ALB. Fee Earner Desktop (2.2.0) Advanced Legal 2014 By Ian Scott (FED )

Transcription

1 ALB Fee Earner Desktop (2.2.0) Advanced Legal 2014 By Ian Scott (FED ) 1

2 Disclaimer Advanced Legal is satisfied that the information contained in this document is correct at the time of production. Advanced Legal does not accept responsibility for any loss of profit, loss of data or any indirect, special or consequential damages resulting from its use. As the software changes continuously, it is important that you always check the current position with Advanced Legal. All information, text, images and layout are the exclusive property of Advanced Legal and you are only permitted to print, copy, download or temporarily store extracts from this document with prior permission. Any attempt to damage this document or act in contravention of these Terms and Conditions may lead to legal redress. Advanced Legal is a trading name of Advanced Legal Solutions Limited which is part of Advanced Computer Software Group plc. Registered in England under number at Munro House, Portsmouth Road, Cobham, Surrey, KT11 1TF. Advanced Legal Solutions Limited, Sep All rights reserved. 2

3 Table of Contents Fee Earner Desktop... 1 Introduction... 1 FED Logging In... 1 Home Screen... 2 Client... 3 Search for a Client... 3 Add a client... 4 Client Details... 7 Matter... 7 Search for a Matter... 8 Add a matter... 9 Matter Details Time Recording Show Timesheet Create Time Posting Document Mangement Diary Create Appointment View Appointments Create Task View All Tasks View Matter Tasks Contact Create Contact Attach Contact Search Contact Accounts Client Cheque Request Office Cheque Request Authorise Cheque Request Add Draft Bill View Draft Bills Financial Balances Office Ledger Client Ledger Deposit Ledger Disbursements Ledger i

4 Table of Contents View Time Ledger View Bills Ledger View Time Ledger Site Administration Administration Site Configuration Site Styling ii

5 Fee Earner Desktop Introduction The way companies and individuals get access to information is changing and users require access to up-to-date information at all times to keep up. The Fee Earner Desktop (FED) allows users to take ALB with them at all times via a user friendly interface, accessing their business critical data and recording time, arranging appointments and requesting account information allowing true mobility and anytime, anywhere access. Features include: Secure access according to the user's access permissions Searching and access to client and matter information Time Recording Access to document history Create and view appointments and tasks Request and view accounts information Rebranding to your own organisation's housestyle RELATED MATTERS Logging In FED Logging In To access the FED login screen, you will be given a web address to enter into Internet Explorer. When the Log in screen displays, any field with a red asterisk indicates that this is a mandatory field. You will not be allowed to proceed until it is completed. Enter your usual ALB User name and Password in the relevant fields and click on Login. If you mistype, you can use the button to clear any fields. Note: The Forgotten your login details? link is for Client use. It displays a screen where requesting the address and CAPTCHA 1

6 Fee Earner Desktop characters (used to prevent hackers operating this screen) to enable a new password to be ed out. At the bottom of the screen, Advanced Legal Home and the copyright text are links that will take you to Advanced Legal Website. RELATED MATTERS Fee Earner Home Screen Home Screen Having logged in, the Home screen displays. The Header bar currently displays your username over on the right, but as you work with FED, it displays the current context, e.g Client and Matter name/reference. The main area has welcome text which the administrator is able to customise as required. The navigation bar, down the left side, lists the options that are available, dependent on your permissions. Note that the Accounts option is present on all users for consistency, even when users do not have an accounts licence. Home - Returns you to the home screen Client - Allows you to Search for an existing or Add a new client. Matter - Allows you to Search for an existing or Add a new matter. Time Recording - Allows you to Show a Timesheet or Create a Time Posting. Document Mgmt - Allows you to view the matter history. Diary - Allows you to create or view Appointments and view Tasks. Contact - Allows you to Search for an existing, Create a new or Attach an existing Contact. Accounts - Allows you to Request Client or Office cheques, Authorise cheque requests, Add and View Draft Bills, view Financial Balances, view Office, Client, Deposit, Disbursement, Time and Bills Ledgers. Site Configuration - Allows Administrators to customise the Contact Us, Support, Terms and Conditions, Privacy and Home pages. 2

