Ideal Online Documentation

14276 T/B MAINTENANCE
TB4-03 Client/Matter Maintenance

 

PURPOSE

 

The client/matter maintenance program enables you to add, modify and view client and matter information. To delete clients and matters you must use the change client and change matter programs after first setting up a dummy client and matter with this program. See 14170 CHANGE CLIENT, and 14171 CHANGE MATTER.

 

To delete clients and matters first set up a dummy client and matter account to be used for this purpose. For convenience set the client code for this account as DELETED and create a matter number 0000. Use this client/matter exclusively for deleting purposes.

 

See PROCEDURE - SETTING UP A CLIENT/MATTER DELETED ACCOUNT for a sample of the data to enter in the client and matter display fields.

 

 

The client master file contains information such as the client's name and address, original and responsible lawyer, etc, as well as history information regarding A/R status. This information is automatically updated by the system as billings are posted and payments received.

 

The matter file contains a client code, matter number and details about the matter such as a description, the assigned lawyer, whether a flat fee or hourly rate is charged, date the matter was opened, closed, law type, etc.

 

Use [PgUp] to toggle between the client and matter maintenance displays. From either display, press [PgDn] to display the A/R status of the client or, if you have selected a specific matter, for that matter.

 

Typically you would set up one client code for each client and then assign a matter number for each matter related to a client. The client code and matter number together form the "client/matter number" which represents your file number for that matter. It is possible, however, to set up a new client code for each matter. The matter number would then usually be set to 0000, which should be entered during client code maintenance as the default matter. You can choose either or both of these procedures to suit your requirements. The advantage of using one client code with different matter numbers is that various reports and listings are sorted by client code. By requesting such reports and listings by client code you can have all matter information for each client grouped together.

 

Once a client is set up using this program, you will use the program primarily to add additional matters for the client or to make changes to the client records, such as address, phone numbers, contact person, etc.

 

You can also establish client groups by setting up group code clients who share some relationship that you define. For example, a large corporation may have several different offices or departments which you might wish to set up as individual clients with their own matters. You could set up the head office as a client with its client code referenced as a group code on all the branch offices and departments. Certain reports as well as bill printing are available sorted by group codes, which make this feature useful.


Client/Matter Maintenance is accessed from:

  • Time Billing Processing menu.

 

PROCEDURE - CLIENT MAINTENANCE

 

Select Client/Matter Maintenance from the Time Billing Processing menu.

 

CLIENT/MATTER MAINTENANCE (CLIENT) SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│                                                                                â”‚
│   CLIENT CODE    ____________                    NOTES?                        â”‚
│ 1 NAME                                                                         â”‚
│ 2 SORT CODE                                                                    â”‚
│ 3 GROUP CODE                                     BILL USING GROUP ADDRESS ?    â”‚
│ 4 ADDRESS 1                                                                    â”‚
│ 5 ADDRESS 2                                                                    â”‚
│ 6 ADDRESS 3                                                                    â”‚
│ 7 CITY                                PROV.                                    â”‚
│ 8 POSTAL CODE                                                                  â”‚
│ 9 TELEPHONE                                                                    â”‚
│10 FAX                                                                          │
│11 CONTACT                                                                      â”‚
│12 RESP. LAWYER                                18 CONS. BILLS                   â”‚
│13 ORIG. LAWYER                                19 INTEREST TYPE                 â”‚
│14 MULT. MATTERS                               20 DATE OPENED                   â”‚
│15 RESERVED                                    21 A/R STATEMENT                 â”‚
│16 DEFAULT MATTER                              22 REMINDER MEMO                 â”‚
│17 REFERRAL CODE                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│'F2'=SCAN, 'PgUp'=MATTER SCREEN, 'PgDn'=BALANCES.                               â”‚
│Enter CLIENT code, F5 for inquiry.                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
'F2'=SCAN, 'PgUp'=MATTER SCREEN, 'PgDn'=BALANCES.
Enter CLIENT code, F5 for inquiry.

 

Enter the desired client code.

 

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

 

 

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

 

[PgUp] to display matter screen.

 

[PgDn] to display account balances screen.

 

 

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 print the displayed data.

 

** FIELD# TO MODIFY, 'P'=PRINTOUT, 'PgUp'=MATTER SCREEN, 'PgDn'=BALANCES:

 

Enter the number of the field to modify.

 

Once you have modified the field data press [Enter]. The following prompt displays.

 

 

** FIELD NUMBER OR 'N'=NOTES (ENTER TO CONTINUE):

 

Enter the number of additional fields to modify.

 

"N" to access notes maintenance screen.

 

[Enter] for field modification complete.

 

** OK ? (CR-UPDATE, F2-MODIFY, F4-BYPASS):

 

[Enter] to accept changes and update the file.

 

You are returned to the CLIENT CODE field.

 

 

[F2] to make additional modifications to fields.

 

You are returned to the FIELD NUMBER prompt above.

 

 

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

 

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

 

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

 

"P" to print client maintenance display.

 

The print selection menu is displayed when you exit the program. You can flag multiple client codes for printing in the same print batch.

 

 

[PgUp] to toggle between client and matter maintenance displays.

 

[PgDn] to display client balances screen.

 

See PROCEDURE - CLIENT BALANCES MAINTENANCE.

