What are indexes, and how can they help your firm? The indexes in PracticeMaster control the order in which records are displayed on the List tab of each file. There are two types of indexes: temporary and permanent.
Although both indexes are shown in the Sort By group of the Quick Clicks pane, temporary indexes are indicated by an asterisk (*).
Why use permanent indexes?
Adding a permanent index
If users are frequently using temporary indexes, create permanent indexes to help save time when sorting columns. For more in-depth information on indexes, visit Knowledge Base Article R11487, “Working with Indexes, Filters, and QuickViews.”
As of October 31, 2019, Software Technology, LLC will no longer provide support for Version 17 of Tabs3 Billing Software.
If you are using an older version of the software, now is the perfect time to get up to date with the latest version of Tabs3. You will be surprised at the number of features you’ve been missing! Click here to see What’s New in each version.
It’s important to the Tabs3 Team that you have the best possible experience with the software. To help make that possible, we are having our first ever Update Sale. When you purchase an update, you will receive a 40% discount on the cost of the update. This sale will only last through September, so don’t let the opportunity pass you by – reach out to your consultant or the Tabs3 Sales Team for details!
As an added benefit, when you purchase an update, you will receive twelve months of maintenance. Being on an active maintenance plan entitles you to unlimited technical support, software updates, and new versions.
If you don’t already use the Tabs3 Financial software, you may not realize the power of fully integrated software.
Trust Accounting – Track and reconcile deposits and payments for an unlimited number of client trust accounts. See warnings when an account goes below a minimum balance and prevent negative balances. Payments to your firm from a client’s trust account can automatically create payments in Tabs3 Billing. Trust balances also appear on work-in-process reports and on client statements in Tabs3 Billing. Print checks from your clients’ trust accounts. Use the Three-Way Reconciliation Report to ensure the accuracy of your trust balances.
General Ledger – Create Balance Sheet, Income Statement, Trial Balance, Statements of Cash Flow, and Journal reports for you and your accountant. General Ledger software comes with a chart of accounts for law firms that you can use or modify to fit your current account structure. Reconcile bank statements, print financial statements, and ensure your accounts stay balanced. Track all Advanced Client Costs across Tabs3 Billing, Accounts Payable, and General Ledger.
Accounts Payable – Stay on top of your cash flow by tracking cash requirements, invoice aging, and vendor accounts. Track invoices and keep a list of all vendors in one place. Print a batch of checks or use the Quick Print feature to print a single check. Easily see when cost advances billed in Tabs3 have been paid. See all of your checks in one easy-to-use check register. Save time and avoid having to re-enter payables on a regular basis by using recurring transactions.
To learn more about what you may be missing out on, take a look at Knowledge Base Article R11715, “Tabs3 Financial Software Resources (APS, TAS, GLS).” This article provides a list of resources pertaining to the Tabs3 Financials software, including integration, reconciliation, frequently asked questions, year-end overviews, checks, trust account regulations, troubleshooting, guides, report packs, and more.
Our Knowledge Base can be accessed at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
We are looking for firms to provide early feedback on Tabs3 version 2020. The following features will be available in Tabs3 Version 2020 later this year:
If you are using Version 19 and are on maintenance, you can jump on board early with these new features. To sign up, visit Tabs3.com/prerelease. If you have any questions, please email firstname.lastname@example.org.
Statement comments provide the ability to add internal notes to fee, cost, client funds, and payment transactions that will be shown on draft statements, but not on final statements. Additionally, statement comments are included on the Fee and Cost Verification Lists, Detail Work-in-Process Report, and optionally on the Transaction File List and Task Code Billing Report (new for Version 220.127.116.110).
Statement comments entered for individual fee, cost, payment, or client funds transactions are shown in red. When printing reports or draft statements, statement comments will print with a strike-through character (e.g., “Send statement by the 2nd”).
To create a Statement Comment
Note: Alternatively, you can enter all desired text, highlight the portion you want to have shown as a statement comment, and then select Statement Comment from the right-click menu.
If you haven’t reviewed your HotBackup schedule, notification preferences, and storage settings in a while, now is a great time to do it! These settings can all be accessed in System Configuration via the Platinum | Platinum Server Configuration menu options, and are summarized below. Although the built-in data recovery that Platinum’s Transaction Processing provides in the event of interruption minimizes data loss, HotBackup helps minimize the amount of data you will have to reenter in the event a restore becomes necessary.