7 Fee Earner Desktop (2.2.0) Site Styling - Allows Administrators to View, Edit and Create styles for the look and feel of FED and options to amend the format of the General, Contents and Menu areas of the screen. The Links bar, at the bottom of the screen give: Logout - Click to end the FED session. Support - Displays a support page, your Administrator is able to customise this page. Contact Us - Displays a contact page, your Administrator is able to customise this page. Feedback to Advanced Legal - Opens a survey page for you to provide feedback to Advanced Legal. Complete the ratings and any other suggestions then click Submit to send. Advanced Legal Home - Navigates to Advanced Legal Website. Privacy - Displays a Privacy Policy page, your Administrator is able to customise this page. Terms & Conditions - Displays a usage Terms and Conditions page, your Administrator is able to customise this page. Advanced Legal copyright - Navigates to Advanced Legal Website. Client From Client on the navigation bar, you can search for or add a new client. Once the client has been located or created, you can view and amend their details as required. Search for a Client Add a Client Client Details Search for a Client From the navigation bar, select Client and then Search. The Search Client screen displays. 3

8 Fee Earner Desktop Name Use either the surname or forename or both. The % character can be used as a wildcard, e.g. entering "%ones" will find both Jones and Bones. Partner Postcode NI No. Date of Birth Town Search Lists all clients looked after by the selected partner. Lists all clients with the specified postcode in their address. Lists the client with the specified national insurance number. Lists all clients with the specified date of birth. Lists all clients with the specified town in their address. Clears down any data entered. Performs the search. Note: The NI No. and Date of Birth fields should not be used for Organisation clients as they do not apply. Once the search has run, the system displays a list of clients that match the criteria, listing the details of the above six fields and the client reference. If there are no matching clients, the system displays "No client(s) found." To view a client's details, click on the Client. The system displays the client's details under the following tabs: Address, Contact Details, General Details, Individual Details and Matters. For more information on Client Details, please use the Client Details link. Add a client From the navigation bar, click on Client and then Add. The first of the Add New Client screens displays: Complete the following fields as required: Client Type Surname Forename Title Select from the drop down, Individual, Organisation or Multiple. Enter client's surname. Enter the client's forename(s) Select from the drop down the relevant title. 4

9 Fee Earner Desktop (2.2.0) Partner Branch Next Select from the drop down the relevant partner. Select from the drop down the relevant branch. Moves on to the next screen. Clears down any data entered. On the second screen: Address Details tab - House Number Postcode Enter house number. Enter the postcode. You can also use the Address Lookup by clicking on the icon. House Name Address lines Town County Country DX Address Next Previous Enter the house name. Enter the address lines. Do not include the house number. Enter the town. Enter the county. Enter the country. Enter the DX address. Progress to the next screen. Clears down any data entered. Returns to the previous screen. The Mailing and Billing Address check boxes will be checked if this is the first and only address. If relevant, once you have created other address types, you will be able to amend these as required. Additional Info tab - Organisation Department PO Box Sub Building Name Dependant Locality Comment Last Verified Enter the organisation name. Enter the relevant departmental name. Enter the Post Office Box number. Enter the sub building name. Enter the dependent locality, e.g. town area. Enter any relevant comments. Date the address was last verified. 5

10 Fee Earner Desktop Next Previous Progress to the next screen. Clears down any data entered. Returns to the previous screen. On the third screen: Complete phone numbers, addresses etc. Home Telephone Work Telephone 1 Work Telephone 2 DDI Mobile Telephone 1 Mobile Telephone 2 Fax Home Address Work Address URL Finish Previous Enter the client's home telephone number. Enter the client's main telephone number. Enter the client's second telephone number. Enter the client's direct dial number. Enter the client's main mobile number. Enter the client's second mobile number. Enter the client's fax number. Enter the client's home address. Enter the client's work address. Enter the client's web address. Completes the Add Client process. Clears down all data entered. Returns to the previous screen. When you click finish, the system will perform a conflict check and display any conflicting records. To see the details click on the down chevrons icon points up and clicking on this will collapse the detail.. The chevron then Use the button to return to the first screen. Use the Add Client button to complete and create the client record. The Client Details screen displays where you can view and edit existing data and add more. For full details on the Client Details tab, click on Client Details. 6