 


Example Client Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│   CLIENT CODE    000001                          NOTES? Y                      â”‚
│ 1 NAME           ABC COMPANY LIMITED                                           â”‚
│ 2 SORT CODE      ABC COMPANY LIMITED                                           â”‚
│ 3 GROUP CODE     NUMMIND   NUMMELA INDUSTRIES L  BILL USING GROUP ADDRESS ? N  â”‚
│ 4 ADDRESS 1      SUITE 234 - SUN LIFE TOWER                                    â”‚
│ 5 ADDRESS 2      3456 ANY OLD STREET                                           â”‚
│ 6 ADDRESS 3                                                                    â”‚
│ 7 CITY           BURNABY              PROV. B.C.                               â”‚
│ 8 POSTAL CODE    V3K 2P8                                                       â”‚
│ 9 TELEPHONE      B: 123-4567 C: 234-5678 R: 345-6789                           â”‚
│10 FAx            234-5679                                                      â”‚
│11 CONTACT        JANE DOE                                                      â”‚
│12 RESP. LAWYER   IMW   IRVING M. WORF         18 CONS. BILLS    Y              â”‚
│13 ORIG. LAWYER   IMW   IRVING M. WORF         19 INTEREST TYPE  1 - OVER 30    â”‚
│14 MULT. MATTERS  Y                            20 DATE OPENED    11/09/92       â”‚
│15 RESERVED                                    21 A/R STATEMENT  Y              â”‚
│16 DEFAULT MATTER 0001  ExTRA-PROVINCIAL REGIS 22 REMINDER MEMO  Y              â”‚
│17 REFERRAL CODE  EC   ExISTING CLIENTS                                         â”‚
│                                                                                â”‚
│** FIELD# TO MODIFY, 'PgUp'=MATTER SCREEN, 'PgDn'=BALANCES: __                  â”‚
│   'N'=NOTES, 'P'=PRINTOUT, ENTER=CONTINUE.                                     â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS - CLIENT DISPLAY

 

CLIENT CODE

 

Enter a client code (up to 8 alpha/numeric characters).

 

If you enter a code which is not in the system you will be prompted whether or not you wish to add a new code (see ADD A CODE). If you enter an existing code you will be prompted whether or not you wish to modify or print the displayed data (see MODIFY AN EXISTING CODE.

 

 

[F4] to exit to menu.

 

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

 

 1 NAME

 

Enter the client name (up to 30 characters).

 

Type the name in normal word order: William G. Smith; ABC Company Limited; etc.

 

 

[F3] to return to the previous field.

 

 2 SORT CODE

 

This code determines the order in which the system sorts clients.  Typically, you would elect to sort individual clients by surname, first name and initial: eg. SMITH, WILLIAM G. This is the system default. By overriding the default, you may elect to keep business names in their normal word order: eg. ABC Company Limited.

 

 

Enter name in the word order you prefer.

 

[Enter] to accept system displayed default (eg. SMITH, WILLIAM G.)

 

[F2] for normal word order (eg. WILLIAM G. SMITH).

 

[F3] to return to the previous field.

 

 3 GROUP CODE

 

Enter client code of group to which to add this client.

 

>> NOT PERMITTED. CLIENT SPECIFIED IS NOT A GROUP. PRESS ENTER:

 

This alert message appears if you attempt to enter a client code that does not represent a group.

 

 

[Enter] to clear the alert.

 

"G""R""O""U""P" to make this client code a group code.

 

[F2] to not assign this client to any group.

 

[F3] to return to the previous field.

 

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

 

BILL USING GROUP ADDRESS ?
USE GROUP'S ADDRESS WHEN PRINTING BILLS ? (Y/N).

 

"Y" to use group address when printing bills for this client.

 

Setting this field to "Y" is only applicable when you are adding a client to an existing group.

 

 

"N" to not use group address when printing bills.

 

This is the default setting when this client code is the group code.

 

 

[F3] to return to the previous field.

 

 4 ADDRESS 1
 5 ADDRESS 2
 6 ADDRESS 3

 

Enter street address of client.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

 7 CITY
   PROV.
 8 POSTAL CODE

 

Enter city, province and postal code of client.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

 9 TELEPHONE
10 FAX

 

Enter telephone number and FAX number of client.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.


11 CONTACT

 

Enter name of contact person for client (up to 20 characters).

 

[Enter] tp bypass field.

 

[F3] to return to the previous field.

 

12 RESP. LAWYER

 

Enter code of lawyer currently handling this client.

 

You must make an entry, the program will not permit you to bypass this field.

 

 

[F3] to return to the previous field.

 

[F5] to display list of lawyer/timekeepers for selection.

 

13 ORIG. LAWYER

 

Enter code of lawyer who originally handled this client.

 

This field defaults to the same code as entered in field 12.

 

 

[Enter] to accept displayed default.

 

[F3] to return to the previous field.

 

14 MULT. MATTERS

 

"Y" to permit multiple matters for this client.

 

You would typically desire to allow multiple matters for each client.

 

 

"N" to not permit multiple matters for this client.

 

In some circumstances you may desire to create new client codes for each client matter, in which case you would set this flag to "N".

 

 

[F3] to return to the previous field.

 

15 RESERVED

 

This field is reserved for future use.

 

16 DEFAULT MATTER

 

Enter matter number to set as default for this client.

 

This is the matter to which the system will default during data entry by pressing [Enter]. This field is applicable only if field 14 (Multiple Matters) is set to "Y". If multiple matters are not permitted for this client this field defaults to matter number 0000.

 

 

[F2] to bypass field.

 

[F3] to return to the previous field.


17 REFERRAL CODE

 

This field indicates the method of referral this client selected your law firm. The referral codes are set up in referral code maintenance program.

 

 

Enter the appropriate referral code.

 

[F3] to return to the previous field.

 

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

 

18 CONS. BILLS

 

"Y" to consolidate all matters on one bill for this client.

 

"N" to not consolidate all matters.

 

[F3] to return to the previous field.

 

19 INTEREST TYPE

 

Enter interest type to be charged to this client.

 

Interest will be charged according to the interest code, based on the interest rate that is entered when doing the monthly A/R client statement printout. The following options are recognized by the system:

 

 

N    =    no interest charged

1    =    over 30 days

2    =    over 60 days

3    =    over 90 days

4    =    over 120 days

 

[Enter] for no interest charged.

 

[F3] to return to the previous field.

 

20 DATE OPENED

 

Enter date this client file was opened.

 

[Enter] for current system date.

 

[F3] to return to the previous field.

 

21 A/R STATEMENT

 

"Y" to include client in monthly A/R statement printing.

 

"N" to not include this client.

 

[F3] to return to the previous field.

 

22 REMINDER MEMO

 

"Y" to print reminder statements for this client.

 

"N" to not print reminder statements for this client.

 

[F3] to return to the previous field.

