Tabs3 Frequently Asked Questions

Last reviewed: 10/21/2009
Article ID: R11103

Questions & Answers

The information in this article applies to:

Summary

This article provides answers to frequently asked questions regarding the following subjects:

Frequently Asked Questions

The following is a categorized list of questions frequently asked by users regarding the Tabs3 Billing Software.

Introduction & Getting Started

I need to get Tabs3 up and running as soon as possible and I just don't have time to read the entire manual cover to cover at this time. What should I do first?
Read Chapter 1 and Chapter 2 of the Tabs3 manual. Step by step procedures to begin using Tabs3 are outlined in these chapters. Referrals to specific sections in the manual and Help are included for quick reference. The setup forms found in Appendix D of the Tabs3 manual may be helpful.
 
I'm using Tabs3 with PracticeMaster, General Ledger, Accounts Payable and Trust Accounting software. Do I need to put them all in the same directory?
Yes, this is required if you want the software to integrate. When integrating with other Tabs3 and PracticeMaster software applications, all of the applications' program files must reside in the same directory as the System Configuration program files for integration and integrated file locking to work.
 
Why is it necessary to do a Data File Integrity Check before making a backup?
Prior to making backups, you need to run the Tabs3 Data File Integrity Check program to ensure that the data you are backing up has no errors (caused by power fluctuations, hardware malfunctions, etc.). You also need to run the Archive File Integrity Check program to scan the archive files for errors.
 
What method should I use to back up my data files, and how often should a backup be made?
Some of the methods available for backing up hard disks include the Backup program that comes with Windows, tape backup systems and various commercial programs. It does not matter which program you use as long as it does the job successfully and you know how to use both functions: backing up and restoring.
 
To determine how often a backup should be made, you need to take into account any possible disaster that can occur. This includes potential problems with hardware, storage media, electrical problems, fire, flood, theft and human error. The best answer is, "Back up when you can't afford to lose the work done in Tabs3 since your last backup."
 
Your computer dealer can assist you with selecting the best backup method for your needs. A list of the Tabs3 files that need to be backed up can be found in KB Article R11237, "Version 15 Data File Names.".
 
Although Tabs3 includes a Back Up Data Files program, this should be used as a temporary backup only and does not replace a well planned back up system. The Back Up Data Files program maintains only one backup and does not give you the ability to back up onto a different drive. Therefore, if your hard drive crashes or your computer is stolen, you would have to restore from a different backup.
 
The Knowledge Base article R11213, "Backup Strategy," provides information regarding various backup strategies for Tabs3 and PracticeMaster software.
 
What is HotBackup, and how is it different from Back Up Data Files?
HotBackup is a Client Server Version software feature which allows you to back up your data files while other users continue to work in the software. This feature differs from Back Up Data Files, in that the Back Up Data Files feature is a slower, exclusive function with a 2GB file size limitation. Back Up Data Files is generally sufficient for firms who require a minimally-sized backup file. HotBackup is meant for firms who need to be able to create a fast backup that is virtually unlimited in size (limited only by the size of the backup drive). More information regarding HotBackup and how it compares to Back Up Data Files is provided in the Knowledge Base article R11193, "HotBackup Overview."
 
How do I know the backup was successful?
Periodically test your backup system by restoring the files to a different drive or computer and verifying the integrity of your data. A backup has no value if the data cannot be restored. Tape backup software and other third-party backup software typically have a "verify" or "compare" function that can be used for this purpose.
 
After starting Tabs3, the message "Duplicate User IDs were found. Do you want to reset them?" was displayed. What causes this message to be displayed?
The software allows an individual User ID to log on multiple times. If the same User ID is already logged on, this message will be displayed. Circumstances that can cause this to happen include:
 
 
 
 
The most common reason for this error message is the first reason listed - the last person who logged in with your User ID exited the software improperly.

Using & Setting Up Tabs3

Do we have to use both advances and expenses?
No, the choice is yours and you can choose to implement the usage of either at any time.
 
