Often, the most common source of unbilled costs are the everyday tasks done in your office. Photocopies, faxes, phone calls, and many other tasks can easily be overlooked when entering costs for a client. Simple cost recovery methods can reclaim these expenses as needed. Many manufacturers offer devices that collect information and create an export file, which can be used in Tabs3 Billing.
The Tabs3 Device Interface software takes the export files from most collection devices and converts them into costs that can be imported to Tabs3 Billing. Additionally, it allows you to customize import settings so any standard text file can be converted, even if it is not already configured in the conversion program. This means it is very likely that you can import your task information, regardless of the device’s manufacturer.
To see if the Tabs3 Device Interface will work for you, or to order a license of the Tabs3 Device Interface for your firm, contact your local consultant or call our Sales Department at (402) 419-2200. Information about the Tabs3 Device Interface can also be found in our Knowledge Base Article R10737, “Tabs3 Device Interface Product Information,” and in R11684, “Tabs3 Device Interface Instructions.”
I ran a Detail Work-in-Process Report and noticed that several of the entries had a status of “U” on them I’m not familiar with that status; what does a “U” status mean?
Transactions that have been processed on a final statement, but not updated via Update Statements, have a “U” status. This status denotes that, although the transaction is technically work-in-process, there are some limitations on what can be done with them.
When a transaction has a “U” status, you cannot transfer, delete, or change the status of the transaction. However, you can make edits to the transaction. Keep in mind that any changes to a critical field on the transaction, such as to the rate, hours, or amount, will require you to generate a new final bill before you can update the statement.
We need to charge the same cost to multiple matters with the same description and amount. Is there a way to enter the cost one time and then just copy it to another matter?
PracticeMaster makes it easy to replicate records. Not only can you replicate costs, but also fees, journal records, calendar records, and more.
To replicate costs
- From the File menu, point to Open and select Cost.
- Select the desired cost.
- From the Take Action group of the Quick Clicks pane, click Replicate.
- Select the Client ID to which you want to copy the cost.
- Optionally select the Update Rate and then calculate Amount check box.
- Click OK
- Make any necessary edits to the cost and press Ctrl+S.
When you’re not at the office and you need to record the time you spent on a matter or a cost you incurred, what do you do? Why, log into Tabs3 Connect on your phone or tablet, of course!
Tabs3 Connect makes it easy to enter fees and costs for a client even when you’re not at the office. No more writing notes on scraps of paper that can get lost, or in an app amidst a bunch of other notes. You can use your phone to enter fees and costs directly into Tabs3 from anywhere and at any time!
To add a new Fee or Cost via Tabs3 Connect
- Log into Tabs3 Connect by visiting Tabs3Connect.com.
- Tap the
(Fee) icon to open the New Fee page or the 
(Cost) icon to open the New Cost page. - Enter a Client ID, Date, Tcode, Description, and more.
- Tap the Save button, and the fee or cost entry is immediately available in Tabs3 Software back at the office!
Changing Your Start Page
Want to make entering fees even easier? Set up Tabs3 Connect to open to a new fee as soon as you log in.
To set Tabs3 Connect to open to a new fee
- Open System Configuration.
- From the File menu, point to Open and select Users.
- Select the desired User ID.
- Click the Tabs3 Connect Settings button.
- Select a Default Start Page of New Fee.
- Click OK.
- Press Ctrl+S.
For more information on Tabs3 Connect, contact your consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
I’m generating firm-wide statements but only want to generate draft statements for clients that have something new to bill. How can I generate statements without including clients with only a previous balance due?
When using a large range of Client ID’s, you can select to only include clients that had activity (e.g., fees, costs, payments and/or client funds transactions) since the last statement generated.
To generate statements for only clients with activity
- From the Statements menu, click Generate Statements.
- From the Client tab, enter the desired Client ID range.
- From the Options tab, in the Criteria section, select the Include Clients: with Activity option.
- Select any other criteria that is required and then click OK.
When I print statements, the Expenses and Advances are separated. Is there any way to combine them into a single section?
Expenses and advances can be combined into a single section on a statement. Additionally, you can specify the text used for the heading. This can be accomplished via the Terminology tab in Statement Customization.
To combine expenses and advances into a single section on statements
- From the Statements menu, point to Statement Setup and select Statement Customization.
- On the Terminology tab:
- Select Line 28, delete the existing text, and then enter an asterisk (*).