 


PROCEDURE - MATTER MAINTENANCE

 

At the client maintenance display press [PgUp]. If you have just added a new client the system automatically takes you to the matter maintenance display with the client code you just added and matter number 0000 selected. In order to add more than one matter to a client the MULT. MATTERS field in the client maintenance display must be set to "Y".

 

CLIENT/MATTER MAINTENANCE (MATTER) SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│   CLIENT CODE    ____________                              STATUS              â”‚
│   MATTER NUMBER                                            A/R                 â”‚
│ 1 DESCRIPTION 1                                            NOTES               â”‚
│ 2 DESCRIPTION 2                                                                â”‚
│ 3 CONTACT                                                       DATE    BATCH  â”‚
│ 4 CLIENT'S REF #                          18 TAF TRUST ENTRY                   â”‚
│ 5 LAW TYPE                                19 TAF DISB ENTRY                    â”‚
│ 6 ASSG LAWYER                             20 GST EXEMPT #                      â”‚
│ 7 ASSISTANT                               21 PST EXEMPT #                      â”‚
│ 8 FEE TYPE                                22 QUOTED FEE                        â”‚
│ 9 RESERVED                                23 QUOTED DISB.                      â”‚
│10 RATES:   TIME         DISB              24 % TO ORIG. LYR                    â”‚
│11 BILL FORMAT                             25 FISCAL YEAR-END                   â”‚
│12 BILL PARAGRAPH                          26 DATE CLOSED                       â”‚
│13 ICBC FIELDS                             27 CLOSED FILE #                     â”‚
│14 DATE OPENED                             28 DESTRUCT DATE                     â”‚
│15 RESERVED                                29 STORAGE #                         â”‚
│16 DISB PRINTING                           30 HOLD FLAG                         â”‚
│17 TRUST ACCOUNT                                                                â”‚
│'F2'=SCAN, 'PgUp'=CLIENT MAINT, 'PgDn'=BALANCES.                                â”‚
│Enter CLIENT code, F5 for inquiry.                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
CLIENT CODE

 

Enter code of client you wish to display.

 

If you selected a client at the client display that client code will be selected here.

 

 

[Enter] to accept the displayed client code.

 

[F2] to scan through existing client/matter codes for selection.

 

[F3] to clear CLIENT CODE field.

 

[F4] to exit to menu.

 

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

 

[PgUp] to toggle between client and matter maintenance displays.

 

[PgDn] to display matter balances screen.

 

See PROCEDURE - MATTER BALANCES MAINTENCE.

 

 

MATTER NUMBER

 

Enter matter number to display.

 

If you just added a new client the program displays 0000.

 

 

"+" to add a matter using next available matter number.

 

See ADD A MATTER.

 

 

[Enter] to display the first matter on file.

 

See MODIFY AN EXISTING MATTER.

 

 

[F2] to scan through existing matter numbers for selection.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

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

 

 

ADD A MATTER

 

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 MATTER

 

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

 

** FIELD# TO MODIFY, 'P'=PRINTOUT, 'PgUp'=CLIENT SCREEN, 'PgDn'=BALANCES:

 

Enter the number of the field to modify.

 

Once you have modified the field data press [Enter]. The following prompt displays.

 

 

** FIELD NUMBER OR 'N'=NOTES (ENTER TO CONTINUE):

 

Enter the number of additional fields to modify.

 

"N" to access notes maintenance screen.

 

[Enter] for field modification complete.


**OK?(CR-UPDATE & START NEW CLIENT,F1-UPDATE ONLY,F2-MODIFY,F4-BYPASS):

 

[Enter] to accept changes and update the file.

 

The display is cleared and you are returned to the CLIENT CODE field of the CLIENT MAINTENANCE screen.

 

 

[F1] to accept changes and update the file.

 

The display is cleared and you are returned to the CLIENT CODE.

 

 

[F2] to make additional modifications to fields.

 

You are returned to the FIELD NUMBER prompt above.

 

 

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

 

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

 

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

 

"P" to print client maintenance display.

 

The print selection menu is displayed when you exit the program. You can flag multiple client codes for printing in the same print batch.

 

 

[PgUp] to toggle between client and matter maintenance displays.

 

[PgDn] to display matter balances screen.

 

See PROCEDURE - MATTER BALANCES MAINTENANCE.

 

 

Example Matter Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/03/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│   CLIENT CODE    000001   ABC COMPANY LIMITED              STATUS         HOLD â”‚
│   MATTER NUMBER  0000                                      A/R        2,980.74 â”‚
│ 1 DESCRIPTION 1  GENERAL MATTERS                           NOTES             Y â”‚
│ 2 DESCRIPTION 2                                                                â”‚
│ 3 CONTACT        JANE DOE                                       DATE    BATCH  â”‚
│ 4 CLIENT'S REF # 1234-56                  18 TAF TRUST ENTRY  00000000         â”‚
│ 5 LAW TYPE       CORP  CORP               19 TAF DISB ENTRY   03/20/05  TD0045 â”‚
│ 6 ASSG LAWYER    JM   JASON MACLEOD       20 GST EXEMPT #  (GST APPLIES)       â”‚
│ 7 ASSISTANT      SS   SALLY SECRETARY     21 PST EXEMPT #  (PST APPLIES)       â”‚
│ 8 FEE TYPE       H  HOURLY                22 QUOTED FEE           .00          â”‚
│ 9 RESERVED                                23 QUOTED DISB.         .00          â”‚
│10 RATES:   TIME  1      DISB     1        24 % TO ORIG. LYR       .00          â”‚
│11 BILL FORMAT    I  I.C.B.C. FORMAT       25 FISCAL YEAR-END                   â”‚
│12 BILL PARAGRAPH                          26 DATE CLOSED   00000000            â”‚
│13 ICBC FIELDS    ->                       27 CLOSED FILE #                     â”‚
│14 DATE OPENED    11/09/92                 28 DESTRUCT DATE 00000000            â”‚
│15 RESERVED                                29 STORAGE #                         â”‚
│16 DISB PRINTING  S  SUMMARIZED            30 HOLD FLAG                         â”‚
│17 TRUST ACCOUNT  CND11                                                         â”‚
│** FIELD# TO MODIFY, 'PgUp'=CLIENT SCREEN, 'PgDn'=BALANCES: __                  â”‚
│   'N'=NOTES, 'P'=PRINTOUT, ENTER=CONTINUE.                                     â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

FIELDS - MATTER DISPLAY

 

CLIENT CODE

 

Enter client code to display (up to 8 alpha/numeric characters).

