter record, scale charge information 70
indicative of the total amount of scale recorded on the matter,
disbursement information 72 indicative of the total disbursements
recorded on the matter, service charge information 74 indicative of
the total time based charges recorded on the matter, and total WIP
information 76 indicative of the sum of the scale charge
information 70, disbursement information 72, and service charge
information 74.
[0074] As shown in FIG. 4, when a matter record 64 is selected, for
example using a mouse, the scale charge information 70,
disbursement information 72, and service charge information 74
expand to show individual scale, disbursement and/or service charge
entries. Each of the individual entries includes a date field 78, a
timekeeper code 80 unique to the timekeeper responsible for the
entry, an item code 82 indicative of the type of entry, for example
the type of scale charge or type of disbursement, and the amount 84
of the entry.
[0075] The information shown on the WIP screen 60 and associated
with each matter record 64 is directly editable, in this example by
clicking on the relevant information in the matter record using a
mouse and entering the desired new information using a keyboard.
Amendment of the information in a matter record 64 in this way
causes the WIP data stored in the secondary database 24 to be
updated and ultimately the corresponding WIP data stored in the
primary database 16 to also be updated.
[0076] WIP records of interest can be filtered from the displayed
WIP records 64 using the selection check boxes 66. A user is then
able to toggle between display of all WIP records that satisfy the
filter criteria or only the selected WIP records 64 using WIP
toggle buttons 86, 88.
[0077] The WIP screen 60 also includes a zero writedown button 90
that when activated causes the recorded WIP on all WIP records 64
selected using the selection check boxes 66 to be written down to
zero. This facilitates swift removal of selected WIP amounts
simultaneously from the secondary database 24 and ultimately from
the primary database 16.
[0078] A client sort button 92 enables the matter records 64 to be
sorted by client in alphabetical or reverse alphabetical order.
[0079] The WIP screen 60 also includes a prebill button 94 that
when activated causes information indicative of a prebill to be
created based on each matter record that has been selected by a
user using the selection check boxes 66. The created prebill
information is stored in the secondary database 24 and is
ultimately also stored in the primary database 16 when the
information in the secondary database 24 is synchronized with the
information in the primary database 16.
[0080] The WIP screen 60 also includes an export selected button 96
usable to export information indicative of matter records 64 that
have been selected using the selection check boxes 66, for example
to a spreadsheet or word processing type file; an export all button
97 usable to export information indicative of all matter records
64; a select page button 98 usable to effect selection of all
matter records 64; a deselect page button 100 usable to clear all
selection check boxes 66; an expand page button 102 usable to cause
all matter records 64 to expand so as to display individual scale,
disbursement and/or service charge entries for each matter record
64; and a collapse page button 104 usable to cause all matter
records 64 to collapse.
[0081] The WIP screen 60 also includes a WIP screen navigation
button 120 that when activated causes the WIP screen 60 to be
displayed, and a prebill screen navigation button 122 that when
activated causes a prebill screen 130 as shown in FIG. 5 to be
displayed.
[0082] The WIP screen 60 also includes a WIP summary section 124
that displays total amounts for scale charges, disbursement charges
and service charges for all matter records that satisfy the entered
filter criteria, and that also displays the total scale charges,
disbursement charges and service charges for the WIP records that
have been selected using the selection check boxes 66.
[0083] The prebill screen 130 shows prebill records 132 indicative
of prebill information that has been created using the WIP screen
60. Each prebill record 132 includes client information 134; a
matter identifier 136; timekeeper information 138; a service charge
amount 140, if any; a disbursement amount 142, if any; a scale
charge amount 144, if any; and a total charges amount 146.
[0084] Selection of a prebill record 132, for example using a
mouse, causes prebill details 150 associated with the selected
prebill record 132 to be displayed. The prebill details 150 include
services details 152, disbursement details 154 and scale details
156, each of which shows each individual service, disbursement or
scale item separately. The prebill details 150 also include a
prebill narrative box 158 usable to enter an appropriate narrative
for a prebill.