- Select Line 26 and update the text to the desired heading (e.g., “Total Costs”).
- Press Ctrl+S.
When I enter non-billable fees or costs it shows n/c in the Amount column on the Statement. Is there a way to change n/c to something else?
You can modify the terminology via Statement Customization. Statement Customization has many customization options, including what terminology is used on your statements.
To change n/c from non-billable transactions on statements
- From the Statements menu, point to Statement Setup and select Statement Customization.
- On the Terminology tab, select Line 8.
- In the Line 8 field, enter the desired text (e.g., “No Charge”). A maximum of 60 characters is allowed.
- Press Ctrl+S.
Transferring and replicating fees and costs just got easier in Tabs3 Billing! With the release of Version 19.1.11, two new buttons have been added to the Fee and Cost Entry windows, allowing you to quickly transfer or replicate an entry.
Transfer Fees and Costs
The ability to transfer fees and costs has long been available using the Transfer Transactions program. However, you can now transfer fee and cost transactions to a different matter directly from the Fee and Cost Entry windows using the new Transfer button. Any fees and costs that have not been final billed and/or updated can be transferred to another client. When transferring a fee or cost, you can optionally select to update the rate to use the new client’s rate, and then recalculate the amount.
Replicate Fees and Costs
In addition to the Transfer option, you can now replicate fees and costs using the Replicate button in the Fee and Cost Entry windows. Replicating fees and costs makes a copy of the transaction and saves it to the desired Client ID. Like the Transfer feature, when replicating a fee or cost, you can optionally select to update the rate to use the new client’s rate, and then recalculate the amount.
We recently added new transaction codes for various office expenses that we want to start tracking. However, we want to track these transactions as a separate group from the other expenses we already have. Is there a way to do this and be able to report on these expenses?
This can be accomplished by assigning these new transactions to a unique Cost Type. Cost Types can be used to group similar types of costs into one “category” of costs. Categorizing costs makes it possible to track billed and paid amounts by cost type. For example, you may want to assign all photocopy costs for the firm to one Cost Type and all long distance phone charges to another Cost Type.
Some reports, such as the Transaction File List, can be run for specific Cost Types by entering a Cost Type range on the Transaction tab, if available. Certain other reports, such as the Receipt Allocation Report, will automatically include Cost Type information. See the Tabs3 Billing Report Pack for more information on which reports include Cost Type information.
To add a new Cost Type
- From the File menu, point to Open and select Miscellaneous.
- On the Misc Desc tab, select the Cost Types option.
- In one of the empty fields, enter the desired name for the new Cost Type.
- Press Ctrl+S.
Once the new Cost Type is created, you can then assign it to transaction codes.
To assign a Cost Type to a transaction code
- From the File menu, point to Open and select Miscellaneous.
- On the Tcode tab, select the desired Tcode.
- In the Cost Type field, select the new cost type you created.
- Press Ctrl+S.
- Repeat steps 2-4 for each transaction code to which you want to assign the new Cost Type.
Note: Cost types are only available for Type 0 (normal) and Type 5 (miscellaneous) expense and advance transaction codes.
Did you know that you can write all matters for a client up or down at the same time?
As of Version 19, when using the Write-Up/Write-Down Fees and Costs program (Statements | Statement Preparation | Write-Up/Write-Down Fees and Costs), an Include All Matters for this Client check box is now available.
Prior to billing, you can use the Write-Up/Write-Down program to write-down unbilled fees, costs, or hours for a client using a range of timekeepers, transaction codes, categories, and/or dates. When writing multiple transactions up or down, each affected transaction’s amount and/or hours is adjusted by an amount proportional to the total adjustment.
When this option is selected, the Write-Up or Write-Down will include transactions for all matters for the specified Client ID. All matters that begin with the same value left of the decimal with work-in-process will be included in the calculated client total based on the criteria selected in the Transaction Selection section.
I set up split billing for two clients where each party is billed 50%. It is configured to split the hours and then calculate the amount; However, I did not realize that the clients had different rates, so now the amounts do not match. Is there any way to make the amounts due even?
You can use the Undo Split Billing utility to undo a split. Once undone, the Split Fee Options can be changed to Split both Hours and Amounts and the split can be performed again.
To Undo Split Billing
- From the Maintenance menu, point to Transaction Related and select Undo Split Billing.
- In the Main Client ID field, select the main split billing Client ID (i.e., the client for which transactions were originally entered).
