Ideal Online Documentation

14166 T/B PROCESSING
TB2-01 Pro-Rated Adjustments

 

PURPOSE

 

The prorated adjustments program enables you to prorate adjustments to time entries for any specified client and billable matter. Prior to using this program the matter and the time details must be flagged using the matter selection and time/disbursement selection programs. The program eliminates manual calculation of the prorated share of increases or decreases to the billable amount of a matter on a timekeeper by timekeeper basis.

 

The total value of the selected time entries is displayed after entering the client/matter code. Upon entering the adjustment amount, the program prorates this value proportionally among the time entries.

 

Pro-Rated Adjustments is accessed from:

  • Bill Processing menu.

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Pro-Rated Adjustments from the Bill Processing menu.

 

You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. Batches are not terminal dependent. To select an existing batch for further processing see PROCEDURE - ACCESS AN EXISTING BATCH. Additional batches can be created whether or not previous batches have been updated. To update or abort a batch see PROCEDURE - REGISTER PRINTING AND UPDATE. If there are existing batches the first will be displayed and you have the options of processing the displayed batch, accessing another batch or creating a new batch.

 

If you are creating a new batch, press [Enter] at the batch selection screen. This clears the display of any existing batches and assigns the next sequential batch number.

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│01/02/07 Tm6     ***** TERMINAL INDEPENDENT BATCH SELECTION *****        3TPAI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:                                                              â”‚
│          BATCH NUMBER:                                                         â”‚
│                                                                                â”‚
│          G/L DATE:                                                             â”‚
│          CONTROL TOTAL:                                                        â”‚
│          BATCH DESCRIPTION:                                                    â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F4=END):  ____                                  â”‚
│PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP.                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Displays the company you are working in.

 

BATCH NUMBER

 

Defaults to the next available batch number, no input required.

 

G/L DATE

 

Enter a G/L date for the batch.

 

[Enter] for the current system date.

 

Many programs use the dates of the individual entries in the batch as the date the G/L is affected by the entries. For those programs, the batch G/L date indicates the date of batch creation. Some programs use the batch G/L date as the date the G/L is affected by ALL entries in the batch. The effective date is noted in PROCEDURE - DATA ENTRY.

 

 

CONTROL TOTAL

 

Enter the dollar total of the adjustments to be posted.

 

[Enter] to bypass.

 

Generally, a control total is optional. However, some programs require a control total. In either case a control total serves as a handy check-sum against the total entries in a batch and should be entered. Simply add up the total of the transactions to be made in the batch and enter that as your control total.

 

 

BATCH DESCRIPTION

 

Enter a description to identify the batch.

 

[Enter] to bypass.

 

You can enter up to 30 characters.

 

 

When you have completed the batch header fields the following prompt is displayed:

 

** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The information entered is discarded, not batch is created and the batch number remains available for use.

 

 


PROCEDURE - DATA ENTRY

 

After you create a new batch you are taken to the data entry screen.

 

Example Pro-Rated Adjustments Data Entry Screen display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/02/07               ***** PRO-RATED ADJUSTMENTS *****                    TPAI│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0009     CONTROL:       375.00 ACTUAL:      375.00  LEFT:         .00    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ#   CLIENT MATTER LAWYER SELECT TIME     ADJUSTMENT          TOTAL           â”‚
│────────────────────────────────────────────────────────────────────────────────│
│____                                                                            │
│                                                                                │
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│────────────────────────────────────────────────────────────────────────────────│
│PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END,              â”‚
│OR ENTER THE SEQUENCE# OF THE LINE YOU WISH TO DISPLAY OR PROCESS.              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END,
OR ENTER THE SEQUENCE# OF THE LINE YOU WISH TO DISPLAY OR PROCESS.

 

Enter the SEQ# of the detail line you wish to display or delete.

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE

 

[Enter] to continue with data entry.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

[Enter] to begin new detail line with next sequential number.

 

The program will step you through each field. See FIELDS.

 

 

[F2] to display detail lines.

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END)

 

Enter the SEQ# of detail line to begin display.

 

[Enter] to begin display at first detail line of batch.

 

[F4] to return to SEQ# field.

 

[F3] to return to batch selection screen.

 

[F4] to exit to menu.

 

 

FIELDS

 

SEQ #

 

Enter existing sequence # to display.

 

If you enter an existing sequence number, the system will display the transaction and will provide the option to bypass or delete it from the batch.

 

 

[Enter] to create new line with the next sequence number.

 

[F2] to display existing lines.

 

CLIENT

 

Enter the desired client code.

 

[F5] to display list of client/matter codes for selection.

 

MATTER

 

Enter the client's desired matter code.

 

If you selected the client from the list displayed by pressing [F5] at the CLIENT field the associated matter code will be displayed here by default.

 

 

[Enter] to accept the displayed default matter code.

 

[F5] to display list of client/matter codes for selection.

