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1993-02-05
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Welcome to
LEGAL TIME & BILLING
Legal Productivity System
REFERENCE MANUAL
FrostByte Company
3398 Sir Henry Street
Atlanta, GA 30344
(404) 761-5029
BBS: (404) 762-0923
Copyright 1992 FrostByte Company
All Rights Reserved
Specifications subject to change without notice
IMPORTANT !!!!!
If you obtained this copy from a BBS Board or shareware disk
service, it is possible you do not have the latest version of the
Legal Time & Billing program. FrostByte Company maintains a 24
hour on-line BBS Board so you can download the very latest
version including all updates, bug-fixes and new features.
Call The BBS at 404-762-0923. We support up to 9600 Baud. Log in
as a New Caller. Although this is a subscribtion BBS, you will
be allowed to download any program in File Directory #4
(FrostByte Software Support).
DISCLAIMER
Use of this program acknowledges this disclaimer of warranty: "This
program is supplied AS IS. FrostByte Company disclaims all
warranties, expressed or implied, including, without limitation, the
warranties of merchantability and of fitness of this program for any
purpose. FrostByte Company assumes no liability for damages direct
or consequential, which may result from the use of this program."
TRADEMARK
MS-DOS is a registered trademark of Microsoft Corporation.
PC-DOS is a registered trademark of IBM Corporation.
SYSTEM REQUIREMENTS
Legal Time & Billing will run on the IBM PS/2, PC/AT/XT, PC and on
IBM compatible computers. MINIMUM requirements are:
* 640 of RAM memory (suggested).
* PC-DOS 3.0 or greater or MS-DOS 3.0 or greater.
* Hard disk (suggested).
* Either a color or a monochrome monitor with 80-column display.
LEGAL TIME & BILLING Page:1
INSTALLING TIME & BILLING TO A HARD DISK
To greatly reduce loading and running times, we recommend that you use Legal
Time & Billing from a hard disk drive.
Legal Time & Billing is not copy-protected. Before you load it, we urge you
to make a backup copy of the distribution disk by following the instructions
in your DOS manual.
If your received the Legal Time & Billing program in the form of LEGBIL.EXE,
you must extract the program files as follows:
1 - Create the sub-directory LTB or other name as you desire.
2 - Go to that sub-directory by typing: CD\LTB and press the Enter key.
3 - From this sub-directory, run the program file LEGBIL.
4 - The following message will appear:
╔═════════════════════════════════════════════════════════╗
║ This is a self-extracting EXE file that will create the ║
║ necessary files to run the Legal Time & Billing program.║
╚═════════════════════════════════════════════════════════╝
Do you want to continue extracting these files now [Y/N]
5 - Answer Y)es. The program files will be extracted and ready to run.
If your received the Legal Time & Billing program in the form of LEGBIL.ZIP,
you must extract the program files as follows:
Obtain the latest utility program PKUNZIP.EXE from any Bulletin Board.
1 - Create the sub-directory LTB or other name as you desire.
2 - Go to that sub-directory by typing: CD\LTB and press the Enter key.
3 - From this sub-directory, extract the program files by typing:
PKUNZIP LEGBIL and press the Enter key.
4 - The program files will be extracted and ready to run.
To print or view the documention, type SEE LTB.DOC and press [Enter].
NOTE: If you have a laser or deskjet printer that defaults to 60 lines per
page instead of the standard 66 lines, make sure your printer is on
line and then run the utility program PRINT66.COM before running LTB.
This will insure pages will not prematurely eject.
If you have an HP DeskJet series printer, you can hardware select 66
lines as default. Turn the printer off. Facing the front of the
printer, tilt it slightly upward and look below the paper storage bin.
You will see two sets of 8 dip switches. They should be factory set
with all switches facing down. With a sharp object such as a pen or
toothpick, flip the two middle switches up.
Proper HP DeskJet Dip-Switch Positions
┌────────┐ ┌────────┐ u = switch up
│dddddddu│ │uddddddd│ d = switch down
└────────┘ └────────┘
Turn the printer on and use normally.
LEGAL TIME & BILLING Page:2
Most Laser series printers can also be set via its built in menu control
system. Consult your printer manual on how to default from 60 to 66 lines
per page or call your local printer dealer for support.
HINT: Adding the line
MODE LPT1:,,B (DOS 5.0 or greater)
or
MODE LPT1:,,P (DOS 4.0 or earlier)
to your AUTOEXEC.BAT file will eliminate printer hangups for those printers
that time-out during long sessions. Make sure the file MODE.COM is in your
path or root directory and the printer is on-line before turning on the
computer. If your printer is attached to parallel port 2, substitute LPT2
for LPT1. Consult your DOS manual for more information.
Call (404) 761-5029 during business hours (EST) for program assistance.
THIS COMPLETES THE HARD DISK INSTALLATION
Starting Up from a Hard Disk:
NOTE: To run Legal Time & Billing once it has been installed on your hard
disk, first turn on your computer.
Then access the LTB directory by typing: CD\LTB and press [Enter].
From there type:
LTB
and press [Enter].
INITIAL TIME & BILLING INSTALLATION:
Before using Legal Time & Billing for the first time, you must enter certain
information required by the program in the order shown. This will include:
* Miscelaneous options.
* Billing Statement options.
* Attorney information.
* Firm or Practice address(es).
The following steps will insure you will properly install Legal Time &
Billing:
1 - If you have not already done so, access the LTB directory by typing:
CD\LTB and press [Enter].
2 - Type: LTB and press [Enter] to load the program into your computer.
3 - The opening title screen will then appear.
LEGAL TIME & BILLING Page:3
4 - Press any key to bypass the opening title screen.
5 - The Current Date verification screen will appear in the format:
┌───────────────────────────────────────────────────────────────┐
│ If TODAY'S date is not 01/01/91 please enter it now or press │
│ RETURN to continue...... │
└───────────────────────────────────────────────────────────────┘
If the date shown is correct, press [Enter] otherwise type the current date
in the format shown on the screen.
