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Matter Information
Use this program to enter/edit a Matter's Number and Name, Sub Matter Number and Name, Responsible and Referring Attorney, Billing Information, Case Status, and Dates Opened and Closed.| Fields Create New Edit Searching Delete Create New Who's Who Return |
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Entering Matter Information
1. Enter an existing Client Number or find an existing client.
2. Enter the Matter Number. Like Client number, a Matter number is a caps lock field and is limited to 6 alphanumeric characters. A consistent use of this field is important. Since the program keeps track of which matters belong to each Client, you may use the same Matter for more than one Client. The entire Client Number/ Matter Number/ Sub Matter Number becomes the unique code for each case.
3. Enter a Matter Name. If there is an Adverse party, enter a backslash (\) to have the Adversary begin with vs and automatically be placed in the Conflict of Interest database.
4. Enter an Abbreviated Matter Name. It is the Abbreviated Matter name that will appear on bills and other reports. Press tab and the program will shorten the Full Matter name to fit in the Abbreviated name field or overwrite the field with an abbreviated spelling that will make the Matter easier to search for.
5. Enter the Sub Matter Number. A sub Matter number is a caps lock field and is limited to 2 alphanumeric characters. Use it to number same Client additional Matters. Be aware that the first unused Matter for a Client will not require a Sub Matter number. A Sub Matter number is only required when a same Client/Matter number already exists. For example, if client ABC has no already existing Matter number 123, a Sub Matter will not be permitted. Although once the 123 Matter is created the next case with client ABC Matter 123 will require a Sub Matter number.
6.Enter the Sub Matter Abbreviated Name.
Entering a backslash after the Sub Matter name and following this backslash with an Adversary name will add the Adversary to the Conflict of interest database for this Client/Matter/Sub Matter.
7. Enter the Responsible Attorney. This field is required and the ID must be one that has an existing Person ID. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
8. Enter the Referring Attorney. This field is not required. The ID can be any four characters or be an existing Person ID. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
9. Enter the Billing Attorney. This field is not required. The ID can be any four characters or be an existing Person ID. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
10. There are a number of custom attorney fields which are not required. The ID can be any four characters or be an existing Person ID. Clicking on the Selection List Button at the end of the window will display a list of valid choices. Labels for the Custom Attorney Fields are determined by Type of Law.
11. Enter the Law Type Code. This field is limited to 4 alpha-numeric characters and should be used to track the area of law this matter falls under. For example, LIT for Litigation or PI for Personal Injury could be used. Since reports by type can be produced, consistency in this field is important. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
12. Enter the Jurisdiction Code (if applicable). This field will apply to the location of the Court for that Matter. If using the Docketing program, the Jurisdiction is needed. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
13. Enter the Matter Rate. If the Matter has its own hourly rate, enter it here, if not leave it blank. A Matter Rate will supersede a Person's Hourly Rate if one is assigned here.
14. Press the Person/Matter Rates Button to display the Person/Matter Rates Entry View. Enter the Person /Matter Rate. Enter the Person ID and the Hourly rate for that Person for that Matter. To see a listing of available person/matter rates, press the search icon.
15. Choose which fields appear on statements by marking each field with Y or N.
16. Fill in the Billing Type and Cost Flag. Choose to Select(S) or Defer(D) Services and Costs. When Selected is chosen, fees and costs will be billed to the client on the statement after posting. If they are Deferred, fees and cost advances must first be selected for billing prior to appearing on a statement.
17. Enter Y or N to Interest on overdue balances. Entering a Y here will allow for the automatic creation of interest transactions for that matter. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
18. Enter Y or N to Block Charges on this matter. If you answer Y, then a Person's hourly rate will not charge. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
19. Enter the Budget $/Hours for this Matter. Use this information to compare later with actual money and time spent.
20. Enter a Maximum Monthly Bill Amount if there is one. This is an informational field only to be used as a guideline. Entering an amount here will not prevent exceeding the limit on an invoice.
21. Enter the percentage amount for a Courtesy Adjustment. Entering a rate here will allow for the automatic creation of a discount transaction for that Matter.
22. Enter the Case Status. This one character field will tell the user if the case is Active or Inactive. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
23. Enter a Y or N to choose whether to retain purged transactions in an Archive file. Clicking on the Selection List Button at the end of the window will display a list of valid choices.