- Select the appropriate Split Billing Ref #.
- Click OK.
To make the split an even amount
- From the File menu, point to Open and select Client.
- Select the main split billing Client ID.
- From the Split Billing tab:
- In the Split Fee Options section, select Split both Hours and Amount.
- In the Split Cost Options section, select Split both Hours and Amount.
- Press Ctrl+S.
Now you can process your split billing again and it will split the hours and amounts evenly between the two clients.
You meet up with a client away from the office, they want to write a check for what they owe, but you don’t have the balance due with you. What do you do? Simply log in to Tabs3 Connect, and have the amount in a matter of seconds!
With Tabs3 Connect, you can use the Matter Manager to see exactly how much your client owes. Matter Manager’s Billing Summary provides client-specific information that includes the current amount due, work-in-process fees and costs, aged balances, and more. Make sure you’re not fumbling for a figure, or having to call the office. Accessing Tabs3 Connect is quick, easy, and secure!
For more information on Tabs3 Connect, contact your consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
In most data entry files, like the Journal, Document Management, and Calendar files, you can easily change the Client ID by opening a record and changing it or via the Change Client ID feature. However, before now, there wasn’t a way to change the Client ID for a fee or cost in PracticeMaster without deleting the record and starting over. We recently enhanced Version 19 so that you can now use the Change Client ID feature in the PracticeMaster Fee and Cost files!
The Change Client ID feature can be used for one record, or multiple selected records. Additionally, you have the option to update the rate based on the selected client, which will automatically recalculate the amount of the transaction(s). The Change Client ID features can be accessed via the following:
- In the Take Action group of the Quick Clicks pane, select Change Client ID
- From the Edit menu, point to Action and select Change Client ID
- Right-click the record(s), point to Action and select Change Client ID
When you change the Client ID of a record that has been processed into a fee, the linked fee’s Client ID will also be changed.
We received a refund for a cost we paid on behalf of a client. How do we credit that money back to our client, and what if they’ve already paid us for it?
There are multiple ways to handle a credit to a client, depending on the situation. However, for this scenario, adding a credit entry is the easiest way to refund the client. This is because credits are handled differently in Version 19. A credit can be issued to a client at any time, even if the fee or cost has already been paid by the client. Once the credit has been final billed and updated, it is applied toward the original cost. Any payment(s) that went toward the cost will be unallocated and reallocated during the update statements process.
To add a credit for a cost
- From the File menu, point to Open and select Cost.
- Select the Client ID.
- Select the appropriate Tcode. All credits must be the same type of cost as the cost for which they are crediting. An easy way to make sure of this is to use the same tcode as the original cost.
- In the Amount field, enter a negative amount.
- Press Ctrl+S.
For more information on best practices for crediting clients, including notes regarding how credits affect integration with General Ledger Software (GLS) and Accounts Payable Software (APS), refer to Knowledge Base Article R11760, “Best Practices When Applying Credits.”
I want to add comments/notes about a transaction in the description field and have it print on reports and draft statements, but not on a final statement. Is there a way to accomplish this?
Statement comments are generally used when you want information to be seen internally but you do not want the client to see them, and can be added to fee, cost, payment, and client funds transactions. Statement comments will be displayed in the description field in red text. When printing/previewing reports and draft statements, the statement comment will be displayed with a strikethrough character. When printing a final statement, the statement comment will not be displayed at all.
Highlighted text in the Description field for a fee, cost, payment, or client funds transaction can be specified as a statement comment using any of the following methods:
- Right-click and selecting Statement Comment.
- Press Ctrl+H on the keyboard.
- From the Edit menu, select Statement Comment.
Occasionally, we write checks to pay for business expenses that we cannot bill to a client; however, the Tabs3 Cost Entry window is still shown when we save these invoices. Is there a way to suppress this window when I’m paying for something that will not be reimbursed?
In Version 19, integration between APS, GLS, and Tabs3 Billing was updated in order to better control how costs are handled and to include new reporting options. Included in these changes is the ability to specify accounts in GLS that will be used for advanced client costs and, when integration is turned on, APS can be set up to only show the Tabs3 Cost Entry window when posting to these types of accounts.
To specify a GLS account as an Advanced Client Costs Account
- From the GLS File menu, point to Open and select Chart of Accounts.
- Double-click on an Asset account where advances will be posted.