The program will automatically detect that this is a first time installation
and allow you to add various items to customize Time & Billing to your firm
or practice.
MISCELLANY OPTION SCREEN
┌─────────────────────────────────────────────────────┐
│ Enable Sound On Messages (Y/N) Y │
│ Are You Using A Laser Or Deskjet Printer (Y/N) Y │
│ Is This A Single Sheet Printer (Y/N) N │
│ Communication Port For Phone Dialer (1/2/3/4) 1 │
│ Enable Action Code pick list (Y/N) Y │
│ Is This A (F)irm Or (S)ingle Practice S │
│ Auto Correction For Upper/Lower Case Errors (Y/N) Y │
│ (S)olid Background Or (C)olumns Wallpaper (S/C) S │
└─────────────────────────────────────────────────────┘
The Miscellany Option screen (shown above) allows you to configure certain
features of the program to your system and personal preferences. Most items
have a default 'Y' or 'N' but can be changed at any time.
Enable Sound On Messages (Y/N)
The computer will generate an audible beep to alert you of the presence of
certain messages that will appear on the screen. If you perfer not to hear
the beep, answer 'N'.
Are You Using A Laser Or Deskjet Printer (Y/N)
Billing and Report documents are positioned differently for laser and
non-laser type printers. If you have any brand of laser or an HP DeskJet
series printer, answer 'Y' else answer 'N'.
Is This A Single Sheet Printer (Y/N)
If your printer can only accept single sheets of paper, answer 'Y' so the
program will pause during all printing routines to allow you to change
paper.
Communication Port For Phone Dialer (1/2/3/4)
If your system has a telephone Modem installed, you can auto-dial any of
LEGAL TIME & BILLING Page:4
your client telephone numbers. The program needs to know which communication
port the modem is set for. Normally it is 'Com1'.
Enable Action Code pick list (Y/N)
Some practices prefer to assign a Action Code number/description system when
generating slips. Others want to define the slip as either a Service, Flat
Fee, Expense or Credit.
If you answer "Y" to enable the Action Code pick list, this list will appear
whenever you add a slip. If you disable this feature, the pick list will not
appear. During slip generation, a small window will appear in place of the
Action Codes to designate this transaction as a Service, Expense, Flat Fee
or Credit.
Is This A (F)irm Or (S)ingle Practice
If this is a Single Practice or a Professional Group comprised of
independent attorneys type the letter "S" otherwise type the letter "F".
Auto Correction For Upper/Lower Case Errors (Y/N)
The Client data entry screen provides case checking if you answer "Y". This
feature will automatically check that all entries except the Company field
begin with an upper case letter with the remaining characters in lower case.
If you type the following or case combinations of:
george b. jONES
will be converted to:
George B. Jones
If your preference is to maintain all characters in upper case, answer "N"
to disable case checking.
The Company field is not case checked to preclude:
The ABC Company
to be converted to:
The Abc Company
(S)olid Background Or (C)olumns Wallpaper (S/C)
Your choice of background 'wallpaper' for all screens. "S" option will
clear screens in solid and "C" will use columns. (Looks nice with color
when selecing two-tone blue for Background.)
LEGAL TIME & BILLING Page:5
BILLING OPTION SCREEN
┌────────────────────────────────────────────────────────────┐
│ Create Letterhead (Y/N) Y │
│ Position For Clear (W)indow Envelopes Or (C)enter (W/C) C │
│ Include Client Account No. (Y/N) Y │
│ Include Contingency Clients In Monthly Billing (Y/N) Y │
│ Include Reference Caption (Y/N) Y │
│ Print Duplicate Copies (Y/N) N │
│ Display Only Time, Dollar Amount, Both Or None (T/D/B/N) B │
│ Display Total Time At Bottom Of Statement (Y/N) Y │
│ Display Slip Times In (D)ecimal Or (H)our D │
└────────────────────────────────────────────────────────────┘
The Billing Statement Print Option screen (shown above) allows you to
configure certain options to your personal preference. Most items have a
default 'Y' or 'N' but can be changed at any time.
Create Letterhead For Billing Statements (Y/N)
If you elect to have the program generate your firm/practice letterhead on
all billing statements, answer 'Y. If you wish to use pre-printed
stationary, answer 'N'.
Position For Clear (W)indow Envelopes Or (C)enter (W/C)
If you answered 'Y' to the previous prompt, you now have the option to
center your letterhead on the billing statement, or have it located on the
left margin if you intend on using glassine windowed envelopes.
Include Client Account No. (Y/N)
You may elect to display the Client Account Code. If enabled, the format
will appear at the upper right corner of the statement as:
Account: JOHPUB
assuming the client account code for 'John Q. Public' is 'JOHPUB'.
Include Contingency Clients In Monthly Billing (Y/N)
Usually you do not want to send monthly statements to contingency clients.
Answering "Y" will generate a statement. Individual statements can be
printed or displayed at anytime regardless of this response.
Include Reference Caption (Y/N)
Option to include the Reference Caption associated with the Client data
screen. This caption is used for the main heading of the statement
especially when you bill the same client/company for separate actions and
want each statement to be unique.
Print Duplicate Copies (Y/N)
LEGAL TIME & BILLING Page:6
Answer "Y" if you want to print duplicate copies of every billing statement.
Display Only Time, Dollar Amount, Both Or None (T/D/B/N)
You can elect to display only time, only the dollar amount, both or none on
the statement column adjacent to the action description. The default is
Both.
Display Total Time At Bottom Of Statement (Y/N)
You may elect to display or omit the Total time reference at the bottom of
the statement.
Display Slip Times In (D)ecimal Or (H)our
You have the option to display your slip times in decimal or hour format on
all statements and reports regardless of the method you used when generating
a slip.
ADD ATTORNEY NAMES:
The Attorney edit window will be displayed in the middle of your screen
along with the following message:
┌───────────────────────────────────────────┐
│ Database empty. Add records (Y/N) ? [Y] │
└───────────────────────────────────────────┘
a. Press [Enter].