24. Enter the date for Case Opened as mm/dd/yyyy. This field initializes to the present date.
25. Enter the date when the Case Closes. The format should be mm/dd/yyyy.
26. Enter the Statue of Limitations (SOL).
27. On the Custom Tab Page are various custom fields. Use of these fields is not required. These field's labels are determined by Type of Law. Use of these fields will enhance how you track client/matter information.
28. Press F2 or click on the Save Button to save your changes. (TOP)
Editing Matter Information
1. Call up the record by finding or entering the Client Matter number.
2. Change the fields to be edited.
3. Press F2 or click on the Save Button to save your changes.
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Create a New Who's Who Record
This function is only valid when Case Management is enabled.
1. If active, close the Who'd Who in the Case View.
2. Call up the record by finding or entering the Client Matter number.
3. Click on the Save + Create Who's Who Rec Button
(TOP)
Searching for Matter Information
To Search using the Function Keys
Enter the desired Client Number and press the TAB key.In the Matter Field either enter the Client Matter Number, and then
Press F9 to find this Matter
Press F8 to find the Next Matter
Press F7 to find the Previous Matter
The search is started against the first most matched record to your entered criteria. For example, entering "A" in the client number field and then pressing F9 will bring up the first client number beginning with A.
To Search using a Selection List
Click on the Selection List Button located at the end of either the Matter Number Field or the Sub Matter Number Field to display the Matter Lookup Dialog. The Matter Lookup Dialog will also be displayed by pressing F4 when the cursor is in either the Matter Number or Sub Matter Number fields.Click on the desired Client Matter and then click on the OK button.
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Deleting Matter Information
Matter Information Records may not be deleted if:
Time Transactions exist for the Client Matter
Accounting Transactions exist for the Client Matter
The matter has an open balance
These transactions must be deleted first.
After Deleting these records find the desired Client/Matter/ Sub Matter record and press Shift+F2.
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Matter Information View Fields
| Field | Size | Description |
|---|---|---|
| Client Code | 6 Char | Code field that represents the client in the matter. |
| Matter Code | 6 Char | Code field that represents the matter. |
| Sub Matter Code | 2 Char | Code that represents the sub-matter. |
| Client Last / First Name | 50 Char | Displays the client's name in last name/ first name form when the client code is entered. |
| Full Name | 60 | The complete matter name. |
| Abbrev Name | 20 | Abbreviated form of the full name of the matter. |
| Sub-matter | 60 | The complete name of the sub matter |
| Abbrev Name | 20 | Abbreviated form of the full sub matter name. |
Fields in the Attorneys Tab page
Fields in the Law type/Jurisdiction Tab page
Fields in the Billing/Matter Status Tab Page
Fields in the Accounting Status Tab Page
Fields in the Custom Tab Page
Attorneys Tab Page
| Field | Size | Description |
|---|---|---|
| RespAttorney | 4 Char | Code field for the Responsible Attorney name |
| Reff Atty | 4 Char | Code field for the Referring Attorney name |
| Bill Atty | 4 Char | Code field for the Billing Attorney name |
| Hndl Atty 1 | 4 Char | Code field for the first Handling Attorney name |
| Hndl Atty 2 | 4 Char | Code field for the second Handling Attorney name |
| Hndl Atty 3 | 4 | Code field for the third Handling Attorney name |
| Hndl Atty 4 | 4 | Code field for the fourth Handling Attorney name |
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Billing/Matter Status Tab Page
| Field | Size | Description |
|---|---|---|
| Matter Rate | 8.2 | The hourly rate for the particular matter. |
| Date | 1 | Field for a Y or N response to whether or not the Date should be shown on the statement |
| Time | 1 | Field for a Y or N response to whether or not the Time should be shown on the statement. |
| Atty | 1 | Field for a Y or N response to whether or not the Attorney should be shown on the statement. |
| Amount | 1 | Field controlling whether or not the Amount should be shown on the statement. Valid values are as follows: |
| Y (amt) | 1 | Shows all amounts |
| S (amt) | 1 | Shows Service amounts only |
| C (amt) | 1 | Shows Cost amounts only |
| N (amt) | 1 | Do not Show Amounts |
| Block Charges | 1 | Field for a Y, N response to indicate whether or not the service charges should be blocked. |