Do you have regular HotBackups scheduled throughout the day? When scheduling HotBackups, keep in mind that users do not have to exit the software.
A schedule can be added or edited via the HotBackup Schedule tab in the Platinum Server Configuration window.
How will you know if something happens and a HotBackup fails? Setting up a notification when a HotBackup fails helps give you peace of mind. You can set up the notification to send to one or more addresses. This helps ensure that all parties who need to know are notified. Notifications are not limited to just failures; you can also set up notifications to be sent for successful HotBackups, if desired.
Once you have this in place, it’s a good idea to regularly verify the current recipients. If you’ve switched IT companies, and/or someone is no longer employed, you may be sending failure messages to an email address that is no longer checked.
Note: Outgoing Email Configuration settings (Settings | Outgoing Email Configuration) must be set up before HotBackup notifications can be added.
Notifications can be added, edited, or deleted via the HotBackup Notification tab.
Where are your HotBackups stored, and how many do you keep? We recommend storing your HotBackups outside of the Tabs3 directory. When first setting up your HotBackup preferences, we provide a default storage threshold of four recent and two archive HotBackups. This means that a total of six HotBackups are stored at any given time. However, when deciding how many to keep, remember that you can store up to 198 HotBackups, provided enough space is available.
Storage settings can be updated via the HotBackup Folder tab.
Don’t let your HotBackup preferences become dated! Review these settings regularly to make sure you have everything in place should a restore become necessary.
For more information about the HotBackup feature, see Knowledge Base Article R11193, “HotBackup Overview.” For more information about other Platinum features, see Knowledge Base Article R11379, “Platinum Overview.” If you have any questions regarding Platinum features, contact your local consultant, or contact Technical Support at (402) 419-2210.
Synchronization of records from Outlook to PracticeMaster depends on how Outlook integration is configured. If Outlook integration has been configured for automatic synchronization from Outlook to PracticeMaster, records that you add or modify in Outlook will synchronize to PracticeMaster immediately upon being saved.
If that’s not the behavior you are seeing, the first consideration is how the integration is configured. You can access the Outlook configuration settings by clicking the Maintenance menu in PracticeMaster, then pointing to Integration and selecting Outlook Synchronization.
On the Calendar tab, verify the following settings to ensure that automatic synchronization is properly configured:
If you’ve confirmed that the integration is properly configured for automatic synchronization, then verify that the status bar at the bottom of the PracticeMaster window is not displaying an “Outlook Synchronization Suspended” message. This message indicates that synchronization has been halted and user intervention is required. To resolve the suspended synchronization, click the message in the PracticeMaster status bar. You will then be prompted to perform the required action.
Most commonly, “Outlook Synchronization Suspended” messages are the result of the confirmation threshold being set too low on the Synchronization Options tab of the Outlook Synchronization window. This setting is designed to alert you when an unusually large number of records are being synchronized, and may need to be modified depending on how many records are normally added for you by other users.
If you have verified all of the above settings and the calendar items are still not synchronizing to PracticeMaster, contact Technical Support at (402) 419-2210.
If you haven’t tried out Platinum yet because you haven’t had time to read up on the features, then this video’s for you!
The Platinum Overview video goes over the core features that make Platinum great, including the following:
Watch this three-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos while in the software by selecting Help | Training Videos.
Did you know that the language used on statements can be customized? The Terminology tab of the Statement Customization program provides 77 terms that can be changed – including the Amount column, which is new for Version 19.
To change the terminology used on statements
In addition to changing the terminology, in many fields you can also specify to bold, italicize, or underline text. Furthermore, you can add special codes in some fields to add additional text to the statement. For example, you can enter the “+” character in the first position of Line 2, to display the Attn line before the client’s name.
To see a complete list of terminology line items, and the special codes that can be used, press F1 while in the software and enter “terminology” on the Index tab. Click a line item to see what special options are available.
There are several reports that display statement numbers on them, including the Client Ledger Report (Reports | Management | Client Ledger Report) and Accounts Receivable by Invoice (Reports | Accounts Receivable | A/R by Invoice Report) reports. However, these reports do not include a total count of statements.