The cursor will be positioned in the ATTORNEY NAME field.
b. Type the attorney's name in the format "John Q. Public" and press
[Enter].
The cursor will now be positioned in the INIT field.
c. Type the attorney's initials and press [Enter].
The cursor will now be positioned in the TITLE field.
d. Type a business title for this name that you would like printed on the
client statement when your pre-printed letterheads are not used. The
title could be, "Attorney At Law", "CPA", "Agent", etc. This is an
optional field and may be left blank. This field allows Legal Time &
Billing to be adaptable to any business other than the law profession.
The first attorney's information will now be saved.
e. To add more attorney names press [F5] key and repeat steps b - e.
f. When you have completed adding all of the attorneys in your firm or
professional group, press the [Esc] key to return to the Default Menu.
LEGAL TIME & BILLING Page:7
ADD FIRM NAME AND ADDRESSES:
NOTE: If you have previously added more than one attorney name and this is a
single practice, an attorney selection list will appear in the middle
of the screen. If the list does not appear, bypass step b.
b. If the attorney selection list appears, position the light bar over the
first attorney name and press [Enter].
A Firm Information window will appear in the middle of the screen.
c. Enter the appropriate practice or firm name as it will appear on
correspondence with full mailing address and telephone number for the
selected attorney.
NOTE: If this is a firm, no attorney name will appear and you will enter the
firm's mailing information.
If this is a single practice, you have the ability to keep separate
addresses for each attorney in the group.
When printing client statements, you will have the option to use pre-printed
stationary or let the computer generate a letterhead. If you elect to use
only your name and title in lieu of a firm or practice name:
John Q. Smith
Attorney At Law
123 Main Street
Anytown, USA 55555
leave the firmname field blank. Just enter your mailing address. If,
however, you elect to display your name, title and firm/practice name:
John Q. Smith
Attorney At Law
Smith Legal Clinic
123 Main Street
Anytown, USA 55555
then you would type in a firm/practice name.
NOTE: Press [F10] at anytime to save the firm data and exit the Firm
Information screen. Pressing [Esc] will also exit, but will not save any
changes.
d. Continue adding addresses for the remaining attorneys by pressing [Enter]
and repeating steps b - d.
YOU HAVE NOW COMPLETED THE INITIAL INSTALLATION OF TIME & BILLING
The Time & Billing Main Menu will appear in the middle of the screen in the
format shown below.
LEGAL TIME & BILLING Page:8
┌─────────────────────┐
│ Main Menu │
│ ─────────────────── │
│ Clients │
│ Slips │
│ Reports │
│ Monthly Posting │
│ Billing Statements │
│ Default │
│ Utilities │
│ Text Editor │
│ Archive │
│ Quit to DOS │
└─────────────────────┘
The Main Menu is the heart of Legal Time & Billing and from here you can
select and return from other menus in the program.
(A menu option is selected by pressing either the up or down edit arrow key
to move the "light bar" over the various menu items and pressing [Enter]
will activate that selection.)
If you have an older keyboard, check to see that the [Num Lock] key
indicator is off!
NOTE: The [Enter] key may be labeled [Return] on some keyboards. Either
label refers to the same key.
TIP: Pressing the [Esc] key will abort from any screen or menu situation!
Legal Time & Billing is composed of two (2) major data entry screens:
1 - Client Information screen
2 - Billing Slip screen.
These two screens serve as both data entry and retrieval display of
previously added information.
Now that you have added the necessary information concerning your practice,
you are ready to begin adding billing client information.
ADD NEW CLIENT BILLING INFORMATION
a. Position the light bar over the [Clients] option of the Main Menu and
press [Enter].
┌───────────────────────────────────────┐
│ CLIENT MENU : Add Find Browse Exit │
└───────────────────────────────────────┘
The Client Menu will appear as shown above.
b. The light bar is positioned over the [Add] option. Press [Enter] to
LEGAL TIME & BILLING Page:9
select.
NOTE: If the message:
┌───────────────────────────────────────────┐
│ Missing Attorney Name. Press Any Key.... │
└───────────────────────────────────────────┘
appears. It indicates there are no attorney names to select from. At
the Main Menu, select the option "Default", and then select the option
"Attorney Name". Refer to ADD ATTORNEY NAMES section of this
documentation.
The cursor will be positioned in the Client No. field.
c. Type a unique client identification and press [Enter]. You may use any
format you wish including alpha characters. One suggestion. Use the
format "JONFRA" for a client name of "Frank Jones". Simply use the first
three letters of the last name and the first three letters of the first
name. It is much easier to remember "Jones" than a code such as:
"213.0456". The Client pick box is sorted by Client ID code.
NOTE: If you are a professional group comprised of independent attorneys and
have occasion for this client to retain separate services of others
within your group, the client number MUST be unique for each attorney.
If you are a firm, the client number can remain the same for multiple
matters of this client regardless of the attorney assigned to those cases.
The cursor will be positioned in the Telephone field.
d. Type in the client's telephone number including area code.
The cursor will be positioned in the Ref. field.
e. Type in an optional action reference title for this client. During the
statement generation, you will have the option to include this reference
at the heading of the bill. This is useful when you wish to bill a client
seperately for each action instead of one bill. The reference title at
the top of the statement allows the client to further identify the action
the bill represents such as the Matter.
The cursor will be positioned in the Company field.
f. If this client is NOT an individual, type in the company or organization
name who will be responsible for payment. It is imperative you leave this
field BLANK if a company or orgainization is not applicable. Press the
[Enter] key to either bypass this field or to exit from the field.
The cursor will be positioned in the Client/Contact field.
g. If the Company field is other than blank, the Client field becomes the
Contact field. Type in the first, middle initial and last name of the
contact person for this company or organization. This could also be a
LEGAL TIME & BILLING Page:10
department such as "Accounts Receivable". You can use the first and last
name fields for this purpose. Later, during billing and report generation
the two fields will be formatted properly with one space between the
contents. The middle initial field will be ignored.