11 Fee Earner Desktop (2.2.0) Client Details The Client Details are held on a number of tabs for ease of location. Tab Address Address details including whether Mailing and/or Billing address. Can use the Address Lookup tool and there is a Map button which links out to Google Maps. The Additional Info tab holds organisational details. Contact Details General Details Individual Details Matters Print Save Includes details for telephone, and web address. Click on the Edit link in the left column to make any changes. Includes Partner, Branch, Open Date, whether Web tracking, Password Group, UCN numbers, Marketing and Credit Control Information. Includes Title, Forename, Surname, Marital Status, date of birth, age etc together with Salutation, ethnicity and disability details, armed forces and NI numbers. Lists any existing matter details, reference, description, fee earner etc. Click on the reference link to access more details. There is an Add Matter button to enable you to create a matter from this screen. Sends the current tab details to the printer. Saves any changes made. Matter From Matter on the navigation bar you can search for or add a new matter. Once the matter has been located or created, you can view and amend their details as required. Search for a Matter Add a Matter Matter Details 7

12 Fee Earner Desktop Search for a Matter From the navigation bar, select Matter and then Search. The Search Matter screen displays. Client Ref If a client is in context, this will be automatically completed. If this is not the required client, or if it is blank, use the client lookup tool to search using the criteria in the search screen of Name, Partner, Postcode, NI Number, date of birth and/or town. You can use the % as a wildcard e.g. Smi% in the Name field will return all clients beginning with Smi. Departments Fee Earner The matter description. You can use the % symbol as a wildcard e.g. Sale% will return all matters beginning with the word Sale. Use the drop down to select the relevant department. Use the drop down to select the relevant fee earner. Opened From Type in or use the calendar lookup to select a date the matter was opened from. Closed From Type in or use the calendar lookup to select a date the matter was closed from. UFN Key Branch Work Type The matter reference Unique file reference for Legal Aid matters. Key decription, if one has been entered. List all matters for the specified branch. List all matters for the specified work type. Opened To Type in or use the calendar lookup to select a date the matter was opened to. Use in conjunction with Opened From field for a closed range. Closed To Type in or use the calendar lookup to select a date the matter was closed to. Use in conjunction with Closed From field for a closed range. Previous Search Where matters have been converted from another system, use this to search by the old matter reference. Clears down any data entered. Performs the search using the set criteria. 8

13 Fee Earner Desktop (2.2.0) Once the search has run, the system displays a list of matters that match the criteria, listing the details of the above fields and the matter reference. If there are no matching clients, the system displays "No matter(s) found." To view a matter's details, click on the Matter. The system displays the matter's details under the following tabs: Details, Additional Info, Contacts and Documents. For more information on Matter Details, please use the Matter Details link. Add a matter From the navigation bar, click on Matter and then Add. The first of the Add New Matter screens displays. Complete the following fields as required: Client If a client is in context the name will be filled in. If not, or the client is not correct, use the Client Search tool. You can search for the client using Name, Partner, Postcode, NI number, date of birth and Town criteria. Multiple Clients Branch Department Work Type Fee Earner Next If the client selected is part of a multiple client, the other parties will be listed. Check those required for this matter. Enter the matter description. Select from the drop down the relevant branch. Select from the drop down the relevant department. Select from the drop down the relevant work type. Select from the drop down the relevant fee earner. Progresses to the next screen. Clears down any data entered. On the second screen: System information Charge Rate Court Type Client Bank Select from the drop down the relevant charge rate. Select from the drop down the relevant court type. Select from the drop down the relevant client bank. 9

14 Fee Earner Desktop Office Bank Supervisor Finish Previous Select from the drop down the relevant office bank. Select from the drop down the relevant supervisor. Completes the Add Matter process Clears down any data entered. Returns to the previous screen. The Matter Details screen displays where you can view and edit existing data and add more. For full details on the Matter Details tabs, please use the Matter Details link. Matter Details The Matter Details are held on a number of tabs for ease of location. Above the tabs, the are two reference fields, the left, with a lookup, to change client, the right hand one a drop down with a list of matters for the currently selected client. Tab Details Additional Info Contacts Matter details including description, fee earner, supervisor and work type. Below this are account and key date details such as client and office bank, department and charge rate, together with open date, next review, cost review and other key dates. At the bottom is a completed matter radio set. Includes quote amount, disbursement, time WIP and overall limits, status, indicators and bank reference. Also held here are credit control information and miscellaneous information such as our reference, marketing information and salutation details. Include details of client contacts. Click on the down chevron collapse. to expand details and the up chevron to Documents Print Save Includes a list of documents for this matter. Sends the current tab details to print. Saves any changes made. 10