- On the Account tab, in the Account Options section, select the Advanced Client Costs Account check box.
- Click Save.
- Repeat steps 1-4 for any additional Asset account where advances will be posted.
To only display the Tabs3 Cost Entry window for Advanced Client Costs
- From the APS Utilities menu, select Customization.
- On the Tabs3 tab, select the Only Display Tabs3 Cost Entry for Advanced Client Costs check box.
- Press Ctrl+S.
The Tabs3 Cost Entry window will now only be shown when you enter an Invoice that creates journal entries to an account in GLS that is configured as an Advanced Client Costs Account. For all other invoices, the Tabs3 Cost Entry window will not be shown.
For more information on Advanced Client Costs, including the new Version 19 Advanced Client Costs Report, see Knowledge Base Article R11757, “Using and Troubleshooting Advanced Client Costs Integration.”
We added a couple of new features to the Print Checks process in Version 19!
When using the Print Checks program (Checks | Print Checks), if the Select Invoices to Print check box is selected on the Options tab, the number of invoices selected and the total amount to pay for all selected invoices are now displayed at the bottom of the Select Invoices window. Additionally, a Tabs3 column has been added that shows the Tabs3 cost status of Paid, Unpaid, or a dash, which indicates no linked cost transaction.
In the print checks program, you can also now select to Exclude Invoices with Unpaid Tabs3 Cost Transactions from the Options tab. When this option is selected, only invoices with the entire cost amount paid will be printed. This allows firms to opt not to pay invoices until a client pays them for the associated cost.
I need to review all of the costs that we advanced last month, and then determine if they are paid or not. Is there a report that I can run for this?
The Check Register has always had the option to show basic Tabs3 cost information. However, in Version 19 you can now also see the cost’s tcode, whether the cost was an advance or expense, and if it has been paid or not.
To run a Check Register with Tabs3 costs
- From the Checks Menu, select Check Register.
- On the Vendor tab, leave all of the fields blank.
- On the Invoices tab:
- Select the desired Bank Account.
- Enter the desired Check Date range.
- On the Options tab, in the Print section, select Print Tabs3 Information.
- Click OK.
If you need a list of work-in-process and/or archived transactions, the Transaction File List is where you want to start. The Transaction File List is used to print a list of fee, cost, and payment transactions and provides various sorting and subtotaling options, as well as a variety of criteria that can change the function of the report. You can even select whether you want the dates to be based on the transaction or statement date.
The Transaction File List video provides sample scenarios, explains the various options in the report, and displays an example report to help you get started.
The Transaction File List, with all of its options for selecting, sorting, and subtotaling transaction information, is extremely versatile. Take a look for yourself and see how this versatility makes the Transaction File List one of the most frequently used Tabs3 Reports.
Watch this five-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.
Did you know that you can change your view to see either more fields or fewer fields in certain files?
By clicking the 
(Detail/Rapid) button, or pressing Alt+I, you can specify whether you see all of the fields in a file or only key fields. This option is available in the Tabs3 Billing Fee, Cost, Payment, and Client Funds Entry windows, as well as the APS Invoice/Manual Check Entry window. Detail mode includes all of the fields, whereas Rapid mode simplifies the data entry process by only showing the most pertinent fields.
The following fields are not shown when in Rapid Mode:
Tabs3 Fee Entry – Hours to Bill, Rate, Amount, Category, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Cost Entry – Timekeeper, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Payment Entry – Status, User ID, Date Entered
Tabs3 Client Funds Entry – User ID, Date Entered
Accounts Payable Invoice/Manual Check Entry – Due Date, Voucher #, Amount to Pay, Discount Amount, Discount Date, Net Amount, Take Discount, Hold/Pay, User ID, Date Entered
Take a moment to look at these options and see if you can help streamline data entry for your office!
There are several ways you might handle billing for a contingency case, but in the end you still need to adjust the amount owed based on the outcome. So what options does Tabs3 provide?
Contingency billing occurs when a firm performs work for a client and gets paid contingent upon a settlement. There are many variations for this type of arrangement, such as whether or not costs will be billed, percentage amounts of the settlement, etc. When billing contingency clients, you typically bill them after the matter is settled; however, you may also want to bill them during the course of the matter. When billing during the course of the matter, you may want to bill only expenses or advances. You may also want the client to see the services rendered for a particular time frame without actually billing the fees. Then, once the matter is settled, you can write the fees/costs up or down and send the client a final bill.
