Ideal Online Documentation14174 T/B PROCESSING |
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│01/02/07 Tm6 ***** TERMINAL INDEPENDENT BATCH SELECTION ***** 3TPAI1 │ │ │ │ │ │ COMPANY: │ │ BATCH NUMBER: │ │ │ │ G/L DATE: │ │ CONTROL TOTAL: │ │ BATCH DESCRIPTION: │ │ │ │ │ │** SPECIFY BATCH (CR=NEW BATCH; F4=END): ____ │ │PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Displays the company you are working in.
Defaults to the next available batch number, no input required.
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.
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.
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:
[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.
This alert appears when there is no unposted Copitrak data in the system.
[Enter] to exit to menu.
When you have completed the batch header fields the following alert and is displayed.
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│ IF YOU PROCEED THIS PROGRAM WILL IMPORT ALL UN-POSTED COPITRAK │ │ DATA INTO A DISBURSEMENT BATCH TO BE VIEWED, MODIFIED AND UPDATED. │ │ THE DISBURSEMENT REGISTER WILL DISPLAY ANY INVALID CODES. │ └────────────────────────────────────────────────────────────────────┘ |
PROCEDURE - DATA ENTRY
Example Disbursement Entry Detail display:
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│01/16/07 ***** DISBURSEMENT ENTRY ***** TDSI│ │────────────────────────────────────────────────────────────────────────────────│ │BATCH: 0024 CONTROL: .00 ACTUAL: 750.00 LEFT: 750.00- │ │────────────────────────────────────────────────────────────────────────────────│ │ DISB REFERENCE BILLABLE CHEQUE CHEQUE │ │SEQ DATE CLIENT MATTER LYR CODE /CHEQUE# AMOUNT GST TOTAL │ │────────────────────────────────────────────────────────────────────────────────│ │001 05/15/06 000001 0001 DISB 002 *234 750.00 .00 750.00 │ │ AGENT'S FEES │ │___ │ │ │ │────────────────────────────────────────────────────────────────────────────────│ │ │ │────────────────────────────────────────────────────────────────────────────────│ │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 SEQ# of detail line to display, delete or modify.
[Enter] to continue with data entry.
"D" to delete the line.
The line is deleted without further warning.
"M" to modify the line.
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 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.
[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.
Enter date that expenditure was incurred.
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.
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.
Defaults to 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.
Enter reference or cheque number of payment, if applicable.
[Enter] to bypass field.
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.
Enter amount of GST included in the total cheque amount.
Displays the value of the disbursement entry.
[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:
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│01/14/07 Tm6 ***** DISBURSEMENT ENTRY ***** 3TTXI1│ │ │ │ │ │ COMPANY: 99 IdeaLaw Ltd. │ │ BATCH NUMBER: 0010 │ │ │ │ G/L DATE: 12/12/06 │ │ CONTROL TOTAL: 40.00 │ │ BATCH DESCRIPTION THATCHER 06-12-2 │ │ │ │ │ │** SPECIFY BATCH (CR=NEW BATCH; F1=START; F2=NEXT; F4=END): ____ │ │PRESS CR FOR NULL, F5 FOR INQUIRIES, F2 FOR NULL, F3 TO BACK UP. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
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.
[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.
[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.
Enter the SEQ# of the detail line you wish to display or 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 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
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│08/14/07 ***** PRINTER SELECTION ***** │ │ │ │ │ │** MAKE SURE PRINTER IS READY BEFORE PRESSING CR ..... │ │ │ │1. PRINTER NAME ................................. P1 OKIDATA 390 │ │ │ │2. CHARACTERS PER INCH ? (10,12,17) ............. 10 │ │ SINGLE OR DOUBLE DENSITY ? (S,D) ............. S SINGLE DENSITY │ │ │ │** 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.
"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.
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:
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.