Attaching statements to emails one by one is time consuming. Save time by using the Tabs3 Email Statements program to send PDF statements without leaving the software!
With the Email Statements feature, you can automate your billing process by sending batches of statements with just a few clicks! Tabs3 will automatically generate an email message, attach the PDF statement, and send the email. There is no need to manually attach PDFs to emails and your clients will receive their statements faster, which means payments can be received faster.
Emails are streamlined and customizable. Email Templates (Statements | Statement Setup | Email Templates) can be created using a specific From
Name and From Address, as well as CC and BCC Recipients. You can create custom messages that automatically include the client, balance due, a LawPay or ProPay payment link, and other information you want using a range of available fields. Simply enter the desired text and add the fields you want to populate. Once your template is set up, you can assign the template to a client’s Bill To Record, or to a group of clients through Change Client Options.
Clients can be set up to receive their statement via mail, email, or both. The option to password protect a client’s PDF file is also available to ensure that only the intended recipient can view the statement.
Once your client is set up to email statements, run your statements as you normally do. After running a final statement and printing any statements that must be sent through the mail, open the Email Statements window (Statements | Email Statements) to review all statements ready to be sent via email. All emails must be marked as Reviewed before they will be sent.
Need to add information to one client’s email for just this statement run? You can edit the email before sending the statement, without editing the template, by selecting the client in question and clicking the View/Edit Email button. When editing an email, you can also attach other files, such as reports, contracts, and other documents, to the email before it’s sent out.
Once you have reviewed emails and made any additions or changes, click the Send Reviewed button. The program will verify whether statements have been updated, and if they have not, you will be provided the option to update at this time. Once they have been updated, your emails will be sent to clients with the statement attached, followed by a confirmation window displaying how many statements were successfully sent.
Customized emails with attached statements can be sent to your clients quickly, securely, and with no additional cost to the firm. If you are not already set up for emailing statements, try it out and see how emailing statements can streamline your billing!
For more information on setting up and using the Email Statements feature, refer to Knowledge Base Article R11338, “Emailing Tabs3 Statements.”
Occasionally, it is necessary to generate a list of clients’ email addresses. This can be especially handy for mass mailings utilizing third-party communication systems.
Knowledge Base Article R11845, “Exporting Email Addresses from Tabs3 Software,” discusses options for creating a list of clients’ emails using Tabs3 or PracticeMaster. Typically these lists are exported to a Microsoft Excel spreadsheet or comma separated values file (.CSV). From there, you can use these lists to import your contacts into a Mail Merge in Microsoft Word or to a bulk email service such as MailChimp or Constant Contact.
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.
In Version 2020, we added the ability to link an electronic copy of a statement or receipt to an invoice, manual check, or EFT transaction in Accounts Payable Software (APS)!
When attaching a file to an invoice, a copy of the file is saved to the APS Invoice folder in the Current Working Directory. Files can be viewed by clicking the link in the Invoice/Manual Check Entry window, or the attachment icon in the Unpaid Invoices List on the Dashboard.
To attach a file to an invoice
- From the Dashboard, in the Unpaid Invoices section, click the desired invoice.
- Click the Attach File button on the toolbar, or the Add Attachment link below the Description field.
- Select the desired file and click Open.
- Enter any other information for the invoice as needed.
- Press Ctrl+S.
This feature was added in Version 20.1.8.804.
What is the best way to communicate and share records between users in PracticeMaster? Send an eNote! eNote is a blend of the best features of instant messaging and email to provide a remarkably easy-to-use tool that streamlines communication, facilitates workflow between users, and enhances your current case management procedures.
The eNote feature is available in the Platinum version of PracticeMaster, and allows you to communicate instantly. Not only can you send text, but 
you can also link PracticeMaster records to the eNote, providing quick access to the information you need. You can even send and receive eNotes while away from the office with Tabs3 Connect! You can easily reply to, forward, or dismiss eNotes, as well as add them to the Journal, Calendar, and Fee files.
Working on a project and don’t want to be disturbed? Select Do Not Disturb to minimize interruption. When Do Not Disturb is selected, the eNote window will remain minimized so that the user is not interrupted by eNotes. Select Away to let others know you are not at your desk. The sender will receive a message of the receiving user’s status, letting the sender know that the eNote may not be received right away.
You can specify how eNotes are shown upon arrival. Click the 
button to open the eNote Preferences window. Select to open the full eNote window (Pop up for new eNotes) or to show a balloon notification (Balloon for new eNotes). You can also select to Play sound for new eNotes using a sound file on your computer.
When sending an eNote that needs immediate attention, select the Urgent 
check box. Urgent eNotes will appear on top of the recipient’s Windows desktop, regardless of recipient’s selected status.
eNotes can be dismissed or deleted. Dismissed eNotes are removed from the eNote window, but available in the eNote List (File | eNote List). Only users with the Permanently Delete eNotes access right can delete their eNotes, thus leaving a record of correspondence. Click the 
(eNote List) button to open the eNote List, displaying a list of your eNotes. Filters in the eNote group of the Quick Clicks pane let you select whether you want to include all of your eNotes, your unread eNotes, your sent eNotes, or your received eNotes. If you have rights to Access All Users’ eNotes, you can also include all users’ eNotes, deleted eNotes, or a specific user’s eNotes.
