Ideal Online Documentation

14173 T/B PROCESSING
TB2-08 Disbursements Entry

 

PURPOSE

 

The disbursements entry program is used to post disbursement entries of expenditures produced on behalf of clients and record them to the designated client/matter files.

 

IdeaLaw includes a great degree of word processing functionality in this program. Ideal recommends that you take advantage of this feature and draft disbursement entries as if they were client invoices. By doing so, you will accomplish much of the final editing of client invoices on a daily basis and ensure that entries are completed accurately during the first draft, thus requiring little further editing.

 

Using shorthand codes in disbursement entry descriptions will dramatically reduce the time necessary to post disbursement entries. You can use as many shorthand codes as you wish in any entry. The disbursement entry program allows up to 10 lines of text or shorthand codes for each entry.

 

Although shorthand codes appear in their abbreviated form on the screen, the long descriptions will print in full on client invoices.

 

This program, like other IdeaLaw data entry programs, is batch oriented (ie - data does not get posted to the client/matters until the entire batch is updated), however, you can post disbursement entries throughout the day if you prefer and then update the batch at the end of the day. Registers of all disbursement entry transactions can be printed at any time. Prior to updating the batch the registers must be printed, whether or not they were printed previously.

 

Law firms that elect to allow all partners, members and employees to post their own disbursement entries will want to make a decision about printing registers and updating. The options are: to allow each timekeeper to print registers and update his/her own batches; or, to restrict register printing and batch updating to accounting staff members only.

 

The disbursement entry program can be programmed to update only the work-in-progress on client subledgers and not affect the general ledger until an invoice is rendered. Alternatively, IdeaLaw can be set to update immediately the general ledger as each disbursement entry batch is updated.

 

Disbursement Entry is accessed from:

  • Time Billing Processing menu.

 

PROCEDURE - BATCH CREATION

 

Select Disbursement Entry from the Time Billing 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.

 

 

 

IMPORTANT: The actual dollar amounts entered in the batch must equal the control total before the batch can be updated.

 

 

 

PROCEDURE - DATA ENTRY

 

Example Disbursement Entry Detail display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/16/07                 ***** DISBURSEMENT ENTRY *****                     TDSI│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0024     CONTROL:        .00   ACTUAL:    750.00    LEFT:    750.00-     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                 DISB REFERENCE BILLABLE    CHEQUE      CHEQUE  â”‚
│SEQ DATE     CLIENT  MATTER LYR  CODE /CHEQUE#    AMOUNT       GST       TOTAL  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│001 05/15/06 000001  0001   DISB 002  *234        750.00       .00      750.00  â”‚
│    AGENT'S FEES                                                                â”‚
│___                                                                             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

 

Enter SEQ# of detail line to display, delete or modify.

 

** PRESS ENTER TO CONTINUE; 'D' TO DELETE; 'M' TO MODIFY:

 

[Enter] to continue with data entry.

 

"D" to delete the line.

 

The line is deleted without further warning.

 

 

"M" to modify the line.

 

PRESS F4 TO JUMP OVER TO DESCRIPTION.

 

The cursor returns to the LAWYER field.

 

 

Enter the desired code or value.

 

[Enter] to accept displayed value and advance to next field.

 

[F3] to return to the previous field.

 

[F4] to advance directly to description.

 

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

 

[F2] to display detail lines.

 

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

 

Enter SEQ# of detail line to begin display.

 

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

 

[F3] to return to batch selection screen.

 

You may change the control total if desired.

 

 

[F4] to exit to menu.

 

 

FIELDS

 

With the exception of the SEQ# and DISBURSEMENT DESCRIPTION fields, all fields default to the data entered in the same field in the previous transaction. Press [Enter] to accept the displayed data.

 

Press [F3] to move backwards from field to field within a disbursement entry transaction and change any previously entered information. Press [Enter] to move the cursor forward from field to field accepting the originally entered information.

 

Press [F5] at any field to display a context-sensitive listing of available codes or information in the system. For example, with the cursor in the CLIENT field, press [F5] to display a list of client names and numbers.

 

Press [F2] from within the inquiry program to restart the display of inquiry information at a selected point in the database (eg - display client names beginning with Smith). A sequence number appears to the left of each record in the database. Enter this sequence number to insert the associated record automatically into the field in the detail line.