For example, let’s say that you have a contingency client and you want to bill them monthly for all costs incurred, but not include fees on the statement. You must first create a statement template that will include the desired information on the statement, and then assign it to the contingency client.
To create a statement template for costs only
- From the Statements menu, point to Statement Setup and select Statement Templates.
- In the Template ID field, enter a name for your template.
- On the Fee Format tab, select a Fee Format of No Fees.
- On the Cost/Payment Format tab, select the desired Expense Format and Advance Format.
- Select any other settings as desired.
- Press Ctrl+S.
To assign a statement template to a client
- From the File menu, point to Open and select Client.
- Select the desired Client ID.
- On the Statement Options tab, select the desired Draft Template and Final Template (e.g., the template we created in the previous set of steps).
- Press Ctrl+S.
Using our example, let’s say that the matter has been resolved with a particularly good outcome. You determine that you need to write-up the client’s fees by $5,000 in order to meet the agreed upon percentage of the settlement that your firm will receive.
To write-up fees by an amount
- From the Statements menu, point to Statement Preparation and select Write-Up/Write-Down Fees & Costs.
- Select the desired Client ID.
- In the Transaction Type section, select Fees.
- Click the Calculate Client Total button.
- In the Amount Adjustment Type section
- Select Amount.
- In the New Total field, enter the total amount in fees you want to bill the client.
- Click OK.
You can now change the matter’s Final Template to a statement template that has a Fee Format of Standard and generate a final statement for your client. (As an alternative, you can select the statement template via Generate Statements.)
Occasionally, transactions may accidentally be entered for the wrong client. If there are only a couple, it’s easy to just delete them and reenter them for the correct client. However, when there are many transactions, what can you do? Use the Transfer A/R and Transactions utility in Tabs3!
The Transfer Transactions program can be used to transfer unbilled fees, costs, and/or payments between clients. When selecting to transfer fees, costs, and/or payments, you can select a range of transactions based on tcode, timekeeper, category, date, and/or reference number. This can help make sure that you are only transferring the transactions that you want to transfer.
Additionally, if a time comes when you want to transfer one client’s full accounts receivable balance, ledger, archived transactions, and client funds to another client, the Transfer A/R and Transactions utility can also be used. This function will transfer ALL of the client’s ledger records and billing history to another client. It is not possible to only transfer a client’s current A/R without also transferring everything else.
Note: When using the Transfer A/R and Transactions utility, keep in mind that once the transfer has been performed, the only way to undo it is by restoring from a backup.
To transfer transactions between clients
- From the Maintenance menu, select Transfer A/R and Transactions.
- Select the clients you want to transfer From and To.
- Select the desired Transaction Type(s).
- Optionally select a Transfer Range.
- Click OK.
Keep this utility in mind the next time transactions need to be transferred from one client to another client. It can save you significant time.
When you’re not at the office and you need to record the time you spent on a matter, what do you 
do? Why, log into Tabs3 Connect on your phone or tablet, of course! Tabs3 Connect makes it easy to enter the time for a client even when you’re not at the office. No more writing time down on scraps of paper that can get lost, or in a notepad amidst a bunch of other notes. If you previously recorded the time into your phone for later entry or called the office to enter it for you, you can use your phone instead to enter the time directly into Tabs3 from anywhere and at any time!
Tabs3 Connect is available at no additional charge for firms enrolled in maintenance plans for Tabs3 and PracticeMaster Platinum. Firms with Platinum versions of both Tabs3 Billing and PracticeMaster receive one user of Tabs3 Connect for every PracticeMaster user on maintenance. Firms with the Platinum version of Tabs3 Billing who do not have PracticeMaster licenses may purchase a Tabs3 Connect subscription for less than $6 per month per user (billed annually), to gain access to the billing features of Tabs3 Connect.
Adding a fee in Tabs3 Connect is easy. After logging in to Tabs3 Connect (Tabs3Connect.com), tap the 
(Fee) icon to open the New Fee page. Enter a Client ID, Date, Tcode, Hours Worked, and Description. Tap the Save button, and the fee entry is immediately available in Tabs3 and PracticeMaster back at the office.
Changing Your Start Page
Want to make entering fees even easier? Set up Tabs3 Connect to open to a new fee as soon as you log in.
To set Tabs3 Connect to open to a new fee
- Open System Configuration.
- From the File menu, point to Open and select Users.