What is work-in-process?
Work-in-process refers to fee, cost, payment and retainer transactions that have been entered in Tabs3 but have not been final billed and updated.
 
If I don't know all of the timekeeper rates when first setting up the timekeeper file, should I wait or guess for now and change them later?
The best course of action would be to move on for now and enter the rates later. However, make sure you enter the correct rates in the timekeeper file before entering any fee transactions, otherwise you may have to edit each fee transaction's rate individually or use the Change Rates program. Changing a timekeeper rate does not affect current work-in-process transactions. Changing a timekeeper rate affects only subsequent fee transactions.
 
While setting up the timekeeper file, each timekeeper is allowed six hourly rates. Is there a way to define additional rates for a timekeeper to be used with a client?
Although only six rates can be defined, each of the six hourly rates can be updated to reflect a new rate. Additionally, each client in Tabs3 can have a fee rate table. A fee rate table is a list of timekeeper rates to be used for that client only. The rate table consists of unlimited timekeepers with one rate per timekeeper. You can add rates for one timekeeper or all timekeepers who are working on the client. When adding a fee transaction, Tabs3 checks to see if a fee rate table has been created for the client, and then checks to see if a rate has been assigned for the timekeeper. If a rate has been assigned for the timekeeper, Tabs3 uses that rate as the default billing rate. If a rate has not been assigned for the timekeeper, Tabs3 checks elsewhere for the default billing rate.
 
In addition to the six hourly rates and the rate in the fee rate table, you can also define hourly rates by timekeeper level for each client. Details regarding this feature can be found under the Hourly Billing section of Chapter 3 of the Tabs3 manual.
 
Is there an easy way to experiment with the software without affecting our data?
An easy method is to use the Trial Version with Sample Data. From the Start menu, point to Programs. Point to Tabs3 & PracticeMaster and then point to Trial Software with Sample Data. Click on the Tabs3 with Sample Data menu option. You can experiment with this data as much as you like without affecting your actual data.
 
I would like to assess a finance charge for some of my clients. How can I do this with Tabs3?
First, you must indicate that Tabs3 should assess a finance charge. On the Rates tab of Customization, select the Assess Finance Charge check box and enter the finance charge rate(s). Up to five separate finance charge rates can be defined. Then, you must specify finance charge options for each client on the Billing Options tab of the Client data entry program. Select the Assess Finance Charge check box to indicate that the client should be assessed a finance charge. The Finance Charge Rate option represents which finance charge rate you want used for the client. The Days option indicates how many days grace will be allowed before a finance charge is assessed.
 
How does the minimum finance charge work?
If you select the Bill Minimum Amount check box on the Rates tab of Customization, then the minimum finance charge will be billed if the calculated finance charge is less than the minimum finance charge amount. If Bill Minimum Amount is cleared, then the calculated finance charge will not be billed if it is less than the minimum finance charge amount. The Bill Minimum Amount check box is ignored when the minimum finance charge amount is set to 0.00, and clients will be charged the calculated finance charge amount.
 
It is illegal in our state to charge a finance charge on a past due finance charge. How do we handle this in Tabs3?
On the Rates tab of Tabs3 Customization, clear the Subject to Finance Charge check box.
 
Can I edit the archive files?
No.
 
How can I change the colors used for Tabs3?
The colors for Tabs3 are controlled by Windows. The colors in Windows can be changed via the Windows Control Panel. For Windows XP/2000, double-click the Display icon in the Control Panel and then select the Appearance tab. For Windows Vista, colors cannot be changed unless you utilize the Windows Classic theme. If this is the case, open the Windows Control Panel and double-click the Personalization icon. Select Windows Color and Appearance and click the Advanced button. From this window you can select the appropriate Items and change the colors as desired.

Billing Methods & Other Features

How is progress billing different from contingency billing?
Progress billing is used when you don't know the final billing amount but you still want to bill progressively toward that unknown amount. You can bill a fixed amount on a regular basis or only once; or you can bill a different amount each billing. Contingency billing is when a firm will perform services for the client but will be paid contingent upon a settlement. Refer to the Contingency Billing and Progress Billing sections of Chapter 3 of the Tabs3 manual for additional information regarding contingent and progress billing.
 