If the Company field is left blank, type in the first, middle initial and
last name of this client. Each name field is separate and may require you
to press the [Enter] key to advance to the next field.
The cursor will be positioned in the first Address field.
h. Type in the mailing address of this client and press the [Enter] key..
The cursor will be positioned in the second Address field.
i. If the street address is mulitple line, you can type it in. This is
usually for Suite numbers, etc. If not required, press the [Enter] key to
leave this field blank and advance to the City/St/Zip field.
The cursor will be positioned in City/St/Zip field.
j. Type in the city, state and zipcode for this client.
The cursor will be positioned in Rate field.
NOTE: If a rate is displayed in this field and you wish to change it, press
the [F2] key to first clear the existing rate, then press the [Enter]
key to display the Hourly Rate pick box.
k. Press the [Enter] key to display the Hourly Rate pick box. Select a rate
you would normally charge this client. It is useful to select a default
rate at this time so you do not have to continually select the same rate
each time you create a slip.
The cursor will be positioned in the Interest field.
l. If you add late interest charges when a bill is not paid on time, enter
the amount here in percentage form. Notice you can have seperate interest
values for each client. Everytime you post slips at the end of the month,
this interest value will be added to the remaining balance.
Repeat steps [a - l] if you wish to add more clients at this time, else
press the [Esc] key to return to the Main Menu.
FIND AND UPDATE CLIENT BILLING INFORMATION:
a. Position the light bar over the [Find] option of the Client Menu and
press [Enter].
The alphabetized pick box of all Client codes and associated names will be
displayed. Place the light bar over the client code and press the [Enter]
key.
NOTE: You can jump to or near any client in the pick box by pressing the
LEGAL TIME & BILLING Page:11
first letter or number of the code you want to find. The light bar
will position itself to the first ID beginning with that character in
alphabetical order.
When the client is found, the Edit Menu will appear as shown below:
┌─────────────────────────────────────────────────────────────────────┐
│ EDIT MENU : Update Next Previous Initialize Delete Call Exit │
└─────────────────────────────────────────────────────────────────────┘
c. Position the light bar over the [Update] option and press [Enter].
The cursor will be positioned in the client field allowing you to update or
add any information for this client. Pressing [Enter] allows you to proceed
through the fields and pressing the up arrow key allows you to reverse
upward through the fields.
At anytime, press the [F10] key to save the new information and return to
the Edit Menu. Otherwise pressing the [Esc] key will abort the client data
screen and will not save any corrections or additions for this client.
NOTE: To jump to the last field, press together the [Ctrl] and [End] keys.
To jump to the beginning field, press together the [Ctrl] and [Home]
keys. This is true for all screens in the program.
Two additional function keys are available:
F2 - Clears the field you are currently residing in.
F3 - Toggles client status between "ACTIVE" and "INACTIVE" and between
"CONTINGENCY" and "NON-CONTINGENCY".
NOTE: Toggle the client status to "CONTINGENCY" when you accept these cases.
In this manner, an invoice will not be generated unless specifically
desired. You must still create slips for all Contingency cases for
audit purposes and especially slips of an Expense nature so the client
can be billed for those items not associated with a future settlement.
The "INACTIVE" toggle is used when you wish to keep a client in the
database but not generate statements.
Position the light bar over the [Next] or [Previous] option of the Edit Menu
and press [Enter].
The next or previous client data will appear in chronological Client code
order. Continuing to select [Next] or [Previous] will step thru all of the
clients.
Position the light bar over [Initialize] of the Edit Menu and press [Enter].
The "Initialize" option allows you to add beginning balances for all
clients. This option is normally used only once when Legal Time & Billing is
replacing your previous method of time accounting. After current balances
have been entered, this option normally should not be used again. If
LEGAL TIME & BILLING Page:12
adjustments need to be made use the "Add Slip" option.
a. The cursor is placed on the blank "Current $" field. Type in this
client's current balance and press [Enter].
b. The cursor is placed in the "31 - 60" field. Continue to add any
additional balances due within the delinquency fields noted below:
31 - 60
61 - 90
Over 90
c. The "Credits" field allow you to manually add the total of all previous
credits for this client.
DELETE A CLIENT FROM THE DATABASE
Position the light bar over the [Delete] option of the Edit Menu and press
[Enter].
This option allows you to delete this Client from the database. Select [Yes]
to delete. If this Client has a balance remaining, a warning message will
appear asking if you still want to delete this Client.
TELEPHONE A CLIENT WITH AUTO-DIAL FEATURE (Modem Required)
Position the light bar over the [Call] option of the Edit Menu and press
[Enter].
If you have a Modem installed, you can optionally auto-dial any client. The
telephone number displayed in the client screen will be dialed. Then pick up
the telephone and wait for an answer. Hang up the phone as normal to
disconnect. If you wish to abort the dialing process before picking up the
phone, just press any key.
NOTE: With this version, the auto dialer will not dial long distance numbers.
The area code is ignored.
Position the light bar over the [Exit] option of the Edit Menu and press
[Enter] to return to the Client Menu.
BROWSE THE CLIENT DATABASE
Position the light bar over the [Browse] option of the Client Menu and press
[Enter].
The client database window will appear displaying the first few fields and
contents listed alphabetically by client code. Use the following keys to
move around the database:
Ctrl-Home - Jump to the first field column.
Ctrl-End - Jump to the last field column.
Ctrl-PgUp - Beginning of the file.
Ctrl-PgDn - End of the file.
LEGAL TIME & BILLING Page:13
Ctrl-Right arrow - Move to right one field.
Ctrl-Left arrow - Move left one field.
Right arrow - Move right one character.
Left arrow - Move left one character.
Up arrow - Move up one line.
Down arrow - Move down one line.
Ctrl-W - Clear contents of field.
PgUp - Display next page up.
PgDn - Display next page down.
Esc - Exit browse mode and return to menu.
