The Bill To Record window is displayed when a Bill To record is double-clicked in the Statement Delivery Options table, or when the Add or Edit button is clicked on the Billing Preferences tab of the Client file. This window is used to determine whether a client will receive statements via mail or email. It also determines additional information for the statement and email that will be sent.

The Default Bill To record is automatically created when a new matter is saved. An optional Additional Bill To record can be created using the Billing Preferences tab of the Client file.

Bill To Name

The Bill To Name is a required field that shows the name of the Bill To contact who is set up to receive statements for the client.

  • Default Bill To Record: The Client Name is displayed when viewing the Default Bill To record, and cannot be edited using the Bill To Record window. Instead, information for the Default Bill To record must be edited using the Address tab of the Client file.
  • Additional Bill To Record: The Contact ID is displayed when viewing the Additional Bill To record, and the Full Name is displayed to the right of this field. Clicking the Full Name will open a Contact Information window allowing you to edit the contact. Click the Contact ID lookup button to select a different Bill To contact to receive statements on behalf of the client.
Description

Maximum 50 characters. This field is used to describe the Bill To record and will be displayed on the Billing Preferences tab of the Client file for identification purposes.

  • Default Bill To Record: The Default Bill To record will contain the text "Address shown on the Address tab." You cannot change the Description for this Bill To record.
  • Additional Bill To Record: You can enter/edit a unique description for the Additional Bill To record.
Statement Delivery Options
These options determine whether the contact will receive statements via mail or email.

Mail Statement

Select the Mail Statement check box if you want to print a statement that can be mailed (or save as a file).

  • Default Bill To Record: By default, the Mail Statement check box is selected for the Default Bill To record provided Mail or Both is specified for the Statement Delivery Method on the Client Defaults tab of Customization. When selected, statements will be generated with the address shown in the Statement Address section of this window.
  • Additional Bill To Record: When an additional Bill To record is created, by default neither the Mail Statement or Email Statement check boxes are selected. Once the Mail Statement check box is selected, you can use the address selector to select which of the contact's addresses to send the statement to.

When the Mail Statement check box is selected, a valid mailing address must be defined. If the selected address has not been defined, the message "A mailing address must be specified in order to mail statements." will be displayed. You must either clear the Mail Statement check box or edit the client or contact record with a mailing address before saving.
Email Statement

Select the Email Statement check box if you want statements to be sent via email. Tabs3 will email the statements using the Email Statements program after you have reviewed the statement and email message.

  • Default Bill To Record: By default, the Email Statement check box is selected for the Default Bill To record provided Email or Both is specified for the Statement Delivery Method on the Client Defaults tab of Customization. When selected, statements will be emailed to the email address shown in the Email Delivery Options section of this window.
  • Additional Bill To Record: When an Additional Bill To record is created, by default neither the Email Statement or Mail Statement check boxes are selected. Once the Email Statement check box is selected, you can use the email selector to select which of the contact's Email addresses to send the statement to.

When the Email Statement check box is selected, a valid email address must be defined in the contact record associated with the Bill To Name. If an email address is selected that has not been defined, the message "An email address must be specified in order to email statements." will be displayed. You must either clear the Email Statement check box or edit the contact record with an email address before saving.

If selected, choose one of the following options:
  Print the Client's Name and Address on the Statement

This option will print the client's address on the statement. This option is the default for the Default Bill To record and cannot be changed.
  Print the Bill To's Name and Address on the Statement This option will print the address selected in the Statement Address section of this window on the statement. This option is only available for the Additional Bill To record.

Note: The options for Print the Client's Name and Address on the Statement and Print the Bill To's Name and Address on the Statement are only available when Mail Statement is not selected, and Email Statement is selected. These options are not available for the Default Bill To record.

Statement Address

This section determines the address that will be printed on the statement and whether an Attention line will be included.
Address selector

The address selector indicates which address will be printed on the statements.

  • Default Bill To Record: The address displays the address selected on the Address tab of the Client file. The Address Selector cannot be changed in the Default Bill To record. Instead, information for the Default Bill To record must be edited using the Address tab of the Client file.
  • Additional Bill To Record: When an additional Bill To record is added, the address will default to the Bill To Name's default address, which is the address with the asterisk. The address selector can be used to select a different address.

Note: Address information in this window is shaded and read-only. Edits to an address must be made in the contact record or the client record, with one exception as follows. The Additional Bill To record for a secure client can be edited in the Bill To Record window. This is because no contact record is created in order to respect the secure nature of the client.

If the Mail Statement check box is selected but the specified mailing address is not defined for the contact, you will not be allowed to save the Bill To record. You must either clear the Mail Statement check box or edit the contact's record with a mailing address before saving the Bill To record.
  Details (Secure Only) The Details button allows you to view and edit the address of a secure client's Additional Bill To record in the Address Details window as separate fields including Address Lines 1-3, City, State, Zip, and Country.
   

Note: If you do not want the Country field to print, leave this field blank. For example, if you do not want "USA" to print on your statements, do not enter "USA" in the Country field.
Include Attention line on statement

Select this check box if you want to include an Attention line on the statement. By default, this check box is selected for clients whose Client Contact is an organization, whereas it is cleared for clients whose Client Contact is an individual.

If selected, you must select whether the attention line will reference the Matter's Contact Name or a different value that you can specify in the Other field.
  Matter's Contact Name Select Matter's Contact Name if you want the Contact Name field from the Address tab of the Client file to be used. This field is shown in the Matter Contact section on the Address tab and represents the Full Name of the Matter Contact.
  Other Select Other if you want to enter a customized Attention line. For example, you can specify "Attn: Accounts Payable" by entering "Accounts Payable" into this field. Maximum of 50 characters.
 

Note: The "Attn:" label is configured as a label in Line 2 on the Terminology tab of Statement Customization and can be modified there if desired. If using a Statement Designer layout, the Attn: label will print where the @attentionLabel field is placed on the layout, and the contact name specified will print where the @attentionLine field is placed. If these fields are not present on the layout, the attention line will not be included on the statement.
Email Delivery Options

This section is only available if Email Statement is selected in the Statement Delivery Options section above.
Email selector

The Email selector allows you to choose the email address to which statements will be sent.

Note: Email address information in this window is shaded and read-only. Edits to an email address must be made in the contact record or the client record, with one exception. The Additional Bill To record for a secure client can be edited in the Bill To Record window. This is because no contact record is created in order to respect the secure nature of the client and its records.

  • Default Bill To Record: For the Default Bill To record, the email address will always be the email address displayed on the Address tab of the Client file. If you want the statement sent to a different email address, change the address shown in the Client file. You may need to edit the email address for the matter contact.
  • Additional Bill To Record: For the Additional Bill To record, you can use the Email selector to select an email address for the contact.

If the Email Statements check box is selected but the email address selected is not defined for the contact, you will not be allowed to save the Bill To record. You must either clear the check box or update the contact's record with an email address before saving.
Email Template

Select an email template to be used when generating email statements for this Bill To record.

Note: Changing this field using the Change Client Options program will change the field for all Bill To records associated with the selected client(s).

The OK button saves the Bill To record and closes the window.

The Cancel button closes the Bill To record without saving any changes.

The Delete button permanently deletes the selected Additional Bill To record. The Default Bill To record cannot be deleted. Instead, clear the Mail and Email check boxes to prevent statements from being generated for the Default Bill To record.

See also:   Adding, Changing, and Deleting a Bill To Record
  Statement Delivery Options
  Default Bill To Record
  Additional Bill To Record
  Types of Client Billing Addresses
  Email Statements Overview