 

If you entered a client code at the client maintenance display that code will be displayed here by default.

 

 

[Enter] to accept the displayed code.

 

MATTER NUMBER

 

Enter matter number to display (up to 4 digits).

 

If you enter a code which is not in the system you will be prompted whether or not to add a new code (see ADD A MATTER). If you enter an existing code you will be prompted whether or not to modify or print the displayed data (see MODIFY AN EXISTING MATTER). If a default matter number is indicated on the client maintenance display that number will be displayed here automatically.

 

 

[Enter] to accept the displayed number.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

STATUS

 

Displays the current status of the matter. The program recognizes two status conditions: HOLD or BILLABLE.

 

TOTAL A/R

 

Displays the total dollar amount of outstanding receivables associated with the matter.

 

 1 DESCRIPTION 1
 2 DESCRIPTION 2

 

Enter a description of the matter.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

 3 CONTACT

 

Enter client contact for matter.

 

If you entered a contact person name in client maintenance that name will be displayed here by default.

 

 

[Enter] to accept displayed default.

 

[F3] to return to the previous field.

 

  4 CLIENT'S REF #

 

Enter any client reference number applicable to matter.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

  5 LAW TYPE

 

Enter law type code applicable to matter.

 

Law type codes are set up in the law type maintenance program.

 

 

[F3] to return to the previous field.

 

[F5] to display list of law types for selection.

 

  6 ASSG LAWYER

 

Enter assigned lawyer code for matter.

 

The program defaults to the responsible lawyer defined in client maintenance.

 

 

[Enter] to accept the displayed default lawyer code.

 

[F3] to return to the previous field.

 

[F5] to display list of lawyer/timekeeper codes for selection.

 

  7 ASSISTANT

 

Enter assistant code for matter.

 

This can be any lawyer/timekeeper code, the program defaults to the assigned lawyer.

 

 

[Enter] to accept the displayed default lawyer code.

 

[F3] to return to the previous field.

 

[F5] to display list of lawyer/timekeeper codes for selection.

 

  8 FEE TYPE

 

Enter fee type for matter.

 

The following options are recognized by the program:

 

 

"F" for flat rate.

 

You are prompted for the amount.

 

 

FLAT AMOUNT

 

Enter flat amount to be billed to client for this matter.

 

[Enter] to set amount to 0.00.

 

[F3] to return to the previous field.

 

"H" for hourly rate.

 

The default is the normal hourly rate set up for the assigned lawyer will be charged to the client. You are prompted for the amount.

 


HOURLY RATE

 

Enter hourly rate to be billed to client for this matter.

 

[Enter] to accept the default value.

 

[F3] to return to the previous field.

 

"C" for contingency %.

 

You are prompted to enter a percentage rate.

 

 

PERCENTAGE

 

Enter percentage rate to be billed to client for this matter.

 

[Enter] to set percentage to 0%.

 

[F3] to return to the previous field.

 

"N" for non billable.

 

[F3] to return to the previous field.

 

 9 RESERVED

 

If you selected "F" or "H" as the fee type this field is reserved and bypassed.

 

 9 SETTLEMENT $

 

Enter amount of any settlement reached on matter.

 

If you selected "C" as the fee type you are prompted to enter a settlement amount in this field.

 

 

[Enter] to set amount to 0.00.

 

[F3] to return to the previous field.

 

10 RATES: TIME & DISB

 

Enter applicable rates for time (fees) and disbursements.

 

The following options are recognized by the program:

 

 

"C" for client.

 

C1/C2 for special client rates, see 14283 SPECIAL HOURLY RATES MAINTENANCE.

 

 

"M" for matter.

 

M1/M2 for special matter rates, see 14283 SPECIAL HOURLY RATES MAINTENANCE.

 

 

"G" for group.

 

G1/G2 for special group rates, see 14283 SPECIAL HOURLY RATES MAINTENANCE.

 

 

"X" for no posting.

 

"1" for lawyer rate.

 

As defined in lawyer/timekeeper maintenance program.

 

 

"2" for lawyer rate.

 

As defined in lawyer/timekeeper maintenance program.

 

 

"3" for lawyer rate.

 

As defined in lawyer/timekeeper maintenance program.

 

 

[F3] to return to the previous field.

 

11 BILL FORMAT

 

Enter billing format to be used with this matter.

 

The formats are set up in the automatic billing formats maintenance program.

 

 

[F3] to return to the previous field.

 

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

 

12 BILL PARAGRAPH

 

Enter a 2 character bill paragraph type to use with matter.

 

Any code entered here will override the codes on the bill format. Paragraphs are set up in the automatic billing paragraphs maintenance program.

 

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

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

 

13 ICBC FIELDS

 

If you selected ICBC bill format in field 11, when you select this field the ICBC data entry screen displays. See PROCEDURE - ICBC DATA FIELDS.

 

 

[F3] to return to the previous field.

 

14 DATE OPENED

 

Enter date matter was opened.

 

[Enter] for current system date.

 

[F3] to return to the previous field.

 

15 RESERVED

 

This field is reserved, no entry.


16 DISB PRINTING

 

This field specifies how disbursements are to appear on printed bills.

 

 

"D" to print detailed disbursements regardless of work code file.

 

"S" to print summarized disbursements according to work code file.

 

"B" to print both detailed and summarized disbursements.

 

This option prints detail for the detail work codes and the detail plus summary totals for the summary work codes.

 

 

[F3] to return to the previous field.

 

17 TRUST ACCOUNT

 

Enter trust account number associated with matter, if any.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

18 TAF TRUST ENTRY

 

Enter date of first trust deposit that was not 100% retainer.

 

This is normally updated automatically from trust entry.