15 Fee Earner Desktop (2.2.0) Time Recording From the Time Recording option on the navigation bar, you can view your timesheet, which displays a list of all unposted time you have recorded. You can edit and post any entries on the timesheet. You can also create new time entries. Show Timesheet Create Time Posting Show Timesheet From the navigation bar, select Time Recording and then Show Timesheet from the side menu. The Timesheet screen displays a list of all your unposted time entries. Note the numbers above the heading bar which indicate you may have more than one page of entries. Check Box Edit Matter Use the check box in the heading bar to select/deselect all entries in the list or check each entries individually. Takes you to the Edit Time Entry screen where you can amend the time type, number of units and any notes. Buttons allow you to Save the changes, to undo any changes and New to create a new time entry. Takes you to the Matter Details screen. Click on the Matter Details link for full details. The other columns display the matter description, time type, date, any notes, time, units and charge. The Post Selection button at the bottom of the screen will post any selected entries. Note: this button is greyed out if no entries are selected. Create Time Posting From the navigation bar, select Time Recording then Create Time Posting. The Add New Time Entry screen displays. 11

16 Fee Earner Desktop Client Time Type Units Notes Save Use the client lookup search for the required client. Once a client is selected, the drop down will display a list of the clients matters. Note that if you have a client and/or matter in context, these fields will be completed automatically. Displays the matter description when the matter has been selected. Displays the client name when the client has been selected. Select from the drop down list the required time type. Enter the number of units to post. Enter any required notes. Clears down any changes made. Saves the changes for the time entry and displays the Show Timesheet page. Document Mangement From the navigation bar, select Document Mgmt then View Matter History. The View Matter History screen displays. If you have a client and matter in context, the reference will be automatically completed and any document history will be listed. Use the client lookup details on searching. to select a client. See Search for a Client for Once a client has been selected, the matter drop down will display a list of matters for that client. The matter history or the message No document(s) found for this matter will now display. If there are documents attached to the matter and the history displays with columns Edit, ReUpload, Document Name, Fee Earner, Is Public, Date Created, Created by and Name. Edit allows you to view and amend the document details. 12

17 Fee Earner Desktop (2.2.0) ReUpload allows you to overwrite the document with another version. Document Name opens the document for viewing and/or amending. Where there is more than one document in the history, the Search for Document Files button allows you to search for specific documents based on criteria. Search for Deep Search within files Match case Search Subfolders Document type Cancel Search Enter key words to search on. Searches through the content of the doucment not just file name Searches only for upper or lower case depending on how you entered the text in the Search for field. Searches in any subfolders below the main folder. A drop down allowing you to select the relevant file type, e.g. MS Word Document, Reports, Messages. Clears down any entered criteria Returns to the Matter History screen. Performs the search based on the set criteria. The Import Document button allows you to import a files from outside of ALB. Name Created Date Notes Fee Earner Public User Versioning Encrypt File Click on the Browse button to locate the file to be imported. Enter the file description as required. Completes automatically from the file selected. Enter any relevant notes for this file. User the drop down to select the relevant fee earner. If checked, allows the document to be viewed by the client if they have Web Access. Creates a new version of the file when any edits are made. Encryption makes a document indecipherable when opened outside ALB and enables you to protect particularly sensitive documents. Document 13

18 Fee Earner Desktop encryption is available for Microsoft Word and Excel files. Lock Document Back Save Import Another Locking a document prevents other users opening it. Only users that have appropriate permissions can lock and unlock documents. User permissions are set up by the system administrator, in Utilities - Licensing and Users. Returns to the Matter History screen. Clears down any data entered. Imports the file and returns to the Matter History screen. Imports the file and remains on the Import Screen. Diary The Diary option from the navigation bar has the options to Create and View Appointments and Task by fee earner or view all a matters tasks, irrespective of the owning fee earner. Create Appointment View Appointments Create Task View All Tasks View Matter Tasks Create Appointment From the navigation bar, select Diary then Create Appointment. The Appointment Details screen displays. User the client lookup to search for a client. The drop down list will display the clients matters once the client has been selected. If you have a client and/or matter in context, these fields will be completed automatically. Displays the matter description once the matter has been selected. 14

