Ideal Online Documentation14279 T/B MAINTENANCE |
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│08/10/07 The Ideal Law Firm │ │ LAWYER MAINTENANCE │ │ │ │ LAWYER CODE ____ │ │ │ │ 1 NAME │ │ 2 ADDRESS 1 │ │ 3 ADDRESS 2 │ │ 4 CITY/PROV │ │ 5 POSTAL CODE 17 MONTHLY BUDGETED HOURS │ │ 6 TELEPHONE 18 MONTHLY BUDGETED FEES │ │ 7 SHOW TIME? 19 TITLE CODE │ │ 8 DATE TO BAR 20 ALTERNATE CODE │ │ 9 DATE PARTNER 21 TERMINATION DATE │ │10 DATE INCREASE GENERAL LEDGER CODES │ │11 DATE HOLIDAYS 22 BILLED FEES │ │12 G/L INCREMENT 23 FEE VARIANCE │ │13 BILLING CYCLE 24 RESERVED │ │14 LEVEL 1 RATE 25 A/R FEE ADJUSTMENTS │ │15 LEVEL 2 RATE 26 A/R DISB ADJUSTMENTS │ │16 LEVEL 3 RATE 27 A/R BAD DEBTS │ │ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Enter a lawyer/timekeeper code (up to 4 alpha/numeric characters).
To add a new code see ADD A CODE. To view or modify an existing code see MODIFY AN EXISTING CODE.
[F2] to scan existing lawyer/timekeeper codes for selection.
[F4] to exit to menu.
[F5] to display list of lawyer/timekeeper codes for selection.
ADD A CODE
If you enter a code which is not defined the following prompt displays.
[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:
[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 clear the display and return to the CODE field.
"M" to modify data fields.
Enter the number of the field you wish to modify.
Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.
[Enter] for modifications complete.
[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.
You are returned to the FIELD NUMBER prompt above.
[F3] to return to last data field.
Press [F3] repeatedly to backup through each data field to modify desired field.
[F4] to cancel all changes and return to CODE field.
"P" to print the code.
The file is queued for printing. When you exit the program you will be taken to the print selection menu. You may flag multiple files for printing and all will print in the same print job.
"D" to delete the code.
"Y" to delete the code.
"N" to not delete the code.
Example Lawyer/Timekeeper Maintenance display:
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│01/29/07 IdeaLaw Ltd. TLMM│ │ LAWYER MAINTENANCE │ │ │ │ LAWYER CODE DPB │ │ │ │ 1 NAME DAVID P. BARTLETT │ │ 2 ADDRESS 1 2345 ROSS CRESC │ │ 3 ADDRESS 2 │ │ 4 CITY/PROV W VANCOUVER BC │ │ 5 POSTAL CODE V7S 3R5 17 MONTHLY BUDGETED HOURS 150 │ │ 6 TELEPHONE 926 7687 18 MONTHLY BUDGETED FEES 15,000 │ │ 7 SHOW TIME? Y 19 TITLE CODE 1 PARTNER │ │ 8 DATE TO BAR 01/01/63 20 ALTERNATE CODE │ │ 9 DATE PARTNER 01/01/63 21 TERMINATION DATE 00/00/00 │ │10 DATE INCREASE 00/00/00 GENERAL LEDGER CODES │ │11 DATE HOLIDAYS 00/00/00 22 BILLED FEES 004000 │ │12 G/L INCREMENT 00 23 FEE VARIANCE 004010 │ │13 BILLING CYCLE 0 24 DISB. DELETIONS 007700 │ │14 LEVEL 1 RATE 150.00 25 A/R FEE ADJ'S 004020 │ │15 LEVEL 2 RATE 125.00 26 A/R DISB ADJ'S 008310 │ │16 LEVEL 3 RATE 100.00 27 A/R BAD DEBTS 007610 │ │ │ │** 'M' TO MODIFY; 'P' FOR PRINTOUT; 'D' TO DELETE; ENTER TO CONTINUE: │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
FIELDS
Enter lawyer or timekeeper name.
