Overview
The Retainers dataset is the primary data source for charts related to retainers in CORE. It tracks retainers requested, received, applied to invoices, refunded, and transferred at the client and project level, along with the related client and project information.
This dataset is well suited for reporting on retainer activity by client, project, or client manager.
You can access this dataset in CORE Insights Dashboard Builder under the Data panel when creating or editing a chart.
Dataset Structure
This dataset uses a structure of one record per retainer transaction. The Retainer Type field identifies the type of transaction on each record, such as Retainer Invoice, Retainer Received, or Retainer Used. Trust fund transactions are also included.
Some fields apply only to certain transaction types and are blank or 0 on other records. For example, Requested is populated only on Retainer Invoice records, and Used is populated only on Retainer Used records.
Note: Filter on Retainer Type to separate trust fund transactions from other retainer transactions. On Retainer Transfer records, Received shows the amount transferred out as a negative value.
Fields
| Type | Column | Description | Calculation |
| Category | Client | The display name of the client associated with this retainer transaction. If the client has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the Client ID. | |
| Category | Client Manager | The display name of the employee assigned as the client manager for the client associated with this retainer transaction. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Default Project Group | The Group ID of the default group assigned to the project or phase associated with this retainer transaction. Blank for client level retainers. | |
| Category | ePayment | Indicates whether online payment is set up on the retainer invoice. Values include Yes and No. Always No on records that are not retainer invoices. | |
| Category | ePayment Status | The status of the most recent online payment on the retainer invoice. Values include CC Scheduled, CC Processed, CC Rejected, ACH Scheduled, ACH Processed, ACH Rejected, Refunded, Returned, and None. Blank on records that are not retainer invoices. | |
| Category | Invoice Date | For Retainer Invoice records, the date of the retainer invoice. For Retainer Used records, the date of the invoice the retainer was applied to. Blank for Retainer Received records. | |
| Category | Payment Date | The date of the payment, transfer, or credit memo associated with this retainer transaction. For Retainer Received records, the date the retainer was received. For Retainer Used records, the date the retainer was applied. Blank for Retainer Invoice records. | |
| Category | Project Display Name | The display name of the project or phase associated with this retainer transaction. Blank for client level retainers. | |
| Category | Project Manager | The display name of the project manager associated with this retainer transaction. If the manager has a first and last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Project Name | The name of the project or phase associated with this retainer transaction. Blank for client level retainers. | |
| Category | Reference # | The reference number for this retainer transaction. For Retainer Invoice records, the retainer invoice number. For Retainer Used records, the number of the invoice the retainer was applied to. For Retainer Received records, the payment reference, such as a check number, if one was entered. For refunds and transfers, the reference entered on the credit memo or transfer. | |
| Category | Retainer Level | Indicates whether the retainer is held at the client or the project level. Values include Client, Project, and Project/Client. | |
| Category | Retainer Type | The type of retainer transaction. Values include Retainer Invoice, Retainer Received, Retainer Used, Retainer Refunded, Retainer Transfer, Trust Fund Retainer Invoice, Trust Fund Received, and Trust Fund Used. | |
| Category | Root Project | The display name of the root project associated with this retainer transaction. For a standalone or root project, this is the project's own display name. Blank for client level retainers. | |
| Value | Received | The retainer amount received from the client. On Retainer Transfer records, the amount transferred out, shown as a negative value. 0 on Retainer Invoice and Retainer Used records. | |
| Value | Requested | The retainer amount requested on a retainer invoice. 0 on all other records. | |
| Value | Used | The retainer amount applied to an invoice. Populated only on Retainer Used records and 0 on all other records. |