19 Fee Earner Desktop (2.2.0) Client Attendees Subject Venue Displays the client name once the client has been selected. Click on Attendees to display the Organise Users screen. Use the Add, Remove, Add All and Remove All buttons to build the list. Click Save to add the users to the appointment and return to the Appointment details screen or Cancel to back out. Enter the subject of the appointment. Use the Search Service lookup to search for a venue, if required. This displays the Search Service screen. Use the drop down list to select an Industry to locate the venue. Date Enter or use the Date Lookup to select a date for the appointment. Start Time End Time Reminder Notes Appointments Save Enter the start time of the appointment. Enter the end time of the appointment. Check this box and a choice of On or Before displays together with a date and time field to set when the reminder occurs. Enter any relevant notes for the appointment. The View Appointment screen displays. Select the fee earner and date to check for availability. Clears down any data entered. Saves the appointment. View Appointments From the navigation bar select Diary then View Appointments. The View Appointments screen displays. Select Users Select Date Search Use the drop down to select the fee earner to check. Enter or use the date lookup to select the relevant date. Clears down any data entered. Performs the search using the set criteria. 15

20 Fee Earner Desktop The search results list the appointments or the message No appointment(s) found. If there are appointments, information displayed includes, subject, date, start and finish time, venue and any notes. The Subject is a link and will display the appointment details. There is also a Delete link to remove the appointment. If this is used, you can enter notes for the cancellation. Create Task From the navigation bar, select Diary and then Create Task. The Task Details screen displays. Client Attendees Subject Type User the client lookup to search for a client. The drop down list will display the clients matters once the client has been selected. If you have a client and/or matter in context, these fields will be completed automatically. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Click on Attendees to display the Organise Users screen. Use the Add, Remove, Add All and Remove All buttons to build the list. Click Save to add the users to the appointment and return to the Appointment details screen or Cancel to back out. Enter the subject of the appointment. Use the drop down to select from Standard Task, Key Date and Limitation Date. Due Date Enter or use the Date Lookup to select a date for the appointment. Completed Public Notes Save Check box when completed. Allows the task to be viewed by the client if they have Web Access. Enter any relevant notes for the appointment. Clears down any data entered. Saves and creates the task. 16

21 Fee Earner Desktop (2.2.0) View All Tasks From the navigation bar, select Diary then View All Tasks. The View All Tasks screen displays. Status Select Users Use the drop down to select Outstanding Only, Completed Only or All Items. Use the drop down to select the relevant user. From Enter or use the date lookup to complete the start date. To Enter or use the date lookup to complete the end date. Search Clears down any data entered. Performs the search based on the set criteria. The displayed results list the subject, due date, status, percent complete, notes and matter. The subject and matters are links which display the task and matter details accordingly. There is also a Delete link which cancels the task allowing you to give reasons for the cancellation. View Matter Tasks From the navigation bar, select Diary then View Matter Tasks. The View Matter Tasks screen displays. Client Status User the client lookup to search for a client. The drop down list will display the clients matters once the client has been selected. If you have a client and/or matter in context, these fields will be completed automatically. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Use the drop down to select Outstanding Only, Completed Only or All Items. 17

22 Fee Earner Desktop Select Users Use to select tasks for a specific user. If the field is left as Select, all tasks for the matter will be listed irrespective of user. From Enter or use the Date Lookup to select a start date for the search. To Enter or use the Date Lookup to select a finish date for the search. Search This reset clears down the fields in the box only. Performs the search based on the set criteria. The search results list the subject, due date, attendee and status. The subject is a link which will display the task details and there is a Delete link on the right side which will allow the task to be cancelled with reasons given. Contact The Contact option on the navigation bar allows you to create, attach and search for contact. Create Contact Attach Contact Search Contact Create Contact From the navigation bar, select Contact then Create Contact. The Add New General Contact screens displays: Type Contact Type Surname Forename Title Next Select from the drop down General Contact. Select from the drop down Individual or Organisation. Enter the surname or name if organisation has been selected as the contact type. Enter the forename if contact type is individual. Select from drop down the relevant title if the contact type is individual. Clears down any data entered. Progresses to the next screen. 18

23 Fee Earner Desktop (2.2.0) Note: that the fields displayed change according the Type selected as below. If you select type Service the details section changes to: Type Service Name Industry Select from the drop down Service. Enter the name of the service. Select from the drop down the industry category. If you select Service Contact the details section changes to: Type Select from the drop down Service Contact. Service Use the service lookup this contact belongs to. to search for the service When you click Next, you progress to the Address Details screen. House Number Postcode Enter house number. Enter the postcode. You can also use the Address Lookup by clicking on the icon. House Name Address lines Town County Country DX Address Next Previous Enter the house name. Enter the address lines. Do not include the house number. Enter the town. Enter the county. Enter the country. Enter the DX address. Progress to the next screen. Clears down any data entered. Returns to the previous screen. The Mailing and Billing Address check boxes will be checked if this is the first and only address. If relevant, once you have created other address types, you will be able to amend these as required. The Addition Info tab allows you to enter the following information as relevant. 19