WARNING: The contents of each field can be cleared or edited so use the
browse mode with care or you can disrupt accounting balances! The browse
feature is used mainly to view the overall contents of the client database.
If you do wish to change an item:
Place the light bar over the field contents you wish to alter and press the
[Enter] key. A flashing cursor will appear in the field. Using the normal
edit keys [Ins], [Del], etc., make the new change and press [Enter] when
complete. To abort the change, press the [Esc] key. The previous contents
will re-appear.
ADD A BILLING SLIP:
a. Position the light bar over the [Slips] option of the Main Menu and press
[Enter] to toggle to the Slip display screen menu.
The Slip Menu will appear as shown below:
┌────────────────────────────────────┐
│ SLIP MENU: Add Find Browse Exit │
└────────────────────────────────────┘
b. Position the light bar over the [Add] option and press [Enter].
An alphabetized list of all Client codes and associated names will be
displayed. Place the light bar over a client code and press the [Enter] key.
NOTE: You can quickly locate a particular Client by pressing the first
letter of the Client Code. The light bar will be positioned on the
first Client alphabetically that begins with that letter.
The Action Code pick box will appear by default.
d. Position the light bar over the Action that represents the transaction
for this slip and press [Enter].
NOTE: You can quickly locate a particular Action by pressing the first
letter of the action description. The light bar will be positioned on
the first action alphabetically that begins with that letter.
If you selected a Service action, the cursor will be positioned in the
Hourly Rate $ field, otherwise it is assumed the Action is either an
LEGAL TIME & BILLING Page:14
Expense, Flat Fee or Credit and the Hourly Rate will be bypassed.
NOTE: If the default hourly rate for this client appears in the Rate field
and is acceptable, just press the [Enter] key to continue and bypass
step e. The Rate field is locate in the far top right corner of the
screen.
If you wish to change this rate, press the [F2] key to first clear the
field and then press [Enter] to display the Hourly Rate pick box.
e. Position the light bar over the hourly rate this attorney charges for
this action and press [Enter].
The cursor will be positioned in the Bill Date field.
f. Press [Enter] to accept the current date as the billing date for this
slip, otherwise type in another date.
The cursor will be positioned in the Hours Spent field.
NOTE: At this time, you can elect to use the Timer to allow the computer to
track the time to charge for this matter during such events as
telephone consultation, office visits or research. Press the [F6] key
to activate the time. Notice the Amount and Hours Spent fields are
automatically updated using the Hourly Rate you selected.
If you wish not to display the Amount field, press the 'S' key. This
key acts as a toggle and will turn the Amount field on and off but the
dollar amount is constantly being updated.
When you wish to stop the timer, press any key other then the 'S' key.
You will now be given the opportunity to accept the time and dollar
value shown or type in a new value.
The dollar value is updated every second while the Hours Spent field
is updated every minute.
NOTE: If you are using the Timer option, bypass step g.
g. Type in the hours spent for this service action and press [Enter].
Use either decimal or time format to enter the time for this matter. If you
spent three (3) hours and thirty (30) minutes for this service, you could
type in 3.5 or 3:30. When entering just minutes, MAKE SURE you preceed the
value with a decimal "." or colon ":" symbol. Doing so will insure the
correct dollar amount is calculated.
Correct Incorrect Result
:02 02 two minutes become two hours
:02 2 two minutes become two hours
:20 :2 twenty minutes become two minutes
NOTE: You must enter an Hours Spent value or press the [Esc] key to abort
LEGAL TIME & BILLING Page:15
this slip and return to the Slip Menu.
The Amount field will show the total amount for this billing slip and the
cursor will be positioned in the Memo field.
h. Type in a memorandum (Invoice Narrative) if required in the space
provided and press [Enter].
NOTE: Custom bills can be generated and printed with the Text Editor.
i. A prompt will then ask if you wish to add another slip for this client.
The default is 'Yes' allowing you to continue adding slips without having
to re-select the same client name. Repeat steps d. through i. or answer
'No' to return to the Slip Menu to select another client or exit to the
Main Menu.
NOTE: If this is a firm, the Attorney Pick Box will appear for each slip
generated so the working attorney can be noted on the billing
statement for this matter.
FIND A BILLING SLIP TO UPDATE:
a. Position the light bar over the [Find] option as of the Slip Menu and
press [Enter].
If the slip file is NOT empty, an alphabetized pick box of all Client codes
and associated names will be displayed. Place the light bar over a client
number to find and press the [Enter] key.
NOTE: You can quickly locate a particular Client by pressing the first
letter of the Client Code. The light bar will be positioned on the
first Client alphabetically that begins with that letter.
If slips are found for this client, the first one found will be displayed
and the Edit Menu will appear.
c. If this is not the slip you wish to update, position the light bar over
the [Next] option and press [Enter].
If other slips for this client exist and have not been previously posted,
the next slip will appear.
d. Continue selecting the [Next] option until the correct slip is found.
e. Position the light bar over the [Update] option of the Edit Menu and
press [Enter].
The cursor will be positioned in the Action Code field. You can change any
portion of the slip. All balances and credits will be adjusted if the action
code is different than the original.
FIND A BILLING SLIP TO DELETE:
a. Position the light bar over the [Find] option as of the Slip Menu and
LEGAL TIME & BILLING Page:16
press [Enter].
b. Press the [Enter] key to display the Client pick box or type in the
Client number for the billing slip you wish to find for deletion, then
press [Enter].
If slips are found for this client, the first one found will be displayed
and the Edit Menu will appear as shown below:
┌────────────────────────────────────────────────────────┐
│ EDIT MENU : Update Next Previous Delete Exit │
└────────────────────────────────────────────────────────┘
c. If this is not the slip you wish to edit or delete, position the light
bar over the [Next] option and press [Enter].
If other slips for this client exist and have not been previously posted,
the next slip will appear.
d. Continue selecting the [Next] option until the correct slip is found.
e. Position the light bar over the [Delete] option of the Edit Menu and
press [Enter].