- Select the desired User ID.
- Click the Tabs3 Connect Settings button.
- Select a Default Start Page of New Fee.
- Click OK.
- Press Ctrl+S.
For more information on Tabs3 Connect, contact your consultant, contact Technical Support at (402) 419-2210, or visit Knowledge Base Article R11480, “All About Tabs3 Connect.”
When entering fees and costs for task based billing clients, do you have to scroll through all of the Phase/Task or Activity Codes for other categories to get to the set of task codes applicable for your client? If you use Billing Categories for your clients, you can assign Task Code Sets to your categories so that when entering fees and costs, only the task codes that are associated with that client’s Billing Category are displayed.
To assign a Task Code Set to a Category
- From the File menu, point to Open and select Miscellaneous.
- From the Category tab, select the desired Category.
- Select the Task Based Billing Code Set you want to be assigned to the selected Category.
- Press Ctrl+S.
The next time you enter fees and costs for a client assigned to the Category selected, you will only see the Task Code Set assigned to the Category. This can greatly reduce the number of Task Codes to choose from.
Do you have a new pro bono client, or need to enter a fee or cost at no charge for a regular client? Clients and transactions can be marked as non-billable so that you can still track your time without charging your client.
Non-billable Clients
If you have a client for which there will be no billable time, you may want to mark the client as non-billable. Marking the client as non-billable prevents the accidental entering of billable transactions for the client. Transactions can still be entered, but they will default to a non-billable Bill Code.
To mark a client as non-billable
- From the File menu, point to Open and select Client.
- From the Setup tab, in the Status section, select the Non-billable check box.
- Press Ctrl+S.
Non-billable Transactions
When fees (or costs) are entered, the transaction’s Bill Code can be specified as 1 – Non-Billable / Non-Printable if you do not want the transaction to be printed on a statement or 2 – Non-Billable / Printable if you want the transaction to be printed on a statement.
When using a Bill Code of 2 – Non-Billable / Printable, transactions will be printed on the statement, but the amount will display “n/c” to indicate that there is no charge for the transaction. If desired, this text can be changed via Statement Customization.
To change the “n/c” terminology
- From the Statements menu, point to Statement Setup and select Statement Customization.
- On the Terminology tab, select Line 8 from the list.
- In the Line 8 field, change the text as desired up to 60 characters.
- Press Ctrl+S.
You can optionally configure transaction codes (tcodes) to default to a non-billable Bill Code. This means that when you select the tcode on a transaction, the Bill Code will already be set as non-billable.
To specify a Bill Code for a tcode
- From the File menu, point to Open and select Miscellaneous.
- On the Tcode tab, select the desired Tcode.
- Select the desired Bill Code.
- Press Ctrl+S.
In summary, there are three different ways to track non-billable transactions: mark the client as non-billable, specify a non-billable Bill Code when entering individual transactions, and/or configuring tcodes to be non-billable. Take a look at these options and see which option is right for you the next time you need transactions to be non-billable.
There are many reasons why you might want or need to credit or refund a client’s account. Likewise, there are many ways to make a credit to a client’s account. While the easiest way may seem to be entering a credit transaction (i.e., entering a negative fee or cost), this may not be the best way to handle the situation.
In Knowledge Base Article R11730, “Best Practices When Applying Credits,” we discuss the different methods of crediting a client’s account as well as best practices on handling various scenarios. The methods discussed include write offs, write-downs, courtesy discounts, payment adjustments, editing or deleting the original transaction, and applying a credit transaction. For each method, we cover how reports, statements, and integration are handled and walk you through performing the method.
Because credit transactions can lead to problems down the road that are time intensive to fix if the credit is not entered correctly, this article also provides more in-depth information regarding how credit transactions work.
Make sure you’re performing credits the best way. Bookmark this article to use as a reference the next time you must credit or refund a client.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
Did you know that you can do more with Entry Lists than see current work-in-process transactions? The Fee, Cost, Payment, and Client Funds Entry Lists can be printed, filtered, and set to include archived records.
Entry Lists can be toggled to be hidden or displayed using the 
(Toggle List) button or Alt+G. Once the Entry List is displayed, the following additional buttons are available:
- Print List – Click the
(Print List) button to print a list of all transactions currently displayed in the Entry List. - Select Date – Click the
(Select Date) button, or press Alt+L, to select a date for which transactions will be displayed. This button is only available when filtering by Transaction Date or Entry Date via View Options. - View Options – Click the
(View Options) button, or press Alt+O, to filter the Entry List by Client ID, Transaction Date, or Entry Date; select to include only those records for a certain Timekeeper or User ID; or select to Include Archived Records.