How does Tabs3 determine the payment allocation date?
The payment allocation date is the date that the payment is allocated to due amounts. Payment allocation can occur either 1) when a payment is entered; or 2) when a statement is updated with billed amounts for a client with unallocated payments.
 
If the payment is allocated at the time the payment is entered, the payment allocation date will be the payment transaction date.
 
If the payment is allocated later when a statement is updated, the payment allocation date will be the statement date or payment transaction date, whichever is later.
 
Keep in mind that the payment allocation date may or may not be the same as the payment transaction date. Quite often these dates are the same; however, some payments, particularly unapplied payments, are not allocated until a later date.
 
It is important to be aware that a single payment may have more than one payment allocation date associated with it.

Data Entry

When should I put a transaction on "hold"?
Any time that you would like to selectively prevent a transaction from being billed with other transactions on a statement. Putting a transaction on "hold" should be considered an exception as opposed to the rule.
 
Why would I want to enter a timekeeper number for an expense or an advance transaction?
Some firms want to track expenses such as travel or mileage for each timekeeper. When entering an expense or advance transaction, the timekeeper number will default to the Primary Timekeeper for the client.
 
If I change the rates for a timekeeper, will it also change the rates for all of the transactions that I have already entered for the timekeeper?
Changing a timekeeper's rate will not affect any previously entered fee transactions. If you want previously entered transactions to reflect a new rate, you can use the Change WIP Transactions program or edit each transaction using the Fee Entry program.
 
A timekeeper's name has changed. How can the name be changed throughout the system?
Tabs3 retrieves the timekeeper's name information from the timekeeper file. Changes made to the timekeeper file will affect all references made to that timekeeper in Tabs3, PracticeMaster and TAS. However, you will also want to change the user name for that timekeeper in System Configuration using the Rename User ID program.
 
What should we do in Tabs3 when a timekeeper leaves the firm?
If you plan on reassigning the timekeeper number to a new timekeeper, you must do one of the following:
 
  1. Move the original timekeeper number to an existing or new timekeeper number using the Renumber Timekeepers program; or
 
  1. Delete the old timekeeper record.
 
You cannot delete a timekeeper who has existing clients or fee transactions. (Note: Keep in mind that the receipt allocation information for the timekeeper number is retained. If you reuse a timekeeper number after deleting a timekeeper, any information attributed to the old timekeeper will be attributed to the new timekeeper. If possible, renumber the timekeeper before using the same timekeeper number for a new timekeeper.) You may also want to use the Reassign User ID program in System Configuration.
 
When should I make a client inactive?
A client can be changed to an inactive status at any time. The inactive status prevents you from adding any fees, expenses, advances or retainers for the client. You can, however, enter payments, fee credits, expense credits, and advance credits for inactive clients. Statements can also be printed for inactive clients. Changing a client to inactive is usually done when a file has been closed.
 
How do I make a client inactive?
On the Address tab in the Client data entry program, select the client's Inactive check box. You may also want to enter a Date Closed on the Address tab in the Client data entry program.
 
Why should I wait until the end of the year before deleting inactive clients?
When a client is deleted, all information pertaining to that client is also removed from the system. You will not be able to print a Cash Receipts Report, Accounts Receivable by Invoice Report, Receipt Allocation Report, Client Productivity Report, Client Productivity by Timekeeper Report, Client Ledger Report, or Retainers by Invoice Report for a client that you delete. You may want to wait until the end of the year to delete inactive clients so that year-to-date totals for the aforementioned reports are not affected. Keep in mind that deleted clients are not available for conflict of interest checking. Because of this, you may not want to delete clients.
 
What is the purpose of the Bill To Address option on the Billing Preferences tab of the Client data entry program?
This option allows a statement to be printed using a third party address or it can produce a duplicate statement that can be sent to a third party address. A duplicate statement uses the client's address and prints "Duplicate" on the duplicate statement. If you have selected Yes or Duplicate for this option, then the Billing Preferences tab of the Client data entry program will allow address information to be entered. Selecting No for the Bill To Address option simply produces a single statement for the client using the client's address.
 