For additional information on eNote, see Knowledge Base Article R11246, “PracticeMaster eNote Frequently Asked Questions.” If you have any questions regarding Platinum features, contact your local consultant, or contact Technical Support at (402) 419-2210.
Our office will be closed on Monday, May 25th, in recognition of Memorial Day.
Here are some helpful Support resources that are available 24/7:
If you are new to Accounts Payable, or haven’t added a vendor in a while, it can be helpful to have a refresher on what options and fields are available.
The Adding a Vendor video walks you through adding a vendor that you will pay on a regular basis, shows you how to work with Miscellaneous vendors, and includes helpful tips for choosing the right 1099 options.
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 you can print checks right from the Accounts Payable Software (APS) and Trust Accounting Software (TAS) Dashboards?
We’ve made it easier to quickly print checks when you need them.
- In TAS, click the Print Checks button to open the Print Trust Checks program and print a range of checks.
- In APS, click the Print Check button to open the Print Checks program and print a range of checks. Beginning in APS version 20.1.8.804, click the Print Check link next to any invoice to print only that invoice.
Our attorneys enter their own time entries. However, we noticed that one attorney has been using the wrong bill code on one of his client cases. Is there any way to change all of the transactions at once?
The Change WIP Transaction feature provides the ability to change multiple work-in-process entries at once.
To change the bill code on multiple transactions
- From the Maintenance menu, point to Transaction Related then select Change WIP Transactions.
- On the Client tab, enter the Client ID. (Note: If the Thru field is 0.00, no changes will be made to any transactions.)
- On the Transactions tab:
- Select the Fees check box.
- Enter the Fee Timekeeper.
- Optionally enter a Fee Date range.
- Clear the Expenses, Advances, and Payments check boxes.
- On the Specific Types tab:
- Select the Bill Code check box.
- Enter the Old and New bill codes.
- Click OK.
One of our attorneys wants to compare the total of all payments received for the last two quarters, including any payments that have not been allocated. What report would give them this result?
The Receipt Allocation report could be used to compare any time period.
To run the Receipt Allocation Report
- From the Reports menu, point to Management and select Receipt Allocation Report.
- On the Options tab:
- In the Print section, select the Print Unallocated Payments check box.
- Select the desired Period 1 and Period 2 for comparison.
- Select any other options as needed.
- Click OK.
How can I easily see only the tasks I have that are due today?
This can be accomplished via the Dashboard, by running a Daily Report, or by filtering the Calendar file.
The Dashboard (File | Home Page | Dashboard) is the easiest solution, and automatically includes a My Tasks widget. The My Tasks widget includes all incomplete tasks assigned to you, and is broken down into several date-based sections, including a Due Today section. Each section can be expanded or collapsed, allowing you to quickly see the desired tasks.
Another option is to run a Daily Report. This report is flexible; it can be run for multiple dates or users and provides options to include events, tasks, overdue tasks, tasks with no due date, and more.
To run a Daily Report for today’s tasks
- From the Reports menu, select Daily Report.
- Clear the Include Events check box.
- Select the desired User(s).
- Select or clear other options as needed.
- Click OK.
A filter can also be added to the Calendar file to only show your tasks with a due date of today. Filters can quickly be toggled on or off, providing an easy way to see data based on different criteria.
To set up a filter for tasks
- From the Calendar menu, select Calendar File.
- From the Quick Clicks pane, in the Filter section, click Manage Filters.
- Press Ctrl+N.
- Enter a Filter Name.
- Click the New Row button.
- The Select Field from the Calendar window automatically opens. Select a Name of Type.
- Click the Select button.
- In the Test Condition field, select equal to.
- In the Test Value field, select T.
- Click the New Row button.
- The Select Field from the Calendar window automatically opens. Select a Name of User_ID.
- Click the Select button.
- In the Test Condition field, select equal to.
- In the Test Value field, select your User ID.
- Click the New Advanced Row button.
- Click the Field button, select Due_Date, and then click the Select button.
- Click the Operator button, select = Equal to, and then click the Insert button.
- Click the Function button, select TODAY, and then click the Insert button.
- Click OK.
- Click Save and close the Manage Quick Clicks window.
- You can now select the filter you created from the Filter group in the Quick Clicks pane.
Is there any way to link to websites or documents from a calendar record?
Link text can be added to the Comments field in a Calendar record, or any memo field. Link text added to memo fields is clickable, provided it is in the correct format.