24 Fee Earner Desktop Organisation Department PO Box Sub Building Name Dependant Locality Comment Enter the organisation name. Enter the relevant departmental name. Enter the Post Office Box number. Enter the sub building name. Enter the dependent locality, e.g. town area. Enter any relevant comments. Last Verified????? Next Previous Progress to the next screen. Clears down any data entered. Returns to the previous screen. The Next button takes you to the Additional Contact Info screen. Home Telephone Work Telephone 1 Work Telephone 2 DDI Mobile Telephone 1 Mobile Telephone 2 Fax Home Address Work Address URL Finish Previous Enter the client's home telephone number. Enter the client's main telephone number. Enter the client's second telephone number. Enter the client's direct dial number. Enter the client's main mobile number. Enter the client's second mobile number. Enter the client's fax number. Enter the client's home address. Enter the client's work address. Enter the client's web address. Completes the Add Client process. Clears down all data entered. Returns to the previous screen. Clicking on the Finish button creates the contact and returns you to a blank first screen. 20

25 Fee Earner Desktop (2.2.0) Attach Contact From the navigation bar, select Contact then Attach Contact. The Add Association for Matter screen displays. Client Role Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context these will be completed automatically. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Use the drop down to select the role. Note the following fields will change according to the type of role selected. Service Contact/Client Use the lookup tool client as required. to select the contact and/or Fee Earner Name Next Use the drop down to select the relevant fee earner, if displayed. This field will completed based on the above contact/client selection. Clears down any data entered. Progresses to the next screen. Add Associations to Matter Enter a relevant description. Date From Enter or use the Date Lookup to select a date for the start of the association. Date To Enter or use the Date Lookup to select a date for the end of the association. Letter Heading Comment Previous Enter the reference of the association. Enter the letter heading information for the association. Add any relevant comments.- Returns to the previous screen. Clears down any data entered. 21

26 Fee Earner Desktop Finish Saves and creates the new association. Search Contact From the navigation bar, select Contact then Search Contact. The Search Contact screen displays. Contact Type Name Organisation House Number P O Box Postcode Search Select from the drop down list, General Contact or Service Contact. Note, if Service Contact the following fields change to drop down for industry. Enter the surname. You can use the % as a wildcard e.g. Smi% in the Name field will return all contacts with a surname beginning with Smi. Enter the organisation name. You can use the % as a wildcard e.g. Smi% in the Organisation field will return all organisations beginning with Smi. Enter the house number. You can use the % as a wildcard e.g. 7% in the House Number field will return 7 and 74 and so on. Enter the P O Box number. Enter the Postcode. Clears down any data entered. Performs the search based on the set criteria. The search results display listing the Name, Address, Town and Postcode. Clicking on the Name displays the full contact details. Accounts The Accounts option on the navigation bar will be displayed irrespective of whether you, as a user, have a licence for the Accounts system. If you do not have a licence, you will not have any side options. If you have an accounts licence, the number of options available will depend on the permissions you have, e.g. whether you have permissions to authorise a bill. Client Cheque Request Office Cheque Request Authorise Cheque Request 22

27 Fee Earner Desktop (2.2.0) Add Draft Bill View Draft Bills Financial Balances Office Ledger Client Ledger Deposit Ledger Disbursements Ledger View Time Ledger View Bills Ledger Client Cheque Request From the navigation bar, select Accounts then Client Cheque Reqs. The Add Client Cheque Request screen displays. Client Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Date Enter or use the Date Lookup to select a date for the cheque. Posting Period Bank Debit/Credit Amount Clearance Type Clearance Days (Chq) Displays the period for the previous date, or invalid period if not set up. Enter description of transaction. Enter reference. If "CHQ" is entered, a payee field displays for the payee name. Use the drop down to select the required bank account. Use the drop down to select Debit for outgoing, Credit for incoming monies. Enter amount of transaction. Use the drop down to select type. Note the Clearance days will be affected by the choice. Enter number of days if different from the default value. 23

