Ideal Online Documentation

14275 T/B MAINTENANCE
TB4-02 Paragraphs Maintenance

 

PURPOSE

 

The paragraph formatting program enables you to define up to 108 separate paragraphs of text as boiler-plate clauses that can be attached to bill formats or to specific matters. This capability allows you to have as much flexibility as needed to prepare customized invoice formats.

 

The Paragraph Maintenance program allows you to define up to:

  • 36 leading paragraphs which appear after the matter description line on invoices but before any detailed time transactions.

  • 36 body paragraphs which appear after the detailed time transactions and before the lawyer summary section on invoices.

  • 36 trailing paragraphs which appear after the signature line on the invoice.

The bill format program in turn allows you to attach up to 25 predefined paragraphs to each bill format.

 

Each paragraph defined in this program allows up to 50 lines of text of up to 70 characters per line and can be easily edited at any time. Each paragraph code is made up of two digits. The first digit identifies whether it is a Leading, Body or Trailing and the second digit is any letter or number (A-Z, 0-9).

 

You may choose to leave certain paragraphs as permanent clauses attached to various bill formats or matters. You may reserve other paragraphs for use on a random basis for free-text entry of lengthy passages for unique invoices as described below.

 

In addition to attaching paragraphs to specific bill formats, you can also attach them to individual matters by coding the applicable paragraph in the field for that purpose found in the matter maintenance program. This allows you to draft paragraphs exclusively meant for a particular matter, use them for a bill on that matter, then reuse the paragraph code at a later time for another matter or bill format.

 

If a paragraph code is attached to a matter, any paragraph codes that are attached to the bill format for that matter will not print. Paragraph codes attached to matters override any paragraphs attached to bill formats.

 

Automatic Billing Paragraph Maintenance is accessed from:

  • Bill Processing menu.

PROCEDURE

 

Select Automatic Billing Paragraph Maintenance from the Bill Processing menu. The paragraph maintenance screen displays.

 

AUTO-BILL PARAGRAPH MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                        AUTO-BILL PARAGRAPH MAINTENANCE                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│    PARAGRAPH TYPE            _                                                 â”‚
│    PARAGRAPH CODE                                                              â”‚
│    CODE DESCRIPTION                                                            â”‚
│             10        20        30        40        50        60        70     â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER 'L' FOR LEADING, 'B' FOR BODY OR 'T' FOR TRAILING PARAGRAPH.              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
PARAGRAPH TYPE
ENTER [L] for Leading, [B] for Body or [T] for Trailing paragraph.

 

"L" for leading paragraph.

 

"B" for body paragraph.

 

"T" for trailing paragraph.

 

PARAGRAPH CODE
ENTER a one-digit code comprised of a letter (A-Z) or a number (0-9).

 

Enter the desired alpha/numeric code.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 

 

 

ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AN EXISTING CODE

 

If you enter an existing code you will be prompted whether or not you wish to modify or delete the code.

 

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

 

[Enter] to clear the display and return to the CODE field.

 

"M" to modify data fields.

 

After data fields have been modified the following prompt displays.

 

 

** OK TO UPDATE? (ENTER TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update the file.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications to the fields.

 

[F4] to cancel all changes and return to CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

Example Automatic Bill Paragraph Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                        AUTO-BILL PARAGRAPH MAINTENANCE                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│    PARAGRAPH TYPE            L LEADING PARAGRAPH                               â”‚
│    PARAGRAPH CODE            Z                                                 â”‚
│    CODE DESCRIPTION          SAMPLE LEADING PARAGRAPH                          â”‚
│             10        20        30        40        50        60        70     â”‚
│                                                                                â”‚
│                                                                                â”‚
│     THIS IS AN EXAMPLE OF A "LEADING PARAGRAPH". THE MAXIMUM NUMBER OF         â”‚
│     LINES ON ANY ONE PARAGRAPH IS 50. THE MAXIMUM NUMBER OF CHARACTERS         â”‚
│     PER LINE IS 70. MULTIPLE PARAGRAPHS CAN BE UTILIZED ON ANY ONE             â”‚
│     INVOICE FORMAT.                                                            â”‚
│                                                                                â”‚
│     Leading Paragraphs will appear immediately after the client name,          â”‚
│     address and matter description information but before any time             â”‚
│     entries that the user has selected to appear on the invoice. As you        â”‚
│     can see, paragraphs can be input in all uppercase or a combination of      â”‚
│     upper and lowercase.                                                       â”‚
│                                                                                â”‚
│                                                                                â”‚
│** ENTER TO CONTINUE; 'M' TO MODIFY; 'D' TO DELETE:                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

PARAGRAPH TYPE

 

"L" for leading paragraph.

 

Leading paragraphs appear immediately after the client name, address and matter description information but before any time entries that have been selected to appear on the invoice.

 

 

"B" for body paragraph.

 

Body paragraphs appear immediately after any selected time entries on an auto-invoice and before any disbursement details or lawyer summary.

 

 

"T" for trailing paragraph.

 

Trailing paragraphs appear after the signature line on the invoice.

 

 

PARAGRAPH CODE

 

Enter one-digit code either a letter (A-Z) or a number (0-9).

 

CODE DESCRIPTION

 

Enter a description.

 

You can enter up to 30 alpha/numeric characters. The description should give you an idea of the subject of the paragraph text and/or the bills to which it is applicable.

 

 

TEXT

 

Enter the text of the paragraph

 

The maximum number of lines in any paragraph is 50 and the maximum number of characters per line is 70. The following keys are available while entering and editing text.

 

 

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.