To make a link clickable, it must start with specific text such as “http:” or “https:” for websites, “\\” for UNC network paths, or “File:” to reference by a local file path. In order to include spaces in the file path, place the network path inside “<>“. For example: <\\NetworkName\ComputerName\My file name.pdf> or <File:Q:\Shared Files\Documents\Document Drafts_Folder>.
Alternatively, you can add one or more File or Web Page fields to the Calendar file. These field types allow you to add a clickable link to the record.
To add a File and/or Web Page field to the Calendar file
- From the Maintenance menu, select File Maintenance.
- Expand System Files, select Calendar, and then click OK.
- On the Field tab, click the
(New) icon and enter a Field ID. - Select a field type of File or Web Page.
- Enter a Field Name.
- Select any other options as needed and click Done.
You can now add the new field to the Calendar file via Form Designer. Form Designer can be accessed while on the List tab of any file via Edit | Form Designer.
We recently switched to a new bank for our operating account. Everything is configured correctly, but when I run the Balance Sheet I see both the old and new accounts showing up. How can I stop the old account from being displayed?
There are a couple options for excluding an account on the Balance Sheet – you can mark the account inactive or change the account’s Report Options.
Marking an account inactive is a good solution for accounts that no longer have any activity. Keep in mind that inactive accounts are shown in the Account Lookup when running reports, and if the account has a balance or journal entries in the period for which the report is run, it will still be shown on the report.
To mark an account inactive
- From the File menu, point to Open and select Chart of Accounts.
- Double-click the account you want to change.
- On the Account tab, in the Account Options section, select the Inactive check box.
- Click Save.
Alternatively, if the account still has a balance or activity, and you still do not want it to be shown on the Balance Sheet, you can change the Report Options. Report Options can be set to not show an account on the Balance Sheet (or Income Statement). Keep in mind that regardless of whether this option is changed, report totals will still be affected by this account’s balance, provided the account falls within ranges for other options selected for the report when printed. Additionally, the account may still be included on other reports.
To change an account’s Report Options
- From the File menu, point to Open and select Chart of Accounts.
- Double-click the account you want to change.
- On the Report Options tab, in the Detail Report and Summary Report sections, clear the Display on Balance Sheet (or Display on Income Statement) check box.
- Click Save.
Run the Balance Sheet again to verify that the account no longer appears on the report.
We have several recurring entries that we want to add that are similar. Is there a way to copy an existing one and then make a small change to it?
Recurring entries can easily be copied in order to make a new one.
To copy a recurring entry
- From the File menu, point to Open and select Recurring Entries.
- Select the Recurring # that you want to copy.
- Press Esc. The options on the recurring entries window will become dimmed, but the amounts will remain.
- Press Ctrl+N.
- Make the desired modifications
- Press Ctrl+S.
I need to void an unposted EFT, but I don’t see an option for EFT in the Void/Reprint Unposted checks window. How can I void the EFT?
Unposted EFTs cannot be voided. Instead, the EFT invoice can simply be deleted. If the EFT was posted, you could then void it using the Void Posted Checks/EFTs utility.
To delete an unposted EFT
- From the File menu, point to Open and select Invoice/Manual Checks.
- Select the Vendor.
- In the Invoice/Manual Check Entry List section, double-click the EFT that you want to delete.
- Click the
(Delete) button.
Note: If you need to have a paper trail, consider posting the EFT and then using the Void Posted Checks/EFTs utility.
We recently noticed that some invoices entered in APS had different values than the journal entries that were posted to GLS. Is there a way to prevent this from happening on future invoice postings?
The GLS amounts and APS invoice amounts can be forced to match by changing a setting in APS Customization.
To force GLS amounts and APS invoice amounts to match
- From the APS Utilities menu, select Customization.
- On the General Ledger tab, select the Force GLS amounts and invoice amount to balance check box.
- Press Ctrl+S.
Now anytime that GLS information is created for an invoice, the remaining amount must be zero or the invoice will not be able to be saved.
I want to see a list of all payments to FIRM in the last 3 months. Which report should I run for this?
The Check Register by Payee can be used to print a list of checks written to any payee for any date range.
To print a Check Register by Payee
- From the Checks menu, point to Check Registers and select By Payee.
- On the Transactions tab, enter the desired date range.
- On the Options tab, select a Payee of FIRM.
- Select any additional criteria, and click OK.
I went to print a check for the payee “Mark Jones c/o Edward Jones” and it printed “o Edward Jones Mark Jones c”. Is there any way to ignore the slash so that the name is printed correctly?
The / (forward slash) character is typically used to separate the last name from the first name. However, you can rename the payee to place an additional / at the beginning of the name. TAS will then ignore any subsequent slashes.
To rename the Payee
- From the Maintenance menu, point to Renumber and select Rename Payee.
- Select the Old Payee (e.g., Mark Jones c/o Edward Jones).
- In the New Payee field, enter “/Mark Jones c/o Edward Jones”.
- Optionally select the Modify existing transactions check box if you want the payee name changed for existing check and EFT transactions.
- Click OK.