Ideal Online Documentation

14182 T/B PROCESSING
TB2-17 Time Entry

 

PURPOSE

 

The time entry program is used to post time entries of efforts 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 and draft time 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 time entry descriptions will dramatically reduce the length of time it takes to post time entries. You can use as many shorthand codes as you wish in any entry. The time 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 time entries throughout the day if you prefer and then update the batch at the end of the day. Registers of all time 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 time 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 time entry program can be optionally 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 time entry batch is updated.

 

Time Entry is accessed from:

  • Time Billing Processing menu.

 

PROCEDURE - BATCH CREATION

 

Select Time 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.

 

 

 

PROCDURE - DATA ENTRY

 

TIME ENTRY DATA SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│07/30/07                     ***** TIME ENTRY *****                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0125     CONTROL:        .00   ACTUAL:       .00    LEFT:       .00      â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ# LAWYER  DATE    CLIENT   MATTER CODE  PRINT?    HOURS      RATE     BILL$  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│___                                                                             â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│Client Name─────────────────────────────Matter Name─────────────────────────────│
│                                                                                â”‚
│────────────[Clear Mode: Classic clearing (as it worked in the past)]───────────│
│CR for next, F2 to display, F3 for batch control, F4 to end, F12 to change      â”‚
│Clear Mode. Or enter the Seq# of the line you wish to display or process.       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

Press [F3] to move backwards from field to field within a time 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#
CR for next, F2 to display, F3 for batch control, F4 to end, F12 to change
Clear Mode. Or enter the Seq# of the line you wish to display or process.

 

[Enter] to display the next sequence number.

 

If you enter an existing sequence number, the program will display the transaction and will provide the option to delete, modify or bypass the entry. See PROCEDURE - ADD/DELETE LINE.

 

 

[F2] to display 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 process batch.

 

[F12] to modify clear mode.

 

Desired clear mode: 1_

 

[Enter] or "1" for classic clearing.

 

"2" to clear line values after entry.

 

"3" to not clear line values after entry.

 

LAWYER

 

Enter the timekeeper code for the entry.

 

This is the timekeeper for whom the time will be calculated.

 

 

DATE

 

Enter the date that the client service was performed.

 

[Enter] for current system date.

 

CLIENT

 

Enter the client code.

 

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

 

 

MATTER

 

Enter the matter code.

 

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.

 


CODE

 

Enter a work code.

 

You can define work codes that will automatically insert a leading description in the body of the time entry. See 14285 WORK CODE MAINTENANCE. Most firms have Ideal program their software to insert a default work code with no leading description.

 

 

PRINT?

 

"Y" to print the time description on client invoices.

 

Most time entry work codes will have been preprogrammed to default to "Y"es. You have the option to press [F3] to backup to this field and change the response to no.

 

 

"N" to not print the time description on client invoices.

 

This option prevents the time description from printing on client invoices. The value of the time entry, however, will still be included in total fees billed on the invoice.

 

 

HOURS

 

Enter the total amount of time.

 

You have the following options.

 

  1. Enter the time spent in tenth of an hour increments (each tenth of an hour representing 6 minutes). For example, 2.3 hours equals 2 hours and 18 minutes. Press [Enter] to accept this entry and move to the next field.

  2. Enter the time spent in "real time" by entering the total minutes and press [F1] to convert to tenth of an hour increments.  For example: enter 45 minutes and press [F1] to convert the time to 0.75 hours; or enter 75 minutes and press [F1] to convert to 1.25 hours.

  3. Press [F9] to activate "Addition Mode" if you will be adding further descriptions and time values to the same entry throughout the day. When you press [F9] the system prompts you to enter a time value; press [CR] to accept the value entered and then press [F4] to exit addition mode. At any later time before the batch is updated you can select the sequence number for the time entry, choose the modify option, then press [Enter] to move the cursor to the HOURS field. Press [F9] to enter additional time which will be added to the previous total.

  4. Press [F10] to activate "Start/End Time Mode" if you wish to enter the time of day the task was started and the time of day that the task was completed. The program will automatically calculate the total time spent and the cursor will move to the next field.

  5. Press [F12] in the DESCRIPTION field to create a time line that can be automatically added to repeatedly during the course of the day and then automatically totaled when the entry is complete. See DESCRIPTION field.
RATE

 

Displays the hourly rate for the timekeeper.

 

The rate is set up in the lawyer/timekeeper maintenance and special hourly rate maintenance programs. The desired rate table will have been referenced in the client/matter maintenance program.

 

 

BILL$

 

Displays the value of the time entry.