 

LAWYER

 

Displays the lawyer code for the assigned lawyer as set up in the matter maintenance program.

 

>> THERE IS NO TIME SELECTED. PRESS F1 FOR INQUIRY OR ENTER TO CONTINUE:

 

If no detail transactions have been previously flagged, this system prompt appears. Press [F1] to open a window displaying all unbilled time and disbursements for the related client/matter, allowing you to flag entries you wish to adjust. To select or deselect previously selected items enter the item line number at the cursor and press [Enter].

 

 

[Enter] to clear the error and reenter client/matter.

 

[F1] to display client/matters for flagging.

 

SELECT TIME

 

Displays the total value of the selected (flagged) time entries for the client/matter.

 

ADJUSTMENT
ENTER NEW SELECTED AMOUNT FOLLOWED BY F1 TO CALCULATE THE ADJUSTMENT
OR PRESS F1 BEFORE ENTERING AN AMOUNT TO CHANGE SELECTED AMOUNTS.

 

Enter the total amount of the adjustment and press [F1].

 

The program will prorate this total amount and apply the respective adjustment amounts to each selected time entry, allocating the adjustment amounts according to the proportion of the original amount each item represents. See following example.

 

 

[F1] to select or deselect unbilled time items to include or exclude.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Select Pro-Rated Adjustments from the Bill Processing menu. You are taken to the batch selection screen where you may create a new batch or select an existing batch for further processing. If there are existing batches, the oldest batch will be selected and the fields in the batch selection screen will be completed and the following prompt displayed.

 

Example Pro-Rated Adjustments Batch Selection display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/02/07 Tm6           ***** PRO-RATED ADJUSTMENTS *****                 3TPAI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:            IdeaLaw Ltd.                                      â”‚
│          BATCH NUMBER:       0005                                              â”‚
│                                                                                â”‚
│          G/L DATE:           12/12/06                                          â”‚
│          CONTROL TOTAL:            375.00                                      â”‚
│          BATCH DESCRIPTION:  MILLER                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):  ____               â”‚
│PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP.                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):

 

Enter the number of the batch to access.

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION/ACCESS.

 

 

[F1] to process the displayed batch.

 

** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

See PROCEDURE - ADD/DELETE LINES.

 

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

[F2] to display header of next batch, if any.

 

[F4] to exit to menu.

 

[F5] to display list of existing batches for selection.

 

 

PROCEDURE - ADD/DELETE LINES

 

If you access an existing batch the following prompt is displayed at the batch header.

 

** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END):  ____

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION/ACCESS

 

 

[F1] to process the batch details.

 

You are taken to the data entry screen where you may add or delete lines in the batch.

 

 

[F2] to display the next batch, if any.

 

[F4] to exit to menu.

 

The following prompt is displayed at the data entry screen.

 

PRESS CR FOR NEXT, F2 TO DISPLAY, F3 FOR BATCH CONTROL, F4 TO END

 

Enter the SEQ# of the detail line you wish to display or delete.

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE

 

[Enter] to continue with data entry.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

[Enter] to begin new detail line with next sequential number.

 

This enables you to add additional lines to the batch (See PROCEDURE - DATA ENTRY).

 

 

[F2] to display detail lines.

 

** ENTER STARTING SEQ# (CR FOR FIRST; F4 TO END)

 

Enter the SEQ# of detail line to begin display.

 

[Enter] to begin display at first detail line of batch.

 

[F4] to return to SEQ# field.

 

[F3] to return to batch selection screen.

 

[F4] to exit data entry and display the print selection menu.

 

 

PROCEDURE - REGISTER PRINTING AND UPDATE

 

After you have completed data entry in a new batch or completed adding and deleting lines to an existing batch, press [F4] to exit. You are taken to the print selection menu where you may print the batch registers.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.


After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.

 

An example Prorated Adjustments Register follows.

  



   Example Prorated Adjustment:

   Original Entry Values

   Timekeeper 1 Time Entry     -     1/6 of total         =        $ 100.00
   Timekeeper 2 Time Entry     -     2/6 of total         =        $ 200.00
   Timekeeper 3 Time Entry     -     3/6 of total         =        $ 300.00
                                                                     ------
   Original Total                                         =        $ 600.00

   Prorated Adjustment Amount     =     $ 400.00 

   Prorated Adjustments + Original Amounts = New Prorated Amounts

   Timekeeper 1   1/6 X 400.00    =     $  66.67   +  $ 100.00  =  $ 166.67
   Timekeeper 2   2/6 X 400.00    =     $ 133.33   +  $ 200.00  =  $ 333.33
   Timekeeper 3   3/6 X 400.00    =     $ 200.00   +  $ 300.00  =  $ 500.00
                                          ------        ------      -------
   Adjustments Total                    $ 400.00
   Orignal Total                                      $ 600.00

   New Prorated Total                                     =        $1000.00