You can quickly print a check right from the Trust Transactions program!
To print a check from the Trust Transactions program
As long as the Federal ID matches for the trust account and the firm, it is possible to merge the information for the 1099 files so that you only have to print out one 1099 form that will include the information from Trust Accounting (TAS) and Accounts Payable (APS).
Using the “Create APS 1099 Merge File” program in TAS (Reports|1099 Information | Create APS 1099 Merge File) will compile this information into a merge file. Once the merge file is created, APS will be able to combine the amounts from the merge file with the APS information so a single 1099 form can be generated for each common entity using the 1099 Forms program in APS (Reports | 1099 Information | 1099 Forms).
Alternatively, you can use the Tabs3 1099 E-file program to submit and electronically file, or print and mail, 1099 forms for both TAS and APS. For more information on Tabs3 E-file, see Knowledge Base Article R11788, “All About Tabs3 E-file.”
This can be accomplished by changing the Last Check Number Used field in the Bank Account file for the new bank account.
To change the Last Check Number Used
When entering a Check or EFT transaction, this message can be received if you enter a payee name that does not match the exact spelling in the Payee file. You can optionally click the drop-down arrow to the right of the Payee Name field and scroll down to determine if the Payee already exists using a different spelling. If so, the spelling can be corrected via the Rename Payee utility (Maintenance | Renumber | Rename Payee).
If the Payee does not exist, you can select the Add Payee check box to the right of the Payee Name field in Trust Transactions. When this check box is selected, the payee will be added to the Payee file upon saving the transaction. This allows you to add payees on the fly.
Note: If the payee requires an IRS Form 1099-MISC, the Federal ID and the 1099 Box information will need to be added using the Payee program (File | Open | Miscellaneous | Payee tab).
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.
Checks can be printed in either Entry Order or Trust Account Order. Entry Order will print checks in the order that they are entered into the software. Trust Account Order will print checks in Trust ID order, and if multiple check transactions exist for the same account, they are sorted by transaction date and then reference number.
To change the check printing order to Trust Account Order
A password can be specified in order to help protect reconciliation report PDFs, and is set up at the bank account level. Passwords are case sensitive and can be up to 20 characters long. Spaces and special characters are allowed.
To specify a password for a bank account’s reconciliation report PDFs
Note: The same password will be used for all reconciliation reports for this bank account created by the Reconciliation program. Changing or removing the password will not affect any existing PDF reconciliation report files.
Payees can be renamed using the Rename Payee utility. When renaming a payee, you can optionally modify all of the existing transactions in the software as well.
To rename a payee
Note: If the Payee will be included on a 1099 in the future, you must select the Modify existing transactions check box. If this check box is not selected, previously entered transactions will not be included in the payee’s 1099 information.
The software can be configured to print a duplicate stub for checks when using laser check forms. The duplicate stub will print on the bottom third of the Trust Check form.
To print a duplicate check stub
Note: Do not select this option if you print checks on a dot matrix printer.
A check test pattern can be printed that is comprised of “Xs” where the check information would be printed. A check test pattern can be printed on a check or on blank paper, and allows you to see where everything will print on a real check.
To print a check test pattern
If you find that the text does not line up, adjustments can be made to margins and the printer offset adjustment via Print Setup (File | Print Setup | Page Setup button).
Note: If Check Numbers Preprinted on Check is selected in Print Setup (File | Print Setup | Check Setup button), the check number used for the test pattern will automatically be voided. The voided check number will be printed on the test pattern.
Note: This process is also available in Accounts Payable Software (APS).
In non-Platinum software, the Back Up Data Files program (File | Back Up Data Files) creates and stores up to three temporary backups in the “backup” subfolder of the Current Working Directory (e.g., C:\Tabs3\backup). These backups each include data from System Configuration, Tabs3 Billing, PracticeMaster, General Ledger Software, Accounts Payable Software, and Trust Accounting Software if installed.
Alternatively, in the Platinum software, the HotBackup program (File | HotBackup) creates and stores a user-defined number of temporary backups to a user-defined location. HotBackup also backs up data for all of the software.