An easy way to get an automatic count of statements is via Reprint Multiple Updated Statements (Statements | Reprint Updated Statement | Reprint Multiple Updated Statements). Before being prompted to preview or print the statements, a window is displayed that includes the number of clients and statements included in the reprint.
The Stmts Selected number from this window can be provided to your client, or you can reprint statements and provide them with the page that includes Statement Run Totals. When including Statement Run Totals, the total number of statements, hours, fees, expenses, and finance charge are included.
To include a Statement Run Totals page when reprinting statements
When previewed or printed, the Statement Run Totals page is the last page and can be printed separately.
By using a Status of Save in the Fee Entry window, you can create the fee record once and it will be included on all future statements until the transaction is deleted or the Status is changed to Print, which allows it to be included on one last statement.
To set a Fee Status to Save
Now, when you final bill and update this client’s statement, the same transaction will always be included. Each time this transaction is included on a final statement and then updated, the date of the transaction will increment by one month (e.g., if the original transaction has a date of 6/2/19, the following statement will show a transaction date of 7/2/19, and so on).
Note: The Status field is only displayed in the Detail view of the Fee Entry window. If you do not see the Status field below the Description field, clear the Hide Fields check box and/or press Alt+I.
The information that displays on the Daily Calendar is controlled by the Calendar Properties. Incomplete Tasks and Reminders can optionally be displayed in the All-Day Activities Area of the Daily Calendar.
To change your Calendar Properties settings
These items will be now be displayed in the All-Day Activities Area at the top of the Daily Calendar, and on the Weekly and Monthly Calendar.
You can change the number of decimal places in Client IDs via Change Key Type. This function is exclusive and requires all users to be out of the software before it can be performed.
To add decimal places to the key type
For more information on changing the Key Type, refer to Knowledge Base Article R11049, “Changing the Key Type or Decimal Places.”
A Liability Account Type cannot be changed to an Income Account Type because these types of accounts are not shown on the same Balance Sheet or Income Statement. However, in some cases the Account Type can be changed. Whether or not the Account Type can be changed is dependent upon certain criteria. The Account Type can be changed if all of the following are true:
The Bank Account Manager (File | Open | Bank Account Manager) shows a list of bank accounts. You can see the GLS Account # and Description, Bank Account #, Bank Name, Last Import, Last Reconciliation, and Balance all in one window.
Alternatively, the Bank Account Balance Report is designed to show you this information, in a printable format. To run the Bank Account Balance Report, simply go to Reports | Bank Account Balance and preview or print the report. There are no options to select. This report provides a list of bank accounts and includes the Account #, Description and Balance for each account, as well as a total of all bank accounts.
You can select to include Vendor Name, Vendor Number, or Vendor Number and Name in the cost’s Description via Accounts Payable Customization.
To specify what is included in the Billing Description
Note: Changing this option will not affect invoices that have already been saved.
Note: For invoices assigned to a miscellaneous vendor, the vendor’s secondary name will be used in the description for the cost transaction (i.e., the Vendor Name that was entered when the invoice was added).
In Accounts Payable, there is the Cash Requirements Report. This report will display all of your outstanding invoices sorted by Due Date. The GLS bank account balance can optionally be included on this report to show a running bank account balance, allowing you to see how the balance will be affected by the payables on the report.
To specify a running bank account balance be included on the Cash Requirements Report
To run a Cash Requirements Report
The Renumber Trust Account utility can be used to change the bank account associated with a trust account.
To change the bank account associated with a trust account
Note: The bank number must already exist in the TAS prior to renumbering. Additionally, you cannot renumber a Trust Account with combined transactions to use a different bank account. For more information on this function, review the TAS Help Topic, “Renumber Trust Account.”
When “Secure Client” is shown on the Reconciliation, the transaction’s Trust Account is set as a Secure Client in Tabs3 and you do not have permission to view this client. Clients marked as Secure in Tabs3 will also be secure in PracticeMaster and Trust Accounting Software.
In addition, if the user who finalizes the reconciliation does not have rights to that Secure Client, then “Secure Client” will also be shown in the Name/Description column for the Reconciliation Report, even if the person viewing the saved report has access to that client.
If you need to see this information, someone with Manager access rights must add you to the secure clients’ list of allowed users. Users with Manager access rights can specify which users have access to secure clients. Information on designating secure clients and granting access to users can be found by pressing F1 while in the software and entering “Secure Clients” on the Index tab.