| Interest | 1 | Field for a Y or N response to indicate whether or not interest should be charged on overdue balances. |
| Billing Type | 1 | Field for a S or D response to whether or not Services should be selected or deferred. |
| Cost Flag | 1 | Field for a S or D response to whether or not the Costs should be selected or deferred. |
| Bdgt Dollars | 8 | Money budgeted for the particular matter |
| Bdgt Hours | 6 | Time budgeted for the particular matter |
| Courtesy Adj. | 4.2 | Courtesy adjustment for the item |
| Case Status | 1 | Field requiring a response of A or I as to whether the case is active or inactive. |
| Archive | 1 | Field requiring a response of Y or N as to whether to archive the record or not. |
| Opened | Standard Date | Field for the date the case opened. |
| Closed | Standard Date | Field for the date the case closed. |
| SOL | Standard Date | Field for the Statute of limitations. |
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Law type / Juridiction Tab Page
| Field | Size | Description |
|---|---|---|
| Type of Law | 5 | Field for the Type of Law for the record. This field is sed to control the contents of the Custom Field labels. |
| Juris Code | 4 | Code for the Law Jurisdiction for the record |
| Jurisdiction | 60 | The full name of the Jurisdiction |
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Accounting Status Tab Page
| Field | Size | Description |
|---|---|---|
| Service Balance for Month | 8.2 | The total posted dollar amount of time transactions for the current month |
| Service Balance to date | 8.2 | Is the total posted dollar amount of time transactions year to date. |
| Cost balance for month | 8.2 | Is the total posted cost advances for the current month |
| Cost balance to Date | 8.2 | Is the total posted cost advances year to date. |
| Balance owed for Month | 8.2 | Is the Balance Owed for the current month. |
| Balance owed to Date | 8.2 | Is the Balance Owed year to date. |
| Trust Balance for Month | 8.2 | Is the Trust Balance for the current month |
| Trust Balance for Date | 8.2 | Is the Trust Balance year to date. |
| Trust Balance 2 for Month | 8.2 | Is the Second Trust Balance Year to date |
| Trust Balance 2 for Date | 8.2 | Is the Balance Owed for the current month. |
| Receivables Cur | 8.2 | Is the current receivables for the matter |
| Receivables 30 | 8.2 | Is the receivables for over 30 days for the matter. |
| Receivables 60 | 8.2 | Is the receivables for over 60 days for the matter |
| Receivables 90 | 8.2 | Is the receivables for over 90 days for the matter |
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Custom Tab Page
All prompts on these fields are determined by the Type of Law.
| Field | Size | Description |
|---|---|---|
| Custom Date 1 | 6 | Is a custom date field for days which the matter was handled. |
| Custom Date 2 | 6 | Is a custom date field for days which the matter was handled |
| Custom Date 3 | 6 | Is a custom date field for days which the matter was handled. |
| Custom Date 4 | 6 | Is a custom date field for days which the matter was handled |
| Custom Date 5 | 6 | Is a custom date field for days which the matter was handled. |
| Custom Date 6 | 6 | Is a custom date field for days which the matter was handled |
| Custom Date 7 | 6 | Is a custom date field for days which the matter was handled. |
| Custom Date 8 | 6 | Is a custom date field for days which the matter was handled |
| Custom Date 9 | 6 | Is a custom date field for days which the matter was handled. |
| Custom Date 10 | 6 | Is a custom date field for days which the matter was handled |
| Custom Number 1 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Number 2 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Number 3 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Number 4 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Number 5 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Number 6 | 8.2 | Is a custom field for monetary values related to the matter. |
| Custom Code 1 | 5 | Is a field for custom codes related to the matter |
| Custom Code 2 | 5 | Is a field for custom codes related to the matter |
| Custom Code 3 | 20 | Is a field for custom codes related to the matter |
| Custom Code 4 | 20 | Is a field for custom codes related to the matter |
| Custom Code 5 | 20 | Is a field for custom codes related to the matter |
| Custom Code 6 | 20 | Is a field for custom codes related to the matter |
| Custom Code 7 | 20 | Is a field for custom codes related to the matter |
| Custom Code 8 | 20 | Is a field for custom codes related to the matter |
| Notes 1 | 800 | Is a custom field for notes related to the matter |
| Notes 2 | 800 | Is a custom field for notes related to the matter |
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