It is important to note that the built-in backup programs in the Tabs3 and PracticeMaster software only back up data files. They do not back up program executables, nor do they back up every file in the Tabs3 Current Working Directory. In order to back up all files, you must use a third-party backup system and back up the entire Tabs3 Current Working Directory.
For more information on backing up your Tabs3 and PracticeMaster data, see Knowledge Base Article R11524, “Backup/Restore Information Resources.”
In Version 19 you can designate a bank account as “Inactive.” When a bank account is inactive, users are prevented from entering deposit, credit card, and negative EFT transactions for trust accounts that use the inactive bank account.
To set a bank account as inactive
Note: Positive EFT and check transactions can still be entered for inactive bank accounts so that existing funds can continue to be routed as necessary.
The Check Register by Check Number Report can be run to include checks, EFTs, and/or deposits for the desired date range.
To run the Check Register by Check Number Report
You will now have a report showing only deposits for the date range selected.
The Client Trust Ledger report shows all activity including paid and unpaid checks, deposits, EFTs, and voided checks.
To print a Client Trust Ledger
The Combine Trust Transactions program is used to combine one or more unpaid check, EFT, or deposit transactions into a single combined transaction that can be cleared on the reconciliation.
To Combine Trust Transactions
Now all of the entries you included on the combined transaction will show as a single item on your reconciliation.
There are a couple of reasons these reports might not match if you are running the Three-Way Reconciliation Report after the reconciliation has been finalized. The Reconciliation Report is stored as a PDF when the reconciliation is finalized, therefore any changes to TAS do not update the Adjusted Bank Balance on the report. This can happen in two scenarios.
The first scenario occurs when a check is voided after the reconciliation has been finalized. This would remove it from the Three-Way Reconciliation; however, the check was outstanding on the saved Reconciliation Report.
The second scenario occurs when deposits or checks were entered after the reconciliation has been finalized. These items would be included on the Three-Way Reconciliation, also making the balance different than the balance shown on the Reconciliation Report.
These reports will equalize the next time you perform a reconciliation, so it may be acceptable to leave it as is and make a note on the report. However, if you want the reports to match, the Reconciliation can be undone (Checks | Undo Reconciliation) and then finalized again so it has the up-to-date information.
Note: It is recommended that the Three-Way Reconciliation Report is printed when finalizing the reconciliation to ensure that these reports match.
Besides having integration turned on in each program, each bank account must have a valid payment transaction code (or set of codes) to determine what type of payment will be sent to Tabs3.
To specify Tabs3 transaction codes for payments in TAS
Any checks you write to FIRM moving forward will now integrate with Tabs3.
You can run a Check Register by Check Number report to print the check information for specific checks. The report will include the check number, date of the check, Trust ID, Trust name, Description, Payee, amount of the check, and if the check has reconciled.
To run the Check Register by Check Number
Even though you have not added the payee to the Payee file, the Check Register by Payee Report will include the payee’s totals.
To run the Check Register by Payee Report for a specific payee
This report will display all checks, voided checks, and EFTs for this Vendor.
We recommend you set up an administrative client in the software. An administrative client allows you to record service charges and other fees without impacting your client’s trust accounts.
To create an administrative bank account
You can now enter trust transactions to record service charges and other fees for reconciliation purposes.
The Undo Reconciliation utility can be used to do just that. Once a reconciliation has been undone, all of the items that were cleared will still be marked as cleared. However, you will then be able to make adjustments as needed and then finalize the reconciliation.
To undo a reconciliation
Note: Reconciliations performed prior to Version 18 cannot be undone.
You can enter a Trust Transaction marked as voided so that the check number will still be accounted for on your Check Register.
To manually mark a Trust Transaction as voided
For each trust account in TAS, you must enter a transaction to remove funds from the old bank, and then enter a transaction to add funds to the new bank.
If you will be writing a check from the old bank to the new bank, you can write a single manual check that encompasses all trust accounts, and then enter the check information into TAS for each trust account showing that the funds were removed from the old bank account. Once this has been completed, you can then enter a deposit for each trust account using the new bank account.
Alternatively, if you are not writing a check from one bank to the other, you can enter EFTs instead. When entering EFTs to remove funds from the old bank, enter a positive EFT amount. When entering EFTs to add funds into the new bank account, enter a deposit.