 

 

[F3] to return to the previous field.

 

19 TAF DISB ENTRY

 

Enter date of TAF disbursement.

 

This is normally updated automatically from trust entry.

 

 

[F3] to return to the previous field.

 

BATCH

 

Enter source batch of TAF disbursement entry.

 

This is normally updated automatically from trust entry. Enter 'TD0000' if not known.

 

 

[F3] to return to TAF disbursement field.

 

20 GST EXEMPT #

 

Enter client GST exemption number, if exempt.

 

"0" to indicate client is zero rated.

 

[F2] to indicate GST is to be applied.

 

[F3] to return to the previous field.

 

21 PST EXEMPT #

 

Enter client PST exemption number, if exempt.

 

"0" to indicate client is zero rated.

 

[F2] to indicate PST is to be applied.

 

[F3] to return to the previous field.

 

22 QUOTED FEE

 

Enter fee quoted to client regarding matter, if any.

 

[Enter] to set amount to 0.00.

 

[F3] to return to the previous field.

 

23 QUOTED DISB.

 

Enter amount of disbursements quoted to client regarding matter, if any.

 

[Enter] to set amount to 0.00.

 

[F3] to return to the previous field.

 

24 % TO ORIG. LYR

 

Enter percentage of fees billed to credit to originating lawyer.

 

[Enter] to set amount to 0.00.

 

[F3] to return to the previous field.

 

25 FISCAL YEAREND

 

Enter fiscal year end month, if applicable to matter.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

26 DATE CLOSED

 

Enter date matter was closed in the format MM/DD/YY, if applicable.

 

[Enter] to indicate matter is still open (set date to 00/00/00).

 

[F3] to return to the previous field.

 

27 CLOSED FILE #

 

Enter matter closed file number, if applicable.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

28 DESTRUCT DATE

 

Enter date documents relating to matter can be destroyed.

 

Use format MM/DD/YY.

 

 

[Enter] to indicate matter is still open (set date to 00/00/00).

 

[F3] to return to the previous field.


29 STORAGE #

 

Enter storage reference number for documents relating to matter, if applicable.

 

[Enter] to bypass field.

 

[F3] to return to the previous field.

 

30 HOLD FLAG

 

"H" to place matter on hold.

 

No time or disbursement posting possible.

 

 

[F2] for not on hold.

 

[F3] to return to the previous field.

 

 

PROCEDURE - ICBC DATA FIELDS

 

The ICBC data entry screen is only accessible when you select ICBC bill format in field 11 of the matter maintenance screen. 

 

ICBC DATA ENTRY SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/07/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                   ICBC DATA                                    â”‚
│                                                                                â”‚
│    CLIENT                    000001    ABC COMPANY LIMITED                     â”‚
│    MATTER                    0000                                              â”‚
│    DESCRIPTION 1             GENERAL MATTERS                                   â”‚
│    DESCRIPTION 2                                                               â”‚
│    CLAIM NUMBER              1234-56                                           â”‚
│                                                                                â”‚
│ 1. ICBC ASSIGNMENT NUMBER                                                      â”‚
│ 2. FILE COMPLEXITY                                                             â”‚
│ 3. DATE OF LOSS              00000000                                          â”‚
│ 4. INVOICE STATUS                                                              â”‚
│ 5. RESERVED                                                                    â”‚
│ 6. LITIGATION FILE NUMBER                                                      â”‚
│ 7. INVOICE START DATE        00000000  DEFAULT: 05/11/95                       â”‚
│ 8. INVOICE END DATE          00000000                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│** FIELD NUMBER TO MODIFY, ENTER TO CONTINUE: __                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** FIELD NUMBER TO MODIFY, ENTER TO CONTINUE: __

 

Enter field number to modify.

 

[Enter] for modifications complete.

 

You are returned to the matter maintenance screen.

 

 

 

FIELDS

 

CLIENT

 

Displays the selected client.

 

MATTER

 

Displays the selected matter.


DESCRIPTION 1
DESCRIPTION 2

 

Displays the matter description.

 

CLAIM NUMBER

 

Displays the client reference/claim #.

 

 1. ICBC ASSIGNMENT NUMBER

 

Enter the ICBC assignment number for claim.

 

If left empty, you won't be able to print an invoice.

 

 

 2. FILE COMPLEXITY

 

Enter ICBC file complexity.

 

If left empty, this will not show on the next invoice.

 

 

 3. DATE OF LOSS

 

Enter the date of loss for claim in format MMDDYYYY.

 

[F2] for 00000000.

 

If left with zeros, this will not show on the next invoice.

 

 

 4. INVOICE STATUS

 

"I" for interim.

 

"F" for final.

 

[F2] to clear field.

 

Before printing an invoice, this field must be set to "interim" or "final".

 

 

 5. RESERVED

 

This field is reserved, no entry.

 

 6. LITIGATION FILE NUMBER

 

Enter the ICBC litigation file number.

 

If left empty, you will not be able to print an invoice.

 

 

 7. INVOICE START DATE

 

Enter the invoice start date in format MMDDYYYY.

 

[F2] for 00000000.

 

If left with zeros, the next day after the last invoice date will be used or, if the first invoice, the date opened will be used.

 

 

 8. INVOICE END DATE

 

Enter the invoice end date in format MMDDYYYY.

 

[F2] for 00000000.

 

If left with zeros, the invoice date will be used.

 

 

 

PROCEDURE - CLIENT BALANCES MAINTENANCE

 

At the either client or matter maintenance display press [PgDn]. If you have not selected a specific matter, the client's overall balances are displayed. If you have selected a matter the client's balances relevant to the specific matter are displayed. See PROCEDURE - MATTER BALANCES MAINTENANCE.