There are five Bill Codes (i.e., 0-4) that can be assigned when entering fee or cost transactions. I understand the first four Bill Codes of 0-3; however, I do not understand how Bill Code 4 should be used.
Bill Code 4 indicates the transaction is billable and printable and will always print as a separate item when a summary Fee Format, Expense Format or Cost Format is being used for the statement template. For example, if you are using a Fee Format of "Summary," all fee transactions (including those with a Bill Code of 4) will be combined into one amount but the descriptions for transactions with a Bill Code of 4 will print as separate line items. Like other billable transactions, transactions with a Bill Code of 4 will not print on the statement if the applicable format is set to "No Fees," "No Expenses" or "No Advances."
 
How do I handle a returned check due to non-sufficient funds?
If the payment has been billed and updated, reverse the payment using the Payment Adjustment program. Specify an Adjustment Type of "Reversal." When a payment is reversed, client ledger statement records and receipt allocation records are adjusted accordingly. Also, a new client ledger record is added to the Client Ledger file. This ledger record shows the date the payment was reversed and consists of a negative payment amount. This record provides an internal audit trail of ledger activity that transpired for the client. The Cash Receipts Report includes reversed payments. You will also be given the opportunity to add a "description only" transaction (i.e., Type 4) to print on the client's statement. If the payment is still in work-in-process, you could simply delete it. However, we recommend that you process the payment (i.e., bill and update it) and then reverse the payment in order to retain an audit trail.
 
GLS Integration Note: Any GLS journal entries originally posted by the payment transaction will automatically be reversed.
 
How do we handle client refunds due to overpayments?
Use the Payment Adjustment program to handle a refund due to an overpayment. Specify an Adjustment Type of "Refund." In the Reference field, select the payment you want to refund. Specify the Date of Adjustment and the Refund Amount. Click OK to make the adjustment. You will be given the opportunity to add a "description only" transaction (i.e., Type 4) to print on the client's statement. Then, run a final statement that only includes this payment and update the statement. You can enter an optional "description only" transaction (i.e., Type 4) to notify the client of the adjustment to the account. A refund check can then be issued.
 
When are the transaction reference numbers reset?
The Reindex Files program includes a Compact Selected Files check box. When this check box is selected and the fee, cost, payment or client funds files are reindexed, the reference numbers are reset so that the first WIP transaction for each client is assigned reference number "1."

Printing

What is a bitmap file?
A bitmap is an image that is stored as a pattern of dots. Bitmap files have a file extension of .BMP and can be created using various methods.
 
How do I create a letterhead bitmap?
A bitmap file can be generated by scanning your letterhead and saving it (or converting it) to a .BMP file format. Many copy centers and desktop publishing shops provide such services for a nominal fee. If you have a scanner in your office, you may be able to do this yourself.
 
Bitmap files can also be created by various paint programs and graphics manipulation programs including Adobe Photoshop, WordPerfect Presentations, Corel Photo-Paint, Corel Draw and JASC's Paint Shop Pro to name a few. Certain low-end paint programs such as Microsoft Paint and Microsoft Paintbrush support the .BMP format; however, they do not support scaling features that make it easy to create larger bitmaps with text. For example, a letterhead bitmap that is 8 inches wide by 2 inches tall that would be printed on a 600 dpi printer would require a 4800 x 1200 pixel bitmap. Converted to inches, this bitmap would be approximately 50 inches wide with a height of 12.5 inches. Furthermore, the font size would also be enlarged. For example, text that is 9 points in size when printed looks like 60 point type on the screen. This makes it impractical to create or edit letterhead bitmaps using a low-end paint program and virtually impossible unless the paint program has a zoom-out feature (which Microsoft's Paint programs do not have).
 