[0085] As with the WIP screen 60, each individual service,
disbursement or scale item in the respective services details 152,
disbursement details 154 and scale details 156 sections is directly
editable, in this example by clicking on the relevant information
using a mouse and entering the desired new information using a
keyboard. Amendment of the information in this way causes the
prebill data stored in the secondary database 24 to be updated and
ultimately the corresponding prebill data stored in the primary
database 16 to also be updated.
[0086] The prebill screen 130 also includes an approve prebill
button 160 usable to cause a mark to be added to the created
prebill to indicate that the prebill has been approved by the
responsible timekeeper. A disapprove prebill button 162 is also
included to allow a timekeeper to add a mark to a prebill to
indicate that the prebill is not yet approved by the
timekeeper.
[0087] The prebill screen also includes a reset prebill button 164
usable to cause changes made to the prebill details 150 to be
reversed, and discount boxes 166 usable to apply a discount to
service charges and/or scale charges in a prebill.
[0088] During use, time spent on matters by a timekeeper is entered
into the accounting system 12 in any suitable way by the timekeeper
or by a person authorized to enter time on behalf of the
timekeeper, and WIP data corresponding to the entered time is
created in the primary database 16 by the accounting system 12.
[0089] Scale charges and disbursement charges associated with a
matter are also entered into the accounting system 12 in any
suitable way by the timekeeper or by a person authorized to enter
scale and disbursement charges, and WIP data corresponding to the
entered scale and/or disbursement charge is created in the primary
database 16 by the accounting system 12.
[0090] The data extractor 22 extracts WIP data from the primary
database that represents current WIP data and stores the extracted
WIP data in the secondary database 24.
[0091] At periodic time intervals, at the end of each month, or at
any other time, the timekeeper uses a web browser 61 to display the
WIP screen 60 shown in FIGS. 3 and 4, and uses the filter criteria
62 on the WIP screen 60 to select a sub-set of the WIP data stored
in the secondary database 24. For example, the user may choose to
select only WIP data that is more than 150 days old, that is
greater than $1,000 for an individual matter, and so on.
[0092] Based on the entered filter criteria, the data extractor 22
extracts WIP data that satisfies the entered filter criteria and
the WIP manager 26 causes the filtered WIP data to be displayed on
the WIP screen 60, as shown in FIG. 3.
[0093] Using the WIP screen 60, the user is able to quickly select
WIP that is to be written down to zero, to modify WIP amounts,
and/or instigate creation of prebill data from selected WIP. The
user is also able to view WIP summary information, including total
scale, disbursement and service charge amounts for all matters
associated with the filtered WIP data, and total scale,
disbursement and service charge amounts for selected matters.
[0094] Modifications and/or additions made to the WIP data are
stored in the secondary database 24 and subsequently stored in the
primary database 16 by the data updater 30. For example, the data
updater 30 may be arranged to periodically synchronise the WIP data
and prebill data stored in the secondary database 24 with the
corresponding WIP data and prebill data stored in the primary
database 16.
[0095] Using the prebill screen 130, the user is able to view the
prebill data that has been created and stored in the primary and
secondary databases 16, 24, modify the prebill data, and approve or
disapprove the prebill data.
[0096] Modifications and/or additions made to the prebill data are
stored in the secondary database 24 and subsequently stored in the
primary database by the data updater 30.
[0097] It will be appreciated that the system may be arranged such
that each user has an associated user profile that defines the
types of actions that the user is authorized to carry out. For
example, only a defined group of authorized user may be authorized
to write down WIP amounts, cancel prebills and invoices, and so
on.
[0098] It will be appreciated that the present WIP management
system enables WIP to be easily managed and converted to prebills,
and also reduces the time required to review and approve
prebills.
[0099] Modifications and variations as would be apparent to a
skilled addressee are deemed to be within the scope of the present
invention.
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