 

Example Client Balances Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                                CLIENT BALANCES                                 â”‚
│                                                                                â”‚
│   CLIENT CODE    000002    SHANE & MARNIE GUNTHER                              â”‚
│                                                                                â”‚
│LAST BILL DATE                11/09/98                                          â”‚
│LAST BILL #                   001234                                            â”‚
│LAST PAY DATE                 05/12/95                                          â”‚
│LAST PAY $                        23,074.90                                     â”‚
│BILLINGS YTD                     434,605.18                                     â”‚
│INTEREST YTD                      16,487.29                                     â”‚
│A/R: CURRENT                            .00                                     â”‚
│OVER 30                                 .00                                     â”‚
│OVER 60                            9,423.49                                     â”‚
│OVER 90                                 .00                                     â”‚
│OVER 120                         414,174.55                                     â”‚
│TOTAL                            423,598.04                                     â”‚
│BAD DEBT                           2,336.80                                     â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=CONTINUE: _       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=CONTINUE:

 

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

 

[F2] to scan through existing client codes for selection.

 

[F4] to clear display and return to CLIENT CODE field.

 

Press [F4] again to exit to menu.

 

 

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

 

"P" to print balances display when you exit the program.

 

[PgUp] to return to client maintenance display.

 

[PgDn] to return to matter maintenance display.

 

 

FIELDS - CLIENT BALANCES DISPLAY

 

CLIENT CODE

 

Enter client code (up to 8 alpha/numeric characters).

 

If you entered a client code at the client maintenance display that code will be displayed here by default.

 

 

[Enter] to accept the displayed code.

 

[F2] to scan through existing client codes for selection.

 

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

 

LAST BILL DATE

 

Displays date of last bill sent to client.

 

LAST BILL #

 

Displays number of last bill sent to client.

 

LAST PAY DATE

 

Displays last date client made a payment.

 

LAST PAY $

 

Displays dollar amount of last payment client made.

 

BILLINGS YTD

 

Displays total dollar amount of billings to client year to date.

 

INTEREST YTD

 

Displays total dollar amount of interest charges billed to client year to date.

 

A/R: CURRENT

 

Displays dollar amount of current A/R status for client.

 

OVER 30

 

Displays dollar amount of 30 days status A/R for client.

 

OVER 60

 

Displays dollar amount of 60 days status A/R for client.

 

OVER 90

 

Displays dollar amount of 90 days status A/R for client.

 

OVER 120

 

Displays dollar amount of 120 days status A/R for client.

 

TOTAL

 

Displays dollar amount of total A/R for client.

 

BAD DEBT

 

Displays dollar amount of total unrecovered receivables for client year to date.

 


PROCEDURE - MATTER BALANCES MAINTENANCE

 

Example Matter Balances Maintenance (Screen 1 of 3) display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                        MATTER BALANCES (Screen 1 of 3)                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│   CLIENT CODE    000002    SHANE & MARNIE GUNTHER                              â”‚
│   MATTER NUMBER  0000      PURCHASE OF EXPO SITE                               â”‚
│                                                                                â”‚
│A/R   BALANCE:         423,598.04      TRUST          CANADIAN      AMERICAN    â”‚
│─────────────────────────────────      â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€    â”‚
│      CURRENT                 .00      POOLED         5,000.00           .00    â”‚
│      OVER 30            9,423.49      OTHER               .00           .00    â”‚
│            60                .00                                               â”‚
│            90                .00      CURRENT       TIME       DISB.     TOTAL â”‚
│           120         414,174.55      â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€ â”‚
│                                       UNBILLED         .00       .00       .00 â”‚
│ BILL STATUS        HOLD               PREBILLED        .00       .00       .00 â”‚
│ LAST TIME/DISB.    05/10/95           PREBILL GST      .00       .00       .00 â”‚
│ LAST INTEREST      11/30/98           PREBILL PST      .00       .00       .00 â”‚
│ LAST AUTO BILL     05/16/95  # I00070                                          â”‚
│ LAST MANUAL BILL   00000000  #                                                 â”‚
│ LAST PAYMENT       05/12/95  $ 23,074.90                                       â”‚
│ UNALLOC CASH            .00                                                    â”‚
│                                                                                â”‚
│'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=NEXT SCREEN: _    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=NEXT SCREEN:

 

[Enter] to display screen 2.

 

On screen 2 press [Enter] to display screen 3. On screen 3 press [Enter] to display screen 1. 

 

[F2] to scan through existing client codes for selection.

 

[F4] to clear display and return to CLIENT CODE field.

 

Press [F4] again to exit to menu.

 

 

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

 

"P" to print balances display when you exit the program.

 

[PgUp] to return to client maintenance display.

 

[PgDn] to return to matter maintenance display.

 

 

FIELDS - MATTER BALANCES DISPLAY SCREEN 1

 

CLIENT CODE

 

Enter client code (up to 8 alpha/numeric characters).

 

If you entered a client code at the matter maintenance display that code will be displayed here by default.

 

 

[Enter] to accept the displayed code.

 

[F2] to scan through existing clients for selection.

 

[F3] to clear display and select another client.

 

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

 

MATTER NUMBER

 

Enter number of matter to view.

 

[Enter] to accept the displayed default matter.

 

When there are multiple matters, the system displays the last matter number for this client that was accessed. Once you display a client/matter, press [Enter] to display screen 2, press [Enter] again to display screen 3, press [Enter] at screen 3 to return to screen 1. The display is cleared and you are at the CLIENT CODE field where you can enter another client or press [Enter] to display another matter for the same client.

 

 

[F2] to scan through existing matters for selection.

 

Press [F2] to display the next matter, after the matter is displayed you may press [Enter] to display screens 2 and 3 as explained above or press [F2] again to clear the display and return to the CLIENT CODE field. To display the next matter for the same client press [Enter] at the CLIENT CODE field and [F2] at the MATTER NUMBER field. To display a matter for a different client, enter a different client code at the CLIENT CODE field.

 

 

[F3] to re-enter client code.

 

A/R BALANCE:

 

Displays dollar amount of total accounts receivable status for matter.

 

CURRENT

 

Displays dollar amount of current A/R status for matter.

 

OVER 30

 

Displays dollar amount of 30 days status A/R for matter.

 

60

 

Displays dollar amount 60 days status A/R for matter.

 

90

 

Displays dollar amount 90 days status A/R for matter.

 

120

 

Displays dollar amount 120 days status A/R for matter.

 

BILL STATUS

 

Displays status of billing for matter.