The following message will appear:
┌───────────────────────────────────────────────────────┐
│ Are You Sure You Want To Delete This Slip (Y/N) ? [N] │
└───────────────────────────────────────────────────────┘
f. Type the letter "Y" if you want to delete this slip otherwise press [Esc]
to abort and return to the Edit Menu.
Position the light bar over the [Exit] option of the Edit Menu and press
[Enter] to return to the Slip Menu.
BROWSE THE SLIP DATABASE:
Position the light bar over the [Browse] option of the Slip Menu and press
[Enter].
The slips database window will appear displaying the first few fields and
contents listed alphabetically by client code. Use the following keys to
move around the database:
Ctrl-Home - Jump to the first field column.
Ctrl-End - Jump to the last field column.
Ctrl-PgUp - Beginning of the file.
Ctrl-PgDn - End of the file.
Ctrl-Right arrow - Move to right one field.
Ctrl-Left arrow - Move left one field.
Right arrow - Move right one character.
Left arrow - Move left one character.
Up arrow - Move up one line.
LEGAL TIME & BILLING Page:17
Down arrow - Move down one line.
Ctrl-W - Clear contents of field.
PgUp - Display next page up.
PgDn - Display next page down.
Esc - Exit browse mode and return to menu.
WARNING: The contents of each field can be cleared or edited so use the
browse mode with care or you can disrupt accounting balances! The browse
feature is used mainly to view the overall contents of a particular client's
slips or the entire database.
If you do wish to change an item:
Place the light bar over the field contents you wish to alter and press the
[Enter] key. A flashing cursor will appear in the field. Using the normal
edit keys [Ins], [Del], etc., make the new change and press [Enter] when
complete. To abort the change, press the [Esc] key. The previous contents
will re-appear.
PRINT OR DISPLAY A REPORT:
a. Position the light bar over the [Reports] option of the Main Menu and
press [Enter].
A Report Selection window will appear in the center of the screen with the
following report options:
┌───────────────────────────────────┐
│ Aging Report │
│ Attorney Time Report │
│ Client Time Report │
│ Master Client List - By Id Master │
│ Client List - By Name │
└───────────────────────────────────┘
b. Position the light bar over the report you require and press [Enter].
The attorney name list will appear if this is a professional group with more
than one attorney.
c. Position the light bar over the attorney who is requesting this report
and press [Enter].
You will now have an option to either print the report or display it on the
screen.
After the selected report has been printed or displayed, the Main Menu will
reappear in the center of the screen.
POST BILLING SLIPS:
a. Position the light bar over the 'Monthly Posting' option of the Main Menu
and press [Enter].
LEGAL TIME & BILLING Page:18
NOTE: The attorney name list will appear IF this is not a single attorney
practice or firm.
b. If the attorney selection list appears, position the light bar over the
attorney whose slips you wish to post and press [Enter].
The following message will appear:
┌──────────────────────────────────────────────────────────────┐
│ Are You Sure You Wish To Post Slips At This Time (Y/N) ? [N] │
└──────────────────────────────────────────────────────────────┘
If you are ready to post all of the monthly billing slips for the designated
attorney or firm, type the letter "Y" and press [Enter].
NOTE: Posting should be done AFTER you have prepared the various financial
reports. In particular, the following reports should be printed BEFORE
posting as the attorney billing slips are archived and then deleted
during this posting operation:
NOTE: Slips created during the month you are posting will NOT be included
until the following month's posting.
If you elect NOT to post at this time, type the letter "N" and press [Enter]
to return to the Main Menu.
Legal Time & Billing will automatically create an archival file of slip
data. The file name will be in the form "30203xxx.DBF". The five numeric
characters represent the current year, month and day.
1993 month day attorney's initials
\ \ \ ///
\ \ \ ///
3 02 03 xxx.DBF
If this is a professional group, the last three characters will contain the
initials of the posting attorney.
NOTE: The program tracks each attorney's posting cycle. POSTING SHOULD BE
PERFORMED ONLY ONCE DURING THE CURRENT MONTH!
If you select the [Post] option and it has been LESS than thirty (30) days
since the last posting for this attorney, a warning message will appear
alerting you of this fact.
(Each time you post, the aging routine will calculate the interest for past
due accounts of any client with an interest amount greater than the default
zero.)
If you have elected to post at this time, be advised that the following
operations will occur:
LEGAL TIME & BILLING Page:19
1. All slips will be reflected on the client's current balance and/or credit
amount.
2. Interest calculations will be computed on all balances over 30 days.
3. All "ACTIVE" clients with outstanding balances will be aged regardless if
new slips are posted.
4. An archive file in the format described above will be created. This
archive file will retain the detail of all slips for the posting attorney
and may be recalled at any time for review or copied to floppy disk for
storage.
After posting is complete, the Main Menu will reappear.
PREPARING BILLING STATEMENTS:
a. From the Main Menu, position the light bar over the 'Billing Statement'
option and press [Enter].
The message 'Print Invoice For Single Client (Y/N)' will appear at the
bottom of the screen. The default is Y)es. If you elect to print all
statements for this attorney, type the letter 'N'.
When generating a single statement, the Client pick box will appear. Select
a Client and press the [Enter] key. The message 'Send To Print, File Or
Display On Screen (P/F/D) now appears at the bottom of the screen. The
default is D)isplay. To preview the statement press the [Enter] key. If you
elect to print this statement, type the letter 'P'.
If you want to capture this statement to a file to print at a later date, or
import to a word processor, type the letter 'F'. A window will appear for
you to enter a file name. The extension .PRN will be appended to this
filename. When importing this file to your word processor, be sure to
include the full filename, such as: FOOBAR.PRN.
INITIALIZE DEFAULT BILLING CODES:
Before using Legal Time & Billing, you must add your firm's attorney Rates,
Action codes and optional State Sales Tax. The following steps must be
performed:
ADD, UPDATE OR DELETE BILLING DEFAULT CODES:
a. From the Main Menu, position the light bar over the [Default] option and
press [Enter].