Hint: Creating a letterhead in a graphics or paint program may take some time and effort particularly if you are not familiar with the tools being used. Scanning is by far an easier method to create a .BMP file from your existing letterhead. For best results, make sure you match the scanning resolution with your printer's output resolution. When using a 600 dpi printer, your monochrome bitmap can easily approach a file size of one megabyte (which didn't appear to slow down print speeds in our testing). If you hire a third party to scan or create your letterhead, you may want to have them save the bitmap file in 300 dpi, 600 dpi, and 1200 dpi resolutions to accommodate the various printer resolutions you may be using now and in the future.
 
As an alternative for firms that do not have the resources to create their own bitmap file, Software Technology, Inc. offers a scanning service that provides a letterhead bitmap file that can be used to print on Tabs3 statements. This service is provided for a nominal fee. Details can be found in Tabs3 Help under "Scanning Service."
 
Note: Statement Designer lets you create your own letterhead and allows you to include graphics files also, thus eliminating the need to provide your letterhead in bitmap format. The letterhead bitmap option has been retained as an option primarily for users who already have letterhead bitmaps.

Statements

How can I spell out the date on statements?
On the Options tab of Statement Customization, select the Spell statement date on statements check box.
 
Where does Tabs3 get the information for our firm's letterhead when printing statements?
The Statement Setup window (File | Print Setup | Statement Setup) helps determine which method is used to print the statement heading.
 
 
 
 
How can I change the terminology used on a statement?
Tabs3 allows you to select the language and terminology desired to produce customized billing statements. More than 60 lines of text headings and messages can appear on a standard Tabs3 billing statement. Each of the lines correspond to either a heading, subtotal or message line. You can change the wording of any text line, but the meaning will remain the same. You can even embed various statement dates within certain heading lines (such as the Fees heading). Uppercase or lowercase characters as well as bold, italic and underline attributes can be used. These lines can be changed on the Terminology tab of Statement Customization.
 
Can we omit statement numbers on statements?
Using statement numbers is optional. If you do not want to use this option, enter an "*" as the first character in Line 58 (Statement No:) on the Terminology tab of Statement Customization.
 
How can we exclude the Client ID from a statement?
If an "*" is entered as the first (and only) character in Line 1 (Account No:) on the Terminology tab of Statement Customization, the Client ID will not print.
 
How can we get the contact name to print before the client name on statements?
The contact name will normally print after a blank line following the client address (City, State & Zip Code) lines. If you want the contact name to print before the client name, you should enter a "+" in the first character position of the "Attn:" description in Line 2 on the Terminology tab of Statement Customization.
 
How can we exclude a client's Work Description from a statement?
Enter an "*" in the first character position of the client's Work Description field on the Address tab of the Client data entry program.
 
Can we print the Previous Balance line at the end of a statement instead of at the beginning of a statement?
Yes. You can print the Previous Balance line either immediately before or after the Total Current Work line. This option is set on the Options tab in Statement Customization. Set the Previous Balance Position option to After Fees and Costs or After Total Current Work.
 
How can I prevent the previous balance from printing on statements?
The previous balance can be suppressed by changing the Statement Type option on the General tab of a statement template. If the Statement Type option is set to Invoice Format, the previous balance as well as payments and credits will not print on the statement. However, payments will print in the Client Funds section of the statement when using the invoice format. (Note: If you want to include credits on invoice format statements, select the Print credits on invoice format statements check box on the Options tab of Statement Customization. If you want to include finance charge on the invoice format statements, select the Print finance charge on invoice format statements check box on the Options tab of Statement Customization.)
 
How can we put messages at the end of our statements?
Tabs3 allows you to define messages at the system level, at the statement template level and at the client level. The system level message can be added on the Headings tab of Statement Customization. Up to 250 characters of text can be entered on this tab to print at the end of all billing statements. Template notes can optionally be set up for each statement template. Unique text can be entered for each client in the Ending Statement Notes field on the Statement Options tab of the Client data entry program. Global text items can also be added to custom page layouts created by the Statement Designer.
 