 

LAST TIME/DISB.

 

Displays date of last time and disbursement entry for matter.

 

LAST INTEREST

 

Displays date of last interest accrued to matter.


LAST BILLED

 

Displays date of last bill for matter and number of bill sent.

 

LAST PAYMENT

 

Displays date of last payment received for matter and dollar amount of payment.

 

UNALLOC CASH

 

Displays dollar amount of unallocated cash on hand for matter.

 

TRUST (CANADIAN)

 

Displays dollar amounts in trust accounts in Canadian funds for matter.

 

TRUST (AMERICAN)

 

Displays dollar amounts in trust accounts in American funds for matter.

 

POOLED

 

Displays dollar amounts in pooled trust funds for matter.

 

OTHER

 

Displays dollar amounts in trust funds other than pooled for matter.

 

CURRENT TIME
CURRENT DISB.
CURRENT TOTAL

 

Displays current dollar amounts of time, disbursements and total of both for matter.

 

UNBILLED

 

Displays dollar amounts of unbilled time and disbursements for matter.

 

PREBILLED

 

Displays dollar amounts of prebilled time and disbursements for matter.

 

PREBILL GST

 

Displays dollar amounts of prebilled time and disbursements GST for matter.

 

PREBILL PST

 

Displays dollar amounts of prebilled time and disbursements PST for matter.


Example Matter Balances Maintenance display (Screen 2 of 3):

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                        MATTER BALANCES (Screen 2 of 3)                         â”‚
│                                                                                â”‚
│   CLIENT CODE    000002    SHANE & MARNIE GUNTHER                              â”‚
│   MATTER NUMBER  0000      PURCHASE OF EXPO SITE                               â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                      MONTH           YEAR        PROJECT       â”‚
│  BILLABLE HOURS                        .00         106.10         106.10       â”‚
│  NONBILLABLE HOURS                     .00            .00            .00       â”‚
│  OPENING TIME                       112.00-           .00            .00       â”‚
│  BILLABLE TIME                         .00      13,926.25      13,926.25       â”‚
│  TIME ADJUSTMENTS                      .00     360,567.50     360,567.50       â”‚
│  TIME DELETIONS                        .00            .00            .00       â”‚
│                                                                                â”‚
│  OPENING DISBURSEMENTS               28.00-           .00            .00       â”‚
│  BILLABLE DISBURSEMENTS                .00       7,093.07       7,093.07       â”‚
│  DISBURSEMENT ADJUSTMENTS              .00         200.00         200.00       â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=NEXT SCREEN: _    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS - MATTER BALANCES DISPLAY SCREEN 2

 

MONTH

 

Displays time and dollar amounts for current month.

 

YEAR

 

Displays time and dollar amounts for current year.

 

PROJECT

 

Displays time and dollar amounts for current project.

 

BILLABLE HOURS

 

Displays number of billable hours by month, year and project for matter.

 

NONBILLABLE HOURS

 

Displays number of unbillable hours by month, year and project for matter.

 

OPENING TIME

 

Displays dollar amount of billable and unbillable hours as of beginning of current month, year and project for matter.

 

BILLABLE TIME

 

Displays dollar amount of billable hours by month, year and project for matter.

 

TIME ADJUSTMENTS

 

Displays dollar amount of any billable time adjustments made by month, year and project for matter.

 

TIME DELETIONS

 

Displays dollar amount of any deletions of billable and/or nonbillable time by month, year and project for matter.

 

OPENING DISBURSEMENTS

 

Displays dollar amount of disbursements as of beginning of current month, year and project for matter.

 

BILLABLE DISBURSEMENTS

 

Displays dollar amount of billable disbursements by month, year and project for matter.

 

DISBURSEMENT ADJUSTMENTS

 

Displays dollar amount of any disbursement adjustments made by month, year and project for matter.

 

Example Matter Balances Maintenance display (Screen 3 of 3):

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                        MATTER BALANCES (Screen 3 of 3)                         â”‚
│                                                                                â”‚
│   CLIENT CODE    000002    SHANE & MARNIE GUNTHER                              â”‚
│   MATTER NUMBER  0000      PURCHASE OF EXPO SITE                               â”‚
│                                                                                â”‚
│                                      MONTH           YEAR        PROJECT       â”‚
│  OPENING A/R                    423,598.04            .00            .00       â”‚
│   FEE BILLINGS                         .00     374,493.75     374,493.75       â”‚
│    GOODS & SERVICES TAx                .00      26,214.57      26,214.57       â”‚
│    PROV. SALES TAx                     .00      26,177.64      26,177.64       â”‚
│   DISB. BILLINGS                       .00       7,293.07       7,293.07       â”‚
│    GOODS & SERVICES TAx                .00         412.15         412.15       â”‚
│    PROV. SALES TAx                     .00          14.00          14.00       â”‚
│   A/R PAYMENTS                         .00      23,074.90      23,074.90       â”‚
│    ADJUSTMENTS                         .00      16,487.29      16,487.29       â”‚
│    BAD DEBTS                           .00       2,336.80       2,336.80       â”‚
│    DEBT RECOVERIES                     .00            .00            .00       â”‚
│    WRITEOFFS                           .00       2,082.73       2,082.73       â”‚
│    TIME TRANSFERS                      .00            .00            .00       â”‚
│    DISB. TRANSFERS                     .00            .00            .00       â”‚
│                                                                                â”‚
│'P'=PRINTOUT, 'PgUp'=CLIENT MAINT, 'PgDn'=MATTER MAINT, ENTER=FIRST SCREEN: _   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS - MATTER BALANCES DISPLAY SCREEN 3

 

MONTH

 

Displays A/R dollar amounts for current month to date.

 

YEAR

 

Displays A/R dollar amounts for current year to date.

 

PROJECT

 

Displays A/R dollar amounts for current project to date.

 

OPENING A/R

 

Displays A/R status as at beginning of current month, year and project for matter.

 

FEE BILLINGS

 

Displays dollar amount of fees billed by month, year and project for matter.


GOODS & SERVICES TAX

 

Displays dollar amount of GST on fee billings by month, year and project for matter.