You enter data regularly; make sure you are getting the most out of your Entry List by showing the information you want to see and quickly printing lists when needed.
We have a client who is supposed to be billed $0.12 for copies rather than our usual $0.15. However, there are many costs that have been entered with the wrong rate. Is there a way we can easily change all of them at once?
Although Tabs3 Billing has the option to change fee rates via the Change WIP Transactions program, cost rates cannot be changed using this program. As a work-around, you can accomplish the cost rate change by creating a user activated WorkFlow in PracticeMaster. This type of WorkFlow runs only when initiated by a user, which means you can choose to run it for only the costs you want to change. The WorkFlow will change the Rate of the selected costs, recalculate the amount, and then automatically save the costs.
Tip: Once the WorkFlow has been created, it can easily be changed for future scenarios. For example, if you need to adjust cost records to a different rate, simply edit the existing WorkFlow for the new scenario.
To create a WorkFlow in PracticeMaster to change the rate of existing costs
- From the Maintenance menu, select WorkFlows.
- Expand the Common Client Related section, select Cost, and then click the New button.
- Enter a Name for the WorkFlow (e.g., “$0.12 Costs”).
- In the Event section, select the User Activated check box.
- In the Actions section, click New.
- Select Change Record, and then click Next.
- Select Source Record, and then click Define Template.
- Click on the set button next to the Rate field.
- In the Template Expression Editor window, click the Value button, and then enter the desired rate. For our example, enter “0.120”.
- Click OK on the Value window, and then click OK in the Template Expression Editor window.
- Click on the set button next to the Amount field.
- Click the Value button and enter the desired rate, and then click OK. For our example, enter “0.12”.
- Click the Operator button, select Multiplication, and then click Insert.
- Click the Field button, select Units from the Field ID column, and then click Insert.
- The following will now be displayed: “0.12 * @SrcRec:Units”. Click OK on the Template Expression Editor window.
- Press Ctrl+S.
- Click Finish.
- Click Save, and then close the WorkFlows window.
To run the WorkFlow, simply open the Cost file, select the desired cost records, and then select the WorkFlow from the WorkFlows group of the Quick Clicks pane. All of the selected costs will be updated with the new rate and recalculated amount.
This was the first month of Working with WorkFlows! Did you find this article helpful? Have any article suggestions? Leave us a comment below!
When adding features for Version 18, we did not overlook Tabs3 Connect! Check out these new enhancements included when you update to Version 18:
- Tabs3 Connect now uses the Rate from Tabs3 when changing fee or cost transactions. Before, it was necessary to manually enter the desired rate when changing fees and costs via Tabs3 Connect.
- The Amount is recalculated automatically when the Timekeeper, Tcode, Activity Code, or Expense ID fields are changed. Before, making such changes in Tabs3 Connect would require you to manually change the rate and recalculate the amount.
- “Budget exceeded” messages now display when entering fees and costs in Tabs3 Connect. Before, “Budget exceeded” messages could only be displayed in Tabs3 Billing. For steps to set up budgets in Tabs3 Billing, see this month’s Budget Exceeded Messages Q&A.
- Tabs3 Connect now includes the Private check box when adding or changing calendar entries. Before, calendar entries could only be marked Private from PracticeMaster.
- Added the ability to use your Tabs3 and PracticeMaster Text Macros. For more information on text macros and Tabs3 Connect, see our June Tabs3 Connect, Text Macros.
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.”
Did you know that you can easily split fees and costs between multiple matters in Tabs3 Billing? The Split Billing program provides the ability to enter fees and costs once, but have multiple matters pay for them. You must first determine which client you will be entering fees and costs for; this is your “main client”. Next, determine which clients/ matters will be splitting the bill, and for what percentage each party will be responsible. You can now configure split billing for the client.
To configure clients for split billing
- From the File menu, point to Open and select Client.
- From the Split Billing tab, in the Client ID field, select the desired main client.
- Click the Add button to open the Split Billing Matter window.
- Select the desired Split Matter ID.
- Enter the desired Split Billing Percentages for the split matter.
- Enter the desired Statement Options settings for the split matter.
- Click OK.