How can I eliminate the Fees heading on a statement?
Blank out line 9 on the Terminology tab of Statement Customization. You may also want to blank out line 25 for the Expenses heading and line 27 for the Advances heading.
 
How can I include the payment cut-off date in the optional Payments heading on a statement?
Enter the date code of "\E" in the desired position on line 32 of the Terminology tab in Statement Customization.
 
How can I print one total for costs on statements instead of a total for expenses and a total for advances?
This option is set on the Terminology tab of Tabs3 Customization. If Line 28 (Total Advances) has only an asterisk (it must be in the first character position), then the expenses and advances will be combined on a statement under the heading specified for the Total Expenses line (Line 26). Even when expenses and advances are combined on a statement, their individual totals are maintained internally when updated to accounts receivable. If you are printing cover statements or billing history, expenses and advances will also be combined. Tabs3 uses the formatting options for expenses when combining expenses and advances on statements.
 
How can I print the hours for non-billable transactions on my statements?
The Print Non-billable Hours option on the Options tab of Statement Customization can be set to No, Printable Only or Both Printable and Non-printable. If the statement templates are set up to show hours for each fee transaction, then the non-billable hours will also print on the statement but will not be included in the total hours. However, a separate line with the total non-billable hours will print if the statement template's Total Non-billable Hours check box is selected and the statement template shows total hours. If Printable Only is selected, then only non-billable/printable transactions will be included in the total. If Both Printable and Non-printable is selected, then both non-billable/printable and non-billable/non-printable transactions will be included in the total.
 
How can we show a courtesy discount on statements?
This option can be set up on a client by client basis by setting the Discount Type option on the Billing Options tab of the Client data entry program to either Percentage or Amount. The Percentage option is used to calculate the discount based on a percentage of the fees shown on a statement and the Amount option is used to discount a specified amount. For one-time discounts, you can select the Reset Courtesy Discount to None After Statement Updated check box so that the discount option will be reset after the statement is updated. The Courtesy Discount is calculated at the time the statement is printed and will not exceed the amount of fees billed on a statement. The Courtesy Discount can be printed in one of three positions on a statement. The position is specified on the Options tab of Statement Customization.
 
My client would like his statement sent to a different address for billing purposes. How can I do this in Tabs3?
To accomplish this, set the client's Bill To Address option to Yes on the Billing Preferences tab of the Client data entry program. When this option is enabled, you can enter up to five lines of address information on the Billing Preferences tab to print in place of the client's name and address information when a statement is printed.
 
We have a client named "Dakota Advertising/Marketing". When we print a statement for this client, the client's name prints "Marketing Dakota Advertising" because Tabs3 thinks that "Dakota Advertising" is the client's last name. How can we fix this?
Insert a forward slash character in the first character position of the client's Name field (i.e., "/Dakota Advertising/Marketing"). The client name will then print correctly. The client's Name Search field should be left as "Dakota Advertising/Marketing". Using a forward slash character in the first character position tells Tabs3 to not swap the portions like it normally does for Last Name/First Name.
 
How can I print a statement that combines all of the files for a client into one statement?
This is accomplished by selecting the Combine Files check box on the Statement Options tab of the Client data entry program. This check box must be selected for all files for the client. When this option is selected, all files will print on one statement followed by a grand total balance due after the last file's balance due. You can specify a page break or how many blank lines you want printed between files on the Options tab of Statement Customization.
 
Why would I use beginning transaction cut-off dates when running statements?
When you want all work-in-process for a client to be billed, it is not necessary to use a beginning date for statements. However, you may not want statements for progress and contingency clients to include all fees every month. You may want to send an informational statement that shows what work has been performed for a specified time range without actually billing the work. In order to prevent transactions from the previous statements from appearing again on the next statement, you must specify a beginning date.
 
How can I print quarterly statements for a select group of clients?
This can be accomplished by setting up a special billing frequency, and then assigning this billing frequency to the clients who are to be billed quarterly. For example, using the Billing Frequency program, you could set up a billing frequency with a Billing Frequency ID of "quarter" and a description of "Quarterly Billing Clients." This billing frequency would then be assigned to each quarterly billing client on the Setup tab of the client data entry program. When printing statements, you can select to generate statements for this specific frequency.
 
