Spotlight: Changing Key Types

July 2017    Tags: Clients, PracticeMaster, Tabs3 Billing

When setting up the software for the first time, the Key Type defaults to Numeric with 2 Decimal Places. However, some firms prefer to include letters in the Client ID or require additional decimal places. Both the Key Type and Decimal Places can be changed after the initial setup is complete, but there are a few things to keep in mind when considering making a change.

Key Types

• Numeric Key Type is the most commonly used and consists of only numerals. With a Numeric Key Type, you can automatically assign new Client IDs and matters.
• Mixed Key Type consists of alphanumeric characters to the left of the decimal and numeric characters after the decimal. With a Mixed Key Type, you cannot automatically assign new Client IDs, but you can automatically assign new matter numbers.
• Alpha Key Type consists of alphanumeric characters both to the left and the right of the decimal. With an Alpha Key Type, you cannot automatically assign new Client IDs or matters.

Note: Keep in mind that Mixed and Alpha Key Types do not integrate with select legacy cost recovery software programs. Contact Support at (402) 419-2210 for more information regarding legacy cost recovery software.

Changing the Key Type

Prior to changing the Key Type, take into consideration that all existing Client IDs must match the format of the new Key Type. For example, if you are currently set to the Alpha Key Type and you have alpha characters in your Client IDs, then all applicable Client IDs must be renumbered (Maintenance | Renumber | Client) to remove any alpha characters before changing the Key Type to Numeric.

To change the Key Type

1. From the Maintenance menu, point to Renumber and select Change Key Type.
2. In the Key Type section, select the desired New Type.
3. Click OK.

Decimal Places

A Client ID consists of 11 characters and the decimal place for a total of 12 places. Typically, the portion to the left of the decimal is used to represent the Client, whereas the portion to the right is used to represent the matter. The most common reason to change the number of decimal places is when one or more clients have more matters than decimal places. For example, if you are set up to use 2 decimal places, then your clients will cap out at 99 matters. Although 99 matters may seem like a lot, for certain client types, such as insurance clients, you may reach that number quicker than you think. In our example, when you reach 99 matters, you have two options: start a new client or increase the Decimal Places.

Changing Decimal Places

You can either increase or decrease the Decimal Places. When increasing Decimal Places, you have the option to insert zeros at the Beginning or End of the decimal digits. For example, when selecting Beginning, client 152.82 would become 152.082. When selecting End, client 152.82 would become 152.820.

To change the number of decimals used

1. From the Maintenance menu, point to Renumber and select Change Key Type.
2. In the Decimal Places, enter the desired New Decimal.
3. In the Insert Zeros section, select Beginning or End.
4. Click OK.

For more information on changing the Key Type, including a list of things to consider prior to making a change, see Knowledge Base Article R11049, “Changing the Key Type or Decimal Places.”