28 Fee Earner Desktop Clearance Days (Elec) Print Cheque Request Authorise Cheque Request Save Enter number of days if different from the default value. Check the box if you want a printout of the request. If you have permission, check to authorise the request. Clears down any data entered in this section. Saves and processes the cheque request. Office Cheque Request From the navigation bar, select Accounts, then Office Cheque Reqs. The Add Office Cheque Request screen displays. Client Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Date Enter or use the Date Lookup to select a date for the cheque. Posting Period Disb Type Payee Displays the period for the previous date, or invalid period if not set up. Use the drop down to select the relevant type. A default description is entered based on the Disb type selected. Add a colon and then the cheque payee name. Automatically completed as CHQ. Automatically completed from the as the text entered after the colon, but can be overwritten if necessary. 24

29 Fee Earner Desktop (2.2.0) Bank Amount VAT Y/N Create as Anticipated Print Cheque Request Authorise Cheque Request Save Use the drop down to select the required bank account. Enter amount of transaction. Use the drop down to select whether VAT is payable. If Yes, a VAT drop down is displayed to allow you to change the rate and a VAT amount is calculated. Check if an anticipated request. Check the box if you want a printout of the request. If you have permission, check to authorise the request. Clears down any data entered in this section. Saves and processes the cheque request. Authorise Cheque Request From the navigation bar, select Accounts then Authorise Cheque Reqs. The Authorise Cheque Request(s) screen displays. The page is split by three tabs. The Client Debit and Credit are the same, the Office tab has three additional colums: a cheque box to indicate an anticipated entry, a VAT rate and VAT amount column. The check box in the header bar allows you to select or deselect all the entries in the list. Alternatively, use the check box to the left of the individual entries. The Edit link takes you to the cheque details page where any relevant changes can be made and saved. Once one or more of the requests have been selected, the Delete and Authorise buttons become active for use. Add Draft Bill From the navigation bar, select Accounts then Add Draft Bill. The first of the Draft screens displays for the matter and general bill details. 25

30 Fee Earner Desktop Client Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Displays the matter description once the matter has been selected. Displays the client name once the client has been selected. Date Enter or use the Date Lookup to select a date for the bill. Next Enter the description. Clears down any data entered in this section only. Progresses to the next screen. The second of the Draft screen displays for the disbursements. The screen is split into four tabs for Paid N-VATable, Unbilled Paid VATable, Anticipated N-VATable, and Anticipated VATable Disbursements. To bill a disbursement, click the Bill link to the right of the disbursement details. You can also part-bill a disbursement by amending the amount in the Billed column. Previous Next Returns to the previous page. Clears any changes made to this page and returns to the first page. Progresses to the next screen. The third of the Draft screens displays for Unbilled Time. Unbilled Time up to Enter or use the Date Lookup date for the time. to select an end Check boxes Previous The check box in the header row will select or deselect all time entries for billing. Alternatively, you can select each entry individually. Returns to the previous page. Clears any changes made to this page and returns to the first page. 26

31 Fee Earner Desktop (2.2.0) Next Progresses to the next screen. The last of the Draft screens displays with the preview details. Professional charges Previous Finish Accept or amend the amounts and VAT or select a different VAT rate which will recalculate the VAT amount. Returns to the previous page. Clears any changes made to this page and returns to the first page. Saves all changes and creates the draft bill. View Draft Bills From the navigation bar, select Accounts then View Draft Bills. The Draft Bills screen displays a list of draft bills, detailing the date, matter reference, user and description. There is a check box in the header bar that will select/deselect all bills or you can check the bills individually. Once one or more bills are selected, the Submit button becomes active. Financial Balances From the navigation bar, select Accounts, then Financial Balances. The Financial Balances screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. 27

32 Fee Earner Desktop Office Ledger From the navigation bar, select Accounts then Office Ledger. The Office Ledger screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Once a matter has been selected, the ledger displays listing the date, reference, type, description, bank, debit, credit and running balance for the ledger. Where a client has more than one matter, use the matter drop down list to view each matter's ledger. Client Ledger From the navigation bar, select Accounts then Client Ledger. The Client Ledger screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Once a matter has been selected, the ledger displays listing the date, reference, type, description, bank, debit, credit and running balance for the ledger. Where a client has more than one matter, use the matter drop down list to view each matter's ledger. Deposit Ledger From the navigation bar, select Accounts then Deposit Ledger. 28

