We recommend updating statements on a regular basis, but why is that? What does the Update Statements program actually do?
Why Statements Should Be Updated
When the Update Statements program is run, numerous files are updated in the software. Furthermore, some processes cannot take place until statements are updated.
The following is a list of what occurs when statements are updated:
- Fee, cost, payment, and client funds transactions included on a final statement will be updated and archived.
- Accounts receivable is updated.
- Billed productivity figures are updated.
- E-mail Statements can be sent via the E-mail Statements window.
- Unallocated payments are allocated if billed amounts are due. If integrating with General Ledger Software (GLS), GLS journal entries are posted to reflect the new allocations.
- Archived payment records are created for any Client Funds Payment to Firm transactions that do not have a Fund Application of WIP Payment.
- Archived payment records are created for any Pending Auto Trust Payments that were included on the final statements.
Backing Up Before Updating Statements
Because Update Statements affects so many files, we highly recommend backing up your data files (File | Back Up Data Files) prior to updating statements. If the statement update process is interrupted (e.g., network drop, power loss, etc.), you must restore your data before continuing to work. This is because your data may be mismatched, meaning some files may have been updated for a client’s statement, but the interruption may have occurred before all files were updated. For more information on the effects of an Update Statements interruption, see Knowledge Base Article R10064, “Update Statements Program was Interrupted.”
Platinum Note: Platinum users have a huge benefit because backing up before updating statements is not necessary. This is because Platinum software provides Transaction Processing, which allows firms to automatically recover data in many potential data loss situations, including when Update Statements is interrupted. For more information on Platinum’s Transaction Processing feature, see Knowledge Base Article R11179, “Transaction Processing: Auto-Recovery of Interrupted Database Transactions.”
Updating Statements
To update a statement, you must first run a final statement, which is different than a draft statement (and is specified on the Options tab of the Generate Statements program). Once a final statement has been generated, complete the following steps to update the statement:
- From the Statements menu, select Update Statements.
- Click Yes to create a backup.
- Optionally select a Client ID and/or Timekeeper range.
- Click OK.
After Statements Have Been Updated
Need to get another copy of an older statement? You can always reprint updated statements using the Reprint Single Updated Statement program (Statements | Reprint Updated Statement | Reprint Single Updated Statement) or Reprint Multiple Updated Statements program (Statements | Reprint Updated Statement | Reprint Multiple Updated Statements).
Additionally, you may occasionally need to undo a statement that was updated in order to make changes. This can easily be accomplished via the Undo Single Updated Statement program (Statements | Undo Updated Statement | Undo Single Updated Statement) or Undo Multiple Updated Statements program (Statements | Undo Updated Statement | Undo Multiple Updated Statements).
Updating statements is an important part of the billing process in Tabs3. If you’re not already updating statements on a regular basis, take the time to review your current procedures and consider making a change.
We recently reached out to local firms and encountered instances where hours were being spent on tasks that could have been accomplished in a matter of minutes. Because there are many features in the software that can streamline your tasks, a quick conversation with Tech Support could save you time! For example, did you know that multiple transactions can be edited at the same time in Tabs3 Billing, or that you can save documents to the Document Management file in PracticeMaster from Word? Tech Support is here to help, so reach out to us. Here are some examples of items we regularly assist our clients with:
- Are you new to the software and need guidance? We can help!
- Want to update to the most recent version of the software? We can help!
- Not sure how to do a procedure? We can help!
- Receiving a message you’re not sure of? We can help!
- Want to start using a new feature in the software, such as keeping track of client communications within PracticeMaster? We can help!
We can also show you how to find answers on your own by using the wide variety of written resources available including the Help files, Knowledge Base, and more! Phone support is available Monday through Friday, 8:00 a.m. to 5:00 p.m. (Central Time) at (402) 419-2210. And don’t forget! Tech Support is included with your maintenance plan at no additional cost – so give us a call!
Tabs3 Connect allows you to work away from the office, while your data stays at the office. We know your data contains sensitive information, and we designed Tabs3 Connect with your security in mind. Tabs3 Connect is an internet-based application that accesses the data on your server at your office, and displays it on your device via an easy-to-use interface. Your clients’ data is not stored in the cloud, nor on the device you use to access Tabs3 Connect, nor on Tabs3Connect.com, nor on a third-party server.
Tabs3 Connect provides the following security provisions:
- Your firm’s data is not stored on the mobile device.
- Your firm’s data is not stored on Tabs3Connect.com.
- All internet transmissions are SSL encrypted. This is the same kind of data protection that most credit card companies and banking websites use.
- No third party hosting service or cloud storage is required, where your data might be stored in another country and not be protected by U.S. laws.
- Network vulnerability is not affected because no additional Web server needs to be installed or configured, such as Apache or IIS.
- No firewall configuration changes are required for most firms.
- No apps need to be installed on your mobile devices.
- Access rights assigned to users for Tabs3 and PracticeMaster apply to Tabs3 Connect.
- You control which users can use Tabs3 Connect.
- Users are forced to use a strong password for access to Tabs3 Connect.
- To protect your firm from “brute force” attacks, individual e-mail addresses are locked out of Tabs3 Connect for five minutes after five unsuccessful login attempts.
- All logins, logouts, lockouts, and file downloads are automatically logged.
For more information on Tabs3 Connect, contact your reseller and consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When creating a WorkFlow, I’m not always sure what I should select for Event Type. How do I know what to choose?
When you’re creating a new WorkFlow, the Event Type determines when you want the WorkFlow to run. You can select one or more Event Types depending on when you want the WorkFlow to be triggered.
- When the Record Added check box is selected, the WorkFlow will run when a new record is added to the selected File. For example, let’s say you want a WorkFlow to create a fee record every time a new client is added in order to bill for the initial meeting. You would use an Event Type of Record Added because the WorkFlow is triggered when a new client is added.
- When the Record Changed check box is selected, the WorkFlow will run when an existing record in the selected File is changed. For example, let’s say you want a WorkFlow to run that starts an e-mail to a certain group in PracticeMaster every time you check the Inactive field of an existing client record. You would use an Event Type of Record Changed because the WorkFlow is triggered by a change to a client record.
- When the Record Deleted check box is selected, the WorkFlow will run when an existing record is deleted from the selected File. For example, let’s say that you want a notification sent to you when a record is deleted. You would use an Event Type of Record Deleted because the WorkFlow is triggered by a record deletion.
- When the User Activated check box is selected, the WorkFlow will be included in the WorkFlow group of the Quick Clicks pane for the selected File. This allows you to manually run the WorkFlow for selected records. For example, let’s say you have several costs that show an incorrect rate, and you want to change the rate for just those records. You would use an Event Type of User Activated because the WorkFlow should only run for records that you select manually. Note: WorkFlows that do not have the User Activated check box selected are not shown in the Quick Clicks pane.
Keep in mind that Event Types can work in tandem with a Filter or specified Fields to further narrow down what triggers the WorkFlow.
For more information on WorkFlows, refer to our new PracticeMaster WorkFlows Guide at Tabs3.com/support/docs.html or Knowledge Base Article R11307, “All About WorkFlows.”
Keeping clients secure in a law firm is part of maintaining ethical walls. Some clients may require that only certain users have access to reports and statements for the client. The Working with Secure Clients video walks you through setting up a secure client and explains how to also keep contact information secure by storing it in the client file only.
Watch this 2-minute video here:
Training Videos can be accessed 24 hours a day, 7 days a week, at Tabs3.com/videos. You can also access Training Videos while in the software by selecting Help | Documentation and then clicking the See also link for Tabs3 and PracticeMaster Training Videos.
