Ideal Online Documentation

14183 T/B PROCESSING
TB2-18 Transfers

 

PURPOSE

 

The time and disbursement transfers program is used to transfer unbilled time or disbursement entries from one client/matter to another client/matter. The matter and the details within the matter do not have to have been previously selected as this program provides access to the detail transactions for flagging purposes.

 

Transfers can take place between two different client/matters or between different matters belonging to one client as shown.

 

From    Client  3439         To    Client  2222

        Matter  0001               Matter  0021

From    Client  3439         To    Client   343

        Matter  0001               Matter  0003

 

A from client/matter code and a to client/matter code are entered.  All of the transactions contained in the from file will be displayed.

 

Select transactions to be transferred by entering the transaction number and pressing [Enter]. To the left of selected transactions the word "flagged" will appear. Cancel an item in the same way. Press [Enter] to display the next screen if there are more than five transactions in the matter. Press "A" to change the status of all transactions on one screen. When the batch is updated, these transactions will be transferred to the to matter.

 

Time and Disbursement Transfers is accessed from:

  • Bill Processing menu.

 

PROCEDURE - BATCH CREATION

 

Select Time and Disbursement Transfers 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

 

TIME/DISBURSMENTS TRANSFERS DATA ENTRY DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│07/30/07            ***** TIME/DISBURSEMENT TRANSFERS *****                     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0017     CONTROL:          .00 ACTUAL:          .00 LEFT:          .00   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│       SOURCE              SELECTED        SELECTED        DESTINATION          â”‚
│SEQ#   CLIENT MATTER       TIME            DISB            CLIENT MATTER        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”‚
└────────────────────────────────────────────────────────────────────────────────┘
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 the SEQ# of the detail line 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.


[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.

 

[F3] to return to batch selection screen.

 

[F4] to exit to menu.

 

 

FIELDS

 

SOURCE CLIENT

 

Enter client code to transfer transactions FROM.

 

[F4] to exit to menu.

 

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

 

SOURCE MATTER

 

Enter the matter code you wish to transfer transactions FROM.

 

PRESS F1 FOR SELECTION SCREEN, F3 TO BACK-UP OR ENTER TO CONTINUE:

 

[F1] to display selection screen to select matters.

 

[F3] to return to previous screen.

 

[Enter] to advance to next screen.

 

Enter the line number of desired matter to return to the data entry screen with the selected item.

 

 

[F3] to return to the previous field.

 

SELECTED TIME

 

Displays total amount of selected time for client/matter.

 

SELECTED DISB

 

Displays total amount of selected disbursements for client/matter.

 

DESTINATION CLIENT

 

Enter client code to transfer transactions TO.

 

This may be the same or a different code than entered in FROM CLIENT field.

 

 

DESTINATION MATTER

 

Enter matter code to transfer transactions TO.

 

** 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.

 

Example Time/Disbursement Transfers Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/30/07            ***** TIME/DISBURSEMENT TRANSFERS *****                 TTXI│
│────────────────────────────────────────────────────────────────────────────────│
│BATCH: 0017     CONTROL:     1,964.00 ACTUAL:     1,964.16 LEFT:          .00   â”‚
│────────────────────────────────────────────────────────────────────────────────│
│       SOURCE              SELECTED        SELECTED        DESTINATION          â”‚
│SEQ#   CLIENT MATTER       TIME            DISB            CLIENT MATTER        â”‚
│────────────────────────────────────────────────────────────────────────────────│
│0001   000888   0003                 .00        1,964.16   000001   0006        â”‚
│____                                                                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│Client Name────────────────────────────Matter Name──────────────────────────────│
│ABC COMPANY LIMITED                    GENERAL MATTERS                          â”‚
│────────────────────────────────────────────────────────────────────────────────│
│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 and Disbursement Transfers 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 Time & Disbursement Transfers Header Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/14/07 Tm6        ***** TIME/DISBURSEMENT TRANSFERS *****              3TTXI1 â”‚
│                                                                                â”‚
│                                                                                â”‚
│          COMPANY:            99  IdeaLaw Ltd.                                  â”‚
│          BATCH NUMBER:       0010                                              â”‚
│                                                                                â”‚
│          G/L DATE:           12/12/06                                          â”‚
│          CONTROL TOTAL:                .00                                     â”‚
│          BATCH DESCRIPTION   THATCHER/TODD                                     â”‚
│                                                                                â”‚
│                                                                                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.