33 Fee Earner Desktop (2.2.0) The Deposit Ledger screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Once a matter has been selected, the ledger displays listing the date, reference, type, description, bank, debit, credit and running balance for the ledger. Where a client has more than one matter, use the matter drop down list to view each matter's ledger. Disbursements Ledger From the navigation bar, select Accounts then Ledger. The Disbursement Ledger screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. Once a matter has been selected, the ledger displays listing the date, reference, disbursement, VAT (V/N), Paid, Amount, Claimed, Unbilled and running balance for the ledger. Where a client has more than one matter, use the matter drop down list to view each matter's ledger. View Time Ledger From the navigation bar, select Accounts then View Time Ledger. The Time Ledger screen displays. 29

34 Fee Earner Desktop Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. The screen is split into three tabs, Time, Write Offs and Reversals. When a matter is selected, listed are details of date, time type, fee earner, time, cost, cost balance, charge and charge balance. At the bottom of the list are totals of time and value. Using the Time Status drop down, you can select different time types, All, unbilled, billed, claimed and W/Off. View Bills Ledger From the navigation bar, select Accounts then View Bills Ledger. The Bills Ledger screen displays. Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. The screen display is split into three tabs for All Bills, Uncleared Bills and Write Offs. Once a matter is selected, the list details the date, reference, type, debit, credit, paid O/S and running balance. View Time Ledger From the navigation bar, select Accounts then View Time Ledger. The Time Ledger screen displays. 30

35 Fee Earner Desktop (2.2.0) Use the client lookup tool to search for the client. The drop down adjacent will then display any matters for selection. If a client is in context this information will be completed automatically. Clears down data entered for this section only. The screen is split into three tabs, Time, Write Offs and Reversals. When a matter is selected, listed are details of date, time type, fee earner, time, cost, cost balance, charge and charge balance. At the bottom of the list are totals of time and value. Using the Time Status drop down, you can select different time types, All, unbilled, billed, claimed and W/Off. Site Administration Administration The following items will only be available if you have been given administration permissions. The administrator can use the features below to amend the look of the fee earner desktop. Site Configuration Site Styling Site Configuration This is an administration option and will only display if you have been given the relevant permissions. This menu allows the administrator to compose the contents of the pages displayed when you click on the links at the bottom of the desktop for: Contact Us Support Terms and Conditions and the Privacy and Home options from the navigation bar. From the navigation bar, select Site Configuration and then the relevant option, e.g. Home Page. 31

36 Fee Earner Desktop The controls screen displays. The above uses the standard Microsoft control. Note that Google Chrome does not support this. The controls allow the administrator to enter and format required text as well as enter and edit URL links. Site Styling This is an administration function and you will only see the option if you have been given the relevant permissions. For administrators this allows them to change the look and feel of each element of the desktop and then save into a style. View All Styles From the navigation bar, select Site Styling then View All Styles. The View Stylesheets screen displays. Edit Preview Copy Archive Set As Default Archived Styles Displays the General styling screen allowing you to change the colour, text, logos etc. Displays how the style will look prior to selection. Displays a dialog box where you can save the style as a new name for minor changes. Allows you to archive styles no longer required. Sets the selected style as the default style. Lists any styles that have been archived. There is an un-archive option to reactivate them. General From the navigation bar, select Site Styling then General. This option allows you to set the background colour, text colour and font style for the different part of the general screen such as: Main Container Body Header Bar 32

37 Fee Earner Desktop (2.2.0) Header Links Footer Bar Footer Links At the bottom of the screen there are buttons to allow: Preview Save As Save Cancel Displays how the style will look prior to selection. Allows you to save as a new style. Saves any changes under the same style name. Cancels any changes made and closes the screen. Contents From the navigation bar, select Site Styling then Contents. This option allows you to set the background colour, text colour and font style for the differnt part of the contents area of the screen such as: Grid Header Tab Control (selected/unselected) Section Header Body Tab Button At the bottom of the screen there are buttons to allow: Preview Save As Save Cancel Displays how the style will look prior to selection. Allows you to save as a new style. Saves any changes under the same style name. Cancels any changes made and closes the screen. Menu From the navigation bar, select Site Styling then Menu. This option allows you to set the background colour, text colour and font style for the different part of the navigation bar such as: Main Items (text, background, hover-text, hover-background) Sub Items (text, background, hover-text, hover-background) At the bottom of the screen there are buttons to allow: 33

38 Fee Earner Desktop Preview Save As Save Cancel Displays how the style will look prior to selection. Allows you to save as a new style. Saves any changes under the same style name. Cancels any changes made and closes the screen. 34

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