[F3] to return to the previous field.
Enter street address of lawyer/timekeeper.
[Enter] to bypass field.
[F3] to return to the previous field.
Enter city and province.
[Enter] to bypass field.
[F3] to return to the previous field.
Enter postal code.
[Enter] to bypass field.
[F3] to return to the previous field.
Enter telephone number.
[Enter] to bypass field.
[F3] to return to the previous field.
[Enter] or "Y" to print time on bills.
"N" to not print time on bills.
[F3] to return to the previous field.
Enter date to bar in format MM/DD/YY.
For lawyers only.
"0""0""0""0""0""0" for timekeepers other than lawyers.
[F2] to set to 99/99/99
Select this option if lawyer's date to bar is unknown.
[F3] to return to the previous field.
Enter date lawyer became a partner in the firm in the format MM/DD/YY.
[Enter] to bypass field.
This sets the date to 00/00/00.
[F3] to return to the previous field.
Enter date an increase became effective in the format MM/DD/YY.
[Enter] to bypass field.
This sets the date to 00/00/00.
[F3] to return to the previous field.
Enter date holidays became effective in the format MM/DD/YY.
[Enter] to bypass field.
This sets the date to 00/00/00.
[F3] to return to the previous field.
The increment is applied to the GL code set up in the work code maintenance program if the work code is a disbursement and set up to be posted by lawyer. This allows you to record disbursements by lawyer/timekeeper. For example: if you set up the lawyer GL work code as 4050 and the increment for a particular lawyer code as 04, then disbursements made for this lawyer will be posted to GL account 4054 (4050 + 04 = 4054).
Enter a 2 digit increment number (00 - 99).
[Enter] for an increment of 00.
Select this option if you are not posting disbursements by individual lawyer/timekeeper.
[F3] to return to the previous field.
The billing cycle enables you to distribute your billing workload over an entire month by assigning lawyer/timekeepers to up to 9 different billing groups which will be processed separately at different times of each month.
"1", "2", "3"... "9" to assign to a specific billing cycle.
[Enter] to assign "0".
Select this option if billing cycles are not applicable.
You can enter up to three different rates that can be charged for time when billing clients. A rate level is referenced for each matter.
Enter desired dollar amount.
[Enter] to bypass field.
This sets the dollar amount to 0.00.
[F3] to return to the previous field.
Enter number of hours per month budgeted for timekeeper.
[Enter] to bypass field.
This sets the hours to 0.
[F3] to return to the previous field.
Enter dollar amount of fees per month budgeted for timekeeper.
[Enter] to bypass field.
This sets the dollar amount to 0.00.
[F3] to return to the previous field.
Enter timekeeper title code.
The following titles are recognized by the system:
1 = partner
2 = associate
3 = paralegal
4 = secretary
5 = other
[F3] to return to the previous field.
Enter an alternate code for timekeeper (up to 6 alpha/numeric characters).
[Enter] to bypass field.
[F3] to return to the previous field.
Enter date of termination in the format MM/DD/YY.
[Enter] to bypass field.
This sets the date to 00/00/00.
[F3] to return to the previous field.
Depending on whether or not you maintain a G/L code increment for law type files, the account number selected or the account number plus the increment will be credited or debited with the dollar amounts.
Enter appropriate GL account in each field.
[Enter] to accept default value assigned during system setup.
[F3] to return to the previous field.
G/L account to be credited for lawyer's files.
G/L account to be debited for writeoff's against lawyer's files.
G/L account to be debited for writeoff's against lawyer's files. This field is not available for non-lawyer timekeepers.
G/L account to be used to debit or credit lawyer fees in accounts receivable.
G/L account to be used to debit or credit lawyer disbursements in A/R adjustments.
G/L account to be used to debit bad debts in cash receipts.
It is important to enter this information accurately because the system uses the date to bar to distinquish lawyers and timekeepers when generating productivity and statistical reports.