- Repeat step 3 for each additional split matter. (Note: This may include the main client.)
- Select the desired Split Fee Options and Split Cost Options.
- Press Ctrl+S.
Fees and costs may be entered before and/or after configuring split billing, but keep in mind that when it comes time to perform the split, only those fees and costs entered for the main client will be split amongst all parties. Additionally, only Type 0 (Normal) and Type 5 (Miscellaneous) fee and cost transactions that are not on hold can be split.
When you are ready, you can run the Perform Split Billing program (Statements | Statement Preparation | Perform Split Billing). Transactions that have already been split cannot be split again so this program can be run as often as needed. The Perform Split Billing program should be run prior to generating statements every time in order to make sure that all transactions are billed appropriately.
If, after performing the split, you need to change the way in which transactions should be split, simply run the Undo Split Billing program (Maintenance | Transaction Related | Undo Split Billing). This program will revert all split transactions for the selected Main Client ID and Split Billing Ref # that are still work-in-process to their pre-split values. This provides a way to easily make adjustments as needed. If you have even one client who splits amounts due with other matters, and you’ve been splitting the fees and costs manually, make your billing easier by using the Split Billing feature in Tabs3.
For more information on split billing features, see Knowledge Base Article R11616, “All About Tabs3 Split Billing,” the Billing Adjustments Guide, and the Split Billing Training Video.
Tabs3 Connect has been around for some time now, but what exactly is Tabs3 Connect, and what can it do for your firm? Tabs3 Connect is a Platinum feature that provides access to Tabs3 and PracticeMaster anywhere you can connect to the Internet. No apps to download, simply go to Tabs3Connect.com and log in using your phone, tablet, laptop, or other internet-enabled device. Access client and contact information, enter fees and costs, use Matter Manager, access your firm’s calendar, receive alarm notifications, send and receive eNotes, and download documents and e-mail attachments via Tabs3 Connect. On smartphones and tablets, you can tap to create a fee, and flick to scroll through a list.
Keeping your data secure is top priority, and Tabs3 Connect was designed to protect attorneys’ sensitive information. The information you access using Tabs3 Connect is secure because it resides at your office, on your computer. It won’t be stored on someone else’s server in the cloud, or on a phone that you might lose. Furthermore, you choose who has access to Tabs3 Connect and who doesn’t, and access profiles affect users logged in to Tabs3 Connect as well. You can even keep track of Tabs3 Connect access and activity by reviewing the Tabs3 Connect Access Log and Tabs3 Connect Log.
If you already have Platinum, take advantage of this great feature and change the way your firm works! Don’t have Platinum yet? Now is a great time to explore the possibilities.
For more information on Tabs3 Connect, contact your reseller, consultant, or Technical Support at (402) 419-2210; or, visit Knowledge Base Article R11480, “All About Tabs3 Connect.” For more information on all of the great Platinum features, visit Knowledge Base Article R11379, “Platinum Overview.”
The Tabs3 Accounts Payable Software (APS) makes paying bills easier. You can print checks, track vendors, generate 1099-MISC forms, run reports and check registers, and more!
APS lets you write checks to saved vendors as well as vendors that are not individually tracked in the software. For monthly payments, set up recurring entries to create multiple invoices in one step. Writing a check by hand? Enter a manual check that will show up in your check register.
Tracking vendors is a snap. In addition to name and address, you can save information for frequently used vendors such as the Federal ID number, 1099-MISC information, vendor discount information, and more! Month-to-date, year-to-date, and to date paid figures for each vendor are also tracked for easy reference.
APS integrates with Tabs3 Billing and Tabs3 General Ledger Software (GLS) to bring things together. Costs can integrate with Tabs3 when adding, changing, or deleting an invoice or manual check. When integrating with GLS, journal entries are automatically created when checks are posted, and voided checks will create reversing journal entries.
APS also offers many reports that can be run to determine activity in the software, including a Check Register, Pre-Check Register, Cash Requirements Report, Aged Unpaid Invoice Report, Vendor Analysis, and lists for vendors, bank accounts, recurring entries, and voided checks.
If you are not currently using APS, try it out! You can install APS Trial Software using the Tabs3 CD, or download a free trial. Contact your Tabs3 reseller or consultant, or our Sales Department at (402) 419-2200 for pricing and information.
Note: Tabs3 works exclusively with Nelco to provide you with checks guaranteed to work with Tabs3 software.