 

 

SEQ

 

[Enter] to display the next sequence number.

 

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

 

 

DATE

 

Enter date that expenditure was incurred.

 

CLIENT

 

Enter client code for whom the expenditure was incurred.

 

After the client code has been entered, the client name is displayed at the bottom of the screen.

 


MATTER

 

Enter matter code for which the expenditure was incurred.

 

After the matter code has been entered, the matter name is displayed at the bottom of the screen. If the client has only one matter, the code will be automatically inserted.

 

 

LYR

 

Defaults to DISB code.

 

DISB CODE

 

Enter a disbursement code.

 

[F5] to display list of disbursement codes for selection.

 

After the disbursement code has been entered, the disbursement description is displayed at the bottom of the screen.

 

 

REFERENCE/CHEQUE#

 

Enter reference or cheque number of payment, if applicable.

 

[Enter] to bypass field.

 

BILLABLE AMOUNT

 

Enter amount of disbursement billable to client, including PST.

 

This is normally the full amount of the disbursement exluding GST. If the amount also includes GST, press [F1] after entering the amount to calculate GST from the AMOUNT.

 

 

[Enter] to bypass field.

 

CHEQUE GST

 

Enter amount of GST included in the total cheque amount.

 

CHEQUE TOTAL

 

Displays the value of the disbursement entry.

 

DISBURSEMENT DESCRIPTION

 

The program automatically displays the disbursement code description. You may edit the description by entering additional text. You can enter up to 10 lines of text or shorthand codes in the disbursement description field. A great degree of word processing functionality, including word-wrap, is available during text entry.

 

Special Editing Keys:

 

[HOME] to move cursor to the left margin of the current line.

 

[END] to move cursor to the right margin of the current line.

 

[INSERT] to toggle between INSERT and TYPEOVER modes.

 

[DELETE] to delete the character at cursor.

 

[BACKSPACE] to delete the character to the left of cursor.

 

[←] [→] [↑] [↓] to move cursor as indicated by selected arrow key.

 

[F2] to delete the current line.

 

[F6] to reformat text by removing extra spaces and hard returns.

 

[F4] to end text entry.

 

Only four of the ten possible lines of text will be displayed on the screen at any one disbursement although all ten lines can be accessed for editing.

 

You may use as many shorthand codes in this field as desired.  Press [F5] to display a list of available shorthand codes. Press [Enter] to display the next page of codes or [F3] to display the previous page of codes.

 

To insert a shorthand code:

  1. Press [`] (back quote or grave key), located above the tab key in the top left corner of most keyboards.
  2. Enter the shorthand code.
  3. Press [SPACEBAR].

The shorthand code is inserted at the cursor. The full description of the shorthand code appears at the bottom of the screen to provide visual verification of the data entered. Only the shorthand code, however, appears in the DISBURSEMENT DESCRIPTION field displayed on the screen. The shorthand code expands to its full description when the client invoice is printed.

 

The editor automatically inserts a space after the shorthand code in the field. Typing of further text can resume at this point. If you type any punctuation character immediately after you press [SPACEBAR] to end a shorthand code, the editor automatically removes the inserted space and aligns the punctuation mark directly after the text in the shorthand code. You will not see this on the screen, but it will occur on the printed invoices.

 

** OK TO UPDATE? (ENTER TO UPDATE; F3 TO BACKUP; F4 TO BYPASS):

 

[Enter] to accept the detail line.

 

[F3] to re-enter field information.

 

[F4] to cancel the line.

 

 

PROCEDURE - ACCESS AN EXISTING BATCH    

 

Select Disbursement Entry the Time Billing 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 Disbursement Entry Header Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/14/07 Tm6              ***** DISBURSEMENT ENTRY *****                  3TTXI1│
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:            99  IdeaLaw Ltd.                                  â”‚
│          BATCH NUMBER:       0010                                              â”‚
│                                                                                â”‚
│          G/L DATE:           12/12/06                                          â”‚
│          CONTROL TOTAL:              40.00                                     â”‚
│          BATCH DESCRIPTION   THATCHER 06-12-2                                  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.