The Default Menu will appear as shown below:
LEGAL TIME & BILLING Page:20
┌──────────────────────┐
│ Default Menu │
│ ──────────────────── │
│ Hourly Rates │
│ Action Codes │
│ Sales Tax │
│ Attorney Names │
│ Firm Addresses │
│ Bill Print Options │
│ Miscellaneous │
│ Colors │
│ Return to Main Menu │
└──────────────────────┘
b. Position the light bar over the 'Hourly Rate' option and press [Enter].
The Hourly Rate edit window will appear in the center of the screen with
several default (sample) entries. You may elect to delete these and create
your own rates or modify the existing entries.
c. Press the [F5] key to add a new hourly rate.
d. Type in an hourly rate and press [Enter].
e. Repeat steps c through e until you have added all of the various hourly
rates each attorney charge for services.
(To delete an hourly rate position the light bar over the rate you wish to
delete and press the [F6] key.)
NOTE: The Time and Billing system will allow you to add or delete an hourly
rate of "0.00". However deletion is not recommended since on occasion
the designated attorney may desire to create a slip and not bill for
the matter but wishes to keep an audit record for the services
rendered Pro Bono.
g. When completed, press the [Esc] key to return to the Default Menu.
Position the light bar over the 'Action Codes' option of the Main Menu and
press [Enter].
The Action Code edit window will appear in the center of the screen with
several typical (sample) entries.
NOTE: You may elect to delete these and create your own Action Code verbage
or modify the existing entries. You may also change the numbering to
meet your requirements. As an example, all 700 numbers might represent
services, 600 numbers as credits, etc.
Legal Time & Billing can be adaptable to other professions other than
legal by entering codes unique to that business.
b. Press the [F5] key to add a new action Code number.
LEGAL TIME & BILLING Page:21
c. Type in the Code number for this action and press [Enter].
d. Type in a description for this action and press [Enter].
A Type selection list will appear on the screen with the following options:
┌──────────┐
│ Credit │
│ Expense │
│ Service │
│ Flat Fee │
└──────────┘
e. Position the light bar over the accounting Type for this Action and press
[Enter].
f. Repeat steps b - f until you have added all of the Action codes for your
firm or practice .
(To delete an Action Code, position the light bar over the Code you wish to
delete and press the [F6] key.)
g. When completed, press the [Esc] key to return to the Default Menu.
ADD DEFAULT SALES TAX: (optional)
a. Position the light bar over the 'Sales Tax' option of the Default Menu
and press [Enter].
If applicable to your State, enter the State Sales Tax that must be added to
your client statements for SERVICES rendered. An example would be to enter
"6.00" to represent 6% otherwise leave blank and press [Enter] to return to
the Default Menu.
ADD ATTORNEY NAMES:
a. Position the light bar over the 'Attorney Names' option of the Default
Menu and press [Enter].
The Attorney edit window will be displayed in the middle of your screen.
The cursor will be positioned in the ATTORNEY NAME field.
b. Type the attorney name in the format "John Q. Public" and press [Enter].
The cursor will now be positioned in the INIT field.
c. Type the attorney's initials and press [Enter].
NOTE: The attorney initials are also used to identify Archive slip files. It
is important that no two attorneys share the same letters.
The cursor will now be positioned in the TITLE field.
LEGAL TIME & BILLING Page:22
d. Type a business title for this name that you would like printed on the
client statement when your pre-printed letterheads are not used. The
title could be, "Attorney At Law", "CPA", "Agent", etc. This is an
optional field and may be left blank. This field allows Legal Time &
Billing to be adaptable to any business other than the law profession.
The first attorney's information will now be saved.
e. To add more attorneys press [F5] key and repeat steps b - e.
f. When you have completed adding all of the attorneys in your firm or
professional group, press the [Esc] key to save entries and return to the
Default Menu.
ADD FIRM NAME AND ADDRESSES:
a. Position the light bar over the 'Firm Addresses' option of the Default
Menu and press [Enter].
NOTE: If you have previously added more than one attorney name and this is a
single practice, an attorney selection list will appear in the middle
of the screen. If the list does not appear, bypass step c.
b. If the attorney selection list appears, position the light bar over the
first attorney name and press [Enter].
A Firm Information window will appear in the middle of the screen.
c. Enter the appropriate practice or firm name as it will appear on
correspondence with full mailing address and telephone number for the
selected attorney.
NOTE: If this is a firm, no attorney name will appear and you will enter the
firm's mailing information.
If this is a single practice, you have the ability to keep separate
addresses for each attorney in the group.
NOTE: Press [F10] at anytime to save and exit the Firm Information screen.
Pressing the [Esc] key will also exit but not save any changes.
f. Continue adding addresses for the remaining attorneys by pressing [Enter]
and repeating steps b - f.
BILLING STATEMENT PRINT OPTIONS:
a. Position the light bar over the 'Bill Print Options' option of the
Default Menu and press [Enter].
An option window will appear in the middle of the screen.
c. Enter the appropriate response with the letter option shown.
NOTE: Press [Esc] at anytime to exit this option screen.
LEGAL TIME & BILLING Page:23
MISCELLANY:
a. Position the light bar over the 'Miscellaneous' option of the Default
Menu and press [Enter].
An option window will appear in the middle of the screen.
c. Enter the appropriate response for each item.
NOTE: Press [Esc] at anytime to exit this option screen.
Position the light bar over the [Exit] option of the Default Menu and press
[Enter] to return to the Main Menu.
COLORS:
NOTE: If you have a monochrome or composite monitor installed, you will be
able to select monochrome shades but be careful you do not select a
shade that disables reverse video items such as menu lite bars and
data entry fields. If this occurs, simply return to this default
screen and re-select.
a. Position the light bar over the [Colors] option of the Default Menu and
press [Enter]. You will be presented a screen with several color
combinations. Use the edit arrow keys to place the box over a color then
press the letter of a screen item:
D)isplay Messages
P)ick Boxes
M)enus
E)dit Screens
B)ackground
Subsequent screens will be in the color combinations you select.
