Ideal Online Documentation

14282 T/B MAINTENANCE
TB4-09 Shorthand Code Maintenance

 

PURPOSE

 

The shorthand code maintenance program allows you to add, modify and delete shorthand codes. You can create shorthand codes to reference any word or group of words that you wish. You enter the shorthand code in your time and disbursement entries and the full text is printed.

 

Shorthand codes are designed to help you reduce the length of time it takes to post time and disbursement entries. You can use as many shorthand codes as you wish in any time or disbursement entry. Although shorthand codes appear in their abbreviated form on the screen, the long descriptions will print in full on client invoices.

 

Shorthand Code Maintenance is accessed from:

  • Time Billing Code Maintenance menu.

 

PROCEDURE

 

Select Shorthand Code Maintenance from the Time Billing Code Maintenance menu. The shorthand code maintenance screen displays.

 

SHORTHAND CODES MAINTENANCE SCREEN DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│08/10/07                       The Ideal Law Firm                               â”‚
│                          SHORTHAND CODES MAINTENANCE                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│      SHORTHAND CODE    __________                                              â”‚
│                                                                                â”‚
│    1 LONG DESCRIPTION                                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

SHORTHAND CODE

 

Enter a shorthand code (up to 10 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 codes for selection.

 

[F4] to exit to menu.

 

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

 

 

ADD A CODE

 

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

 

** NOT ON FILE. DO YOU WANT TO ADD ? (ENTER=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? (ENTER 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 the following prompt is displayed.

 

** ENTER FIELD NUMBER TO MODIFY, ENTER TO CONTINUE, 'D' TO DELETE:

 

Enter the number of the field you wish to modify.

 

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

 

Once you have modified the field data (see FIELDS below) press [Enter]. The following prompt displays.

 

 

** CORRECTION NUMBER (ENTER TO CONTINUE):

 

Enter additional fields to modify.

 

[Enter] when modifications are complete.

 

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

 

[Enter] to accept changes and update.

 

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

 

 

[F2] to make additional modifications.

 

You are returned to the CORRECTION NUMBER prompt above.

 

 

[F4] to cancel 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 Shorthand Codes Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│01/30/07                          IdeaLaw Ltd.                              TSHM│
│                          SHORTHAND CODES MAINTENANCE                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│      SHORTHAND CODE    ATTR                                                    â”‚
│                                                                                â”‚
│    1 LONG DESCRIPTION  ATTEMPTED TELEPHONE CALL TO REGISTRAR                   â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                │
│                                                                                â”‚
│** ENTER FIELD NUMBER TO MODIFY; ENTER TO CONTINUE; 'D' TO DELETE:              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

SHORTHAND CODE

 

Enter a shorthand code (up to 10 alpha/numeric characters).

 

Since the purpose of shorthand codes is to facilitate time and disbursement entries, you should create shorthand codes that suggest, as much as possible, the text to which they refer. See examples that follow.

 

 

[F2] to scan existing codes for selection.

 

[F4] to exit to menu.

 

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

 

1 LONG DESCRIPTION

 

Enter text to print when you use the shorthand code.

 

You may enter up to 50 alpha/numeric characters.

 

 

A list of example shorthand codes follows.

 

 


-------------------------------------------------------
SHORT CODE     EXPLANATION
-------------------------------------------------------
   AGM         ANNUAL GENERAL MEETING
   ATT         ATTEMPTED TELEPHONE CALL TO
   ATTR        ATTEMPTED TELEPHONE CALL TO REGISTRAR
   C           CLIENT
   CR          CLINICAL RECORDS
   CW          CONFERENCE WITH
   DR          DOCUMENT REVIEW
   ICBC        INSURANCE CORPORATION OF BC
   LF          LETTER FROM
   LM          LEFT MESSAGE FOR
   LT          LETTER TO
   OC          OPPOSING COUNSEL
   POD         PREPARATION OF DOCUMENTS
   R&R         RECEIVE AND REVIEW
   R           REGARDING
   RL          RESEARCH LAW
   TD          TEST DATA
   TF          TELEPHONE CALL FROM
   TT          TELEPHONE CALL TO
   XFD         EXAMINATION FOR DISCOVERY
   c           client
   ct          court
   oc          opposing counsel
   tf          Telephone call from
   tt          Telephone call to