 

PROV. SALES TAX

 

Displays dollar amount of PST on fee billings by month, year and project for matter.

 

DISB. BILLINGS

 

Displays dollar amount of disbursements billed by month, year and project for matter.

 

GOODS & SERVICES TAX

 

Displays dollar amount of GST on disbursement billings by month, year and project for matter.

 

PROV. SALES TAX

 

isplays dollar amount of PST on disbursement billings by month, year and project for matter.

 

A/R PAYMENTS

 

Displays dollar amount of payments made by month, year and project for matter.

 

ADJUSTMENTS

 

Displays dolloar amount of adjustments made by month, year and project for matter.

 

BAD DEBTS

 

Displays dollar amount of overdue billings by month, year and project for matter.

 

DEBT RECOVERIES

 

Displays dollar amount of overdue billings recovered by month, year and project for matter.

 

WRITEOFFS

 

Displays dollar amount of unrecoverable billings by month, year and project for matter.

 

TIME TRANSFERS

 

Displays dollar amount of billable and unbillable hours transferred by month, year and project for matter.

 

DISB. TRANSFERS

 

Displays dollar amount of disbursements transferred by month, year and project for matter.

 


PROCEDURE - SETTING UP A CLIENT/MATTER DELETED ACCOUNT

 

IdeaLaw does not permit the direct deletion of clients and matters from the system. To delete clients and matters you must first set up a dummy client and matter account using the client/matter maintenance program. This dummy account, in turn, is used for the purpose of removing clients and matters you wish deleted from the system by selecting in the change client and change catter programs.

 

Prior to setting up the dummy deletion account using this program, run the following code maintenance programs:

  • Lawyer/Timekeeper Code Maintenance.
  • Law Type Code Maintenance.
  • Referral Code Maintenance.

Use these programs to create a lawyer code of NULL, a law code of NIL and a referral code of ZIP. These codes will only be used in setting up your dummy deletion account.

 

For convenience set the client code for this dummy account as DELETED and create a matter number 0000. Simply follow the procedure for setting up any new client and matter as outlined previously in this article of the manual.

 

At most data entry fields simply press [F2] to bypass the field and leave it blank. If the field requires the entry of a code (ie law type, lawyer code, referral code) enter the code set up in code maintenance specifically for the purpose of creating the deletion account. If the field requires entry from a selection of options, select option "N" or "X". If the field requires a "Yes/No" selection, select "N"/"No". If the field requires a numerical entry, enter "0".

 

Example Deleted Clients Client Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│   CLIENT CODE    DELETED                         NOTES? N                      â”‚
│ 1 NAME           DELETED CLIENTS                                               â”‚
│ 2 SORT CODE      DELETED CLIENTS                                               â”‚
│ 3 GROUP CODE                                     BILL USING GROUP ADDRESS ? N  â”‚
│ 4 ADDRESS 1                                                                    â”‚
│ 5 ADDRESS 2                                                                    â”‚
│ 6 ADDRESS 3                                                                    â”‚
│ 7 CITY                                PROV.                                    â”‚
│ 8 POSTAL CODE                                                                  â”‚
│ 9 TELEPHONE            000 0000                                                â”‚
│10 FAx                  000 0000                                                â”‚
│11 CONTACT                                                                      â”‚
│12 RESP. LAWYER   NULL                         18 CONS. BILLS    N              â”‚
│13 ORIG. LAWYER   NULL                         19 INTEREST TYPE  N - NO INTEREST│
│14 MULT. MATTERS  N                            20 DATE OPENED    01/23/97       â”‚
│15 RESERVED                                    21 A/R STATEMENT  N              â”‚
│16 DEFAULT MATTER 0000                         22 REMINDER MEMO  N              â”‚
│17 REFERRAL CODE  ZIP                                                           â”‚
│                                                                                â”‚
│** FIELD# TO MODIFY, 'PgUp'=MATTER SCREEN, 'PgDn'=BALANCES: __                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 


Example Deleted Clients Matter Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/08/07                       The Ideal Law Firm                               â”‚
│                           CLIENT/MATTER MAINTENANCE                            â”‚
│                                                                                â”‚
│   CLIENT CODE    DELETED  DELETED CLIENTS                  STATUS         HOLD â”‚
│   MATTER NUMBER  0000                                      A/R             .00 â”‚
│ 1 DESCRIPTION 1                                            NOTES             N â”‚
│ 2 DESCRIPTION 2                                                                â”‚
│ 3 CONTACT                                                       DATE    BATCH  â”‚
│ 4 CLIENT'S REF #                          18 TAF TRUST ENTRY  00000000         â”‚
│ 5 LAW TYPE       ADM   ADM                19 TAF DISB ENTRY   00000000         â”‚
│ 6 ASSG LAWYER    NULL                     20 GST EXEMPT #  0                   â”‚
│ 7 ASSISTANT      NULL                     21 PST EXEMPT #  0                   â”‚
│ 8 FEE TYPE       N  NON BILLABLE          22 QUOTED FEE           .00          â”‚
│ 9 RESERVED                 .00            23 QUOTED DISB.         .00          â”‚
│10 RATES:   TIME  1      DISB     X        24 % TO ORIG. LYR       .00          â”‚
│11 BILL FORMAT    Z  123456789012345678901 25 FISCAL YEAR-END                   â”‚
│12 BILL PARAGRAPH                          26 DATE CLOSED   00000000            â”‚
│13 ICBC FIELDS                             27 CLOSED FILE #                     â”‚
│14 DATE OPENED    01/23/97                 28 DESTRUCT DATE 00000000            â”‚
│15 RESERVED                                29 STORAGE #                         â”‚
│16 DISB PRINTING  S  SUMMARIZED            30 HOLD FLAG     H                   â”‚
│17 TRUST ACCOUNT                                                                â”‚
│** FIELD# TO MODIFY, 'PgUp'=CLIENT SCREEN, 'PgDn'=BALANCES: __                  â”‚
│   'N'=NOTES, 'P'=PRINTOUT, ENTER=CONTINUE.                                     â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