 

This field is calculated by multiplying the hours times the rate. You can press [F3] to backup to the RATE or BILL$ fields to enter values other than those automatically calculated.

 

 

TIME DESCRIPTION

 

A text entry window opens automatically so that you may enter the description of the activity performed. You can enter up to 10 lines of text or shorthand codes in the time 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 time although all ten lines can be accessed for editing.

 

You can 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 appearat 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 inice 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, theditor 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.

 

Press [F12] to insert a time line into the description. Generally, you will insert the time line as the first entry and enter the descriptive text below. When you insert the time line, the program automatically enters the start time. When you exit the description, the program automatically enters the end time. You may enter and exit the description any number of times and the program will continue to insert start and end times. When the entry is complete, press [F12] after exiting the description the last time to total the time and the press [Enter] to accept the rounded time.

 

** 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.

 

[F11] to re-enter the description field.

 

[F12] to total the time line.

 

Example Time Entry Detail display:

┌────────────────────────────────────────────────────────────────────────────────┐
│02/13/07                     ***** TIME ENTRY *****                         TWPI│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0027     CONTROL:        .00   ACTUAL:      5.40    LEFT:      5.40-     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ# LAWYER  DATE    CLIENT   MATTER CODE  PRINT?    HOURS      RATE     BILL$  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│001  JM    12/31/06  000001    0000  001     Y        2.00    125.00    250.00  â”‚
│      ATT  C  R TENTATIVE COURT DATE.                                           â”‚
│002  JM    12/31/06  000002    0000  001     Y        3.40    125.00    425.00  â”‚
│     DRAFTED PARTNERSHIP AND BUY/SELL AGREEMENTS.                               â”‚
│___                                                                             â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────[Clear Mode: Classic clearing (as it worked in the past)]───────────│
│CR for next, F2 to display, F3 for batch control, F4 to end, F12 to change      â”‚
│Clear Mode. Or enter the Seq# of the line you wish to display or process.       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
CR for next, F2 to display, F3 for batch control, F4 to end, F12 to change
Clear Mode. Or enter the Seq# of the line you wish to display or process.

 

[Enter] to display the next sequence number.

 

If you enter an existing sequence number, the program will display the transaction and will provide the option to delete, modify or bypass the entry. See PROCEDURE - ADD/DELETE LINE.

 


[F2] to display lines.

 

See SEQ# field.

 

 

[F3] to return to batch selection screen.

 

[F4] to exit data entry and process batch.

 

See PROCEDURE - REGISTER PRINTING AND UPDATE

 

 

[F12] to modify clear mode.

 

See SEQ# field.

 

 

 

PROCEDURE - ACCESS AN EXISTING BATCH

 

Select Time 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 Time Entry Header Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/14/07 Tm6                   ***** TIME ENTRY *****                  3TTXI1   â”‚
│                                                                                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

 

When you select [F4] at the SEQ# field of the data entry screen the following prompts display.

 

(1) EXTEND ABBREVIATIONS
(2) LEAVE ABBREVIATIONS
** ENTER SELECTION (ENTER='2'): 2

 

[Enter] to accept the default value.

 

"1" to extend all abbreviations to full.

 

"2" to not extend abbreviations.

 

(1) SHOW CLIENT NAME
(2) DON'T SHOW CLIENT NAME
** ENTER SELECTION (ENTER='2'): 2

 

[Enter] to accept the default value.

 

"1" to show the client name on all entries.

 

"2" to not show the client name.

 

(1) SHOW MATTER NAME
(2) DON'T SHOW MATTER NAME
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default value.

 

"1" to show the matter name on all entries.

 

"2" to not show the matter name.

 

(1) WIDE 132 COLUMN REPORT
(2) NARROW 80 COLUMN REPORT
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default value.

 

"1" to print a wide report.

 

"2" to print a narrow report.

 

(1) SHOW RATES & EXTENSIONS
(2) DON'T SHOW RATES & EXTENSIONS
** ENTER SELECTION (ENTER='1'): 1

 

[Enter] to accept the default value.

 

"1" to show rates and extensions on all entries.

 

"2" to not show rates and extensions.

 

** F1=CONTINUE, F2=BACKUP TO TOP, F3=BACKUP TO BOTTOM, F4=EXIT:

 

[F1] to continue processing the batch.

 

The print selection menu is displayed.

 


[F2] to modify the above options from top.

 

[F3] to modify the above options from bottom.

 

[F4] to exit to menu.

 

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; SUMMARY; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"S" to print the batch summary register.

 

"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.