Case Ledger

The case ledger tab - displayed as a dollar sign - within MerusCase houses all time charges, also known as ledger items, recorded within a case. These ledger items serve as the fundamental building blocks of bookkeeping within MerusCase.

Adding a Ledger Item

1. Click the button that says New Ledger Item. The case ledger entry fields will pop up near the top of the page.

2. If you would like to enter a Predefined Description, you may click on the dropdown menu to select from all available predefined descriptions for your firm. Predefined descriptions and/or UTBMS codes can be set up (and set to always be used firmwide) via the Systemwide Settings interface. If you do not use predefined descriptions, you may manually enter a billing description within the blank text field. The billing description that you enter will be displayed on both the case ledger and the invoice when it is sent to the client.

3. Enter the number of hours you are billing for this entry by clicking on the up and down arrow buttons in the Hours field to increase or decrease the hours by the time increments previously set for Time Tracking. Alternatively, you can manually type in the number of hours.

4. From here, you’ll need to select the Type of charge, such as Billable Time, Payment Received, Write Off, and more.

5. The Date, User, Rate, Bill To, and Amount will be automatically pulled into their corresponding fields based on the active user recording the time charge as well as the Case/Matter you are currently working in. If you would like to manually adjust any of this data, you can do so using the available fields.

6. After you have filled out all necessary fields, you have three choices: (1) click Save & Close to save this time charge and close out of the ledger items interface, (2) click Add More Time to save this time charge and enter an additional ledger item, or (3) click Cancel to completely cancel out of this ledger item.

7. The logged ledger item will now appear in the case ledger.

Editing a Ledger Item

1. Click on the line item you want to edit.

2. Edit the fields as necessary and click Save.

Deleting a Ledger Item

To delete, click on the Control Column (displayed as three little dots) next to the desired line item and select Delete.

Generally, anytime a user deletes an item, a popup message will appear asking for confirmation from the user.

Filtering Ledger Items

Any table in MerusCase allows for filtering across any of the columns on your screen to provide the user a tailored list within the system. In other words, use the filter to quickly find a specific line item within the table.

Additionally, MerusCase supports the use of multiple filters at once. For instance, a user can search for all open (by the Case Status column) cases within Browse Cases and then apply a second filter to then search for Assigned to Me (by the Staff column) within those open cases.

To apply multiple filters, enter the first filter then click on the magnifying glass. On click, a drop-down window will appear. Click Add Filter and toggle what to filter by.

Select Always use this column if you wish to always use the same filter type. Many firms find it particularly useful to select this option when filtering for cases, forms, or templates.

To remove a filter, click on the added filter button (each applied filter appears as a button underneath the Search/Filter bar). For example, to remove the filter for open cases, click on the button Status: Open underneath the Search/Filter bar.

Within the ledger, you can filter through all available ledger items by the following fields: Ledger Description, Type, Date Posted, User, Hours, Rate, Bill To, and Amount.