DATABASE RECORD MAINTENANCE:
Legal Time & Billing provides various record maintenance options to insure
the size and integrity of your data. These include:
1 - Re-index all data files in the event of a power failure.
2 - Packing all data files to remove records marked for deletion.
3 - Backup your data to floppy disks.
4 - Restore data from floppy disks.
Position the light bar over the 'Utilities' option of the Main Menu and
press [Enter] to display the Utility Menu.
LEGAL TIME & BILLING Page:24
┌──────────────────────┐
│ Utility Menu │
│ ──────────────────── │
│ Index │
│ Pack │
│ Backup │
│ Restore │
│ Stats │
│ Return to Main Menu │
└──────────────────────┘
Position the light bar over the 'Index' option and press [Enter].
All the database files of Legal Time & Billing will be re-indexed. This
option is selected whenever any of these indexes become corrupted due to a
power failure or any other system failure that could cause a failure for the
program to properly find a selected record.
Position the light bar over the 'Pack' option and press [Enter].
This option will pack (remove) all records from the database you have
previously selected for deletion.
Position the light bar over the 'Backup' option and press [Enter].
This option allows you to backup all of the Legal Time & Billing database
files to a floppy disk. It is recommended you perform this task on a regular
basis.
The 'Restore' option allows you to restore your backup disks in the event it
becomes necessary.
Position the light bar over the 'Stats' option and press [Enter]. A screen
will appear showing all of the Legal Time & Billing data files with total
number of records in each plus remaining disk space. Press the [Esc] key to
return to the Utility Menu.
Position the light bar over the 'Return To Main Menu' option as shown above
and press [Enter] to return to the Time & Billing Main Menu.
ORDER FORM:
a. Position the light bar over the 'Order' option of the Main Menu and press
[Enter].
If this is the unregistered version of Legal Time & Billing, an order form
is displayed for your convenience. To obtain a printed copy, make sure your
printer is on-line and press the [Shift] [PrtSc] keys simultaneously.
NOTE: On later keyboards only the [PrtSc] key need be pressed.
USING THE TEXT EDITOR:
LEGAL TIME & BILLING Page:25
a. Position the light bar over the 'Text Editor' option of the Main Menu and
press [Enter].
A text editor screen will appear allowing you the basic features of word
processing to create, store, print and edit text such as letters, documents,
custom billing statements and memos.
Two options are displayed at the bottom of the screen:
F1 - Help
Esc - Quit
When the [F1] key is pressed, all of the edit commands will be displayed.
Pressing the [Esc] key exits you back to the Main Menu. The text editor was
added not to replace your standard word processor but to allow you to create
documents on the fly for those times when you need a quick and easy method
to write without having to leave this program.
SELECT OR DELETE ARCHIVE SLIP FILES:
Position the light bar over the 'Archive' option of the Main Menu and press
[Enter].
The Archive Menu will appear in the center of the screen.
┌──────────────────────────────────┐
│ Slips Archive Menu │
│ ──────────────────────────────── │
│ Activate an archived slip file │
│ Recall the current slip file │
│ Delete an archived slip file │
│ Return to Main Menu │
└──────────────────────────────────┘
ACTIVATE AN ARCHIVED SLIP FILE:
If the attorney pick box appears, position the light bar over the attorney
you wish to recall slips and press [Enter].
If archive files exist, a pick box will appear showing the dates when each
file was created.
a. Select the date of the archive file you wish to access and press the
[Enter] key.
After a few moments, the current slip database will be temporarly replaced
with the archive file. You can now return to any of the menus and have
complete access to this archive file's contents for viewing, reports,
re-billing, etc.
NOTE: You cannot edit or delete an archived slip.
RECALL THE CURRENT SLIP FILE:
LEGAL TIME & BILLING Page:26
When you are finished with the archive file, return to this Archive Menu and
select Recall. Recall will close the open archive file and make the current
slip file active again.
NOTE: IF you leave the program and return, the current slip database will be
active and the archive file will be de-activated automatically.
Archive slip files are automatically created everytime you Post the current
slip file. This insures you wil never lose the detail contents of each slip
normally destroyed with other accounting programs during Posting. The number
and size of archive files are limited only by the capacity of your disk
drive. It is recommended you copy archive files to a floppy disk for storage
and delete them from the hard disk to conserve space. You can always copy a
file back for activation if needed.
Position the light bar over the 'Return to Main Menu' option and press
[Enter] when you are ready to return.
EXIT TO DOS:
a. Position the light bar over the 'Quit to DOS' option and press [Enter] to
exit the program.
Legal Time & Billing Bug Report Form
Name: ______________________________________________________
Firm: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
______________________________________________________
Office Phone: (____) _____________ FAX Phone: (____) ____________
System Memory ____ Version of DOS ____ Version of Time & Billing ____
Bug Repeatability: Always ___ Sometimes ___ Rarely ___
Bug Type: Locks up machine ___ Doesn't perform as Documented ___
Bug Description
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
How can the bug be duplicated _______________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
Time & Billing Suggestion / Comments Form
Name: ______________________________________________________
Firm: ______________________________________________________
Address: ______________________________________________________
______________________________________________________
______________________________________________________
Office Phone: (____) _____________ FAX Phone: (____) ____________
Suggestions / Comments: ____________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Your comments and suggestions are appreciated. If you don't let us
know how we can make TIME & BILLING better, it may never get done.
Legal Time & Billing Program
Copyright 1992: FrostByte Company
3398 Sir Henry Street
East Point, Georgia 30344
404/761-5029 Compuserve 70270,213
To Order the Legal Time & Billing Program send $49.95 (Check or Money
Order).
Disk Size:_______
Name:___________________________________________________________
Address:________________________________________________________
Address2:_______________________________________________________
City:___________________________________________________________
Telephone:______________________________________________________
State/Province:_________________________________________________
Zip/Postal Code:________________________________________________
Thank You!