If you bill one group of clients in Jan., April, July and Oct.; a second group of clients in Feb., May, Aug. and Nov.; and a third group of clients in March, June, Sept. and Dec., then you need to set up three different billing frequencies, such as "quarter1," "quarter2" and "quarter3."
 
How can I send a "reminder" statement to clients who have a past due balance?
When running statements, the Options tab includes a Reminder Statement check box. If all you want is a reminder statement without billing any other work, select this check box. You will then be able to specify a date for the Clients with no Statement Since option. If you accept the default date of MM/DD/YYYY, all clients with a previous balance will be included. You will also be able to specify whether you want a detail or summary reminder statement. The detail reminder statement includes a summary of the amounts outstanding for each statement with an amount due. The summary reminder statement includes just the total balance due for all statements.
 
You may want to change the Statement Type to Statement Format for this run of statements. This will use a statement format for all clients regardless of whether their statement template is set up with a Statement Type of Invoice Format or Statement Format. (See the next question for details on how to change a statement template option for a single statement run.)
 
Is there a way to change a template option for a single run of statements?
Sure. To change an option for a single statement run, click the Template Options button on the Options tab of the Statement window. A Statement Template Options window will be displayed with all of the options dimmed. Select the tab that includes the option you want to change, and then click the Select Option button. Select the option you want to change and click OK. This option will now be available to change. After selecting the desired option, click OK in the Statement Template Options window and run your statements. You can also override the entire statement template with another template by clicking the Select Template button.
 
I do not want to generate statements for clients whose total fees in work-in-process are less than $20.00. How can I do this in Tabs3?
Tabs3 allows you to specify threshold billing amounts at the client level and when running statements. If you have only a few clients who should not be billed unless their fees exceed $20, then set these clients up with threshold amounts on the Billing Options tab of the client data entry program. Minimum amounts can be specified for fees, expenses and advances. If the $20 fee threshold applies to all clients, you can specify threshold billing amounts on the Options tab of the Statements program.
 
Why isn't my statement printing?

Check the following:

Try previewing the statement to ensure the problem is not caused by a printer communication problem. If the message "Nothing Printed" is shown in the Preview window as well, proceed with the following.

Open the client data entry program. Click the Billing Preferences tab and check the following:

Make sure the client's Release to Bill check box is selected. A statement cannot be printed for the client unless this check box is selected.
 
Determine if the client's Progress Billing check box is selected. When this check box is selected and the client uses a statement template with a Fee Format of Standard, only Type 6 (progress billing) transaction codes can print on the statement thereby preventing other fee transactions from being included.

On the Billing Options tab of the client data entry program, determine if any threshold amounts have been assigned to the client.

On the Statement Options tab of the client data entry program, determine which statement templates are assigned to the client. If the templates are not the same for the Draft Template and the Final Template, determine whether a draft or final statement was being run. Make sure the statement template assigned to the client is set up to include fees and costs. You can right-click to access the statement template; or, you can use the following menus: Statements | Statement Setup | Statement Templates.

Open the Generate Statements window and check the following:

Check the dates specified on the Transactions tab of the Generate Statements program. Also check the timekeepers, tcodes, categories and cost types specified on this tab.
 
Check if any threshold amounts have been specified on the Options tab of the Generate Statements program.
 
On the Options tab, click the Template Options button and check whether any options have been selected. If so, these options override the options specified for the statement template.
 
Check the Client ID specified on the Client tab of the Generate Statements program. Check if any other information on the Client tab has been specified thus causing the client to not be selected.

Open the Fee, Cost or Payment data entry program and check the following:

Verify that the transactions do not have a Status of Hold.
 
Verify that the fee and cost transactions do not have a Bill Code of "1" (non-billable/non-printable) or "3" (billable/non-printable).
 
If the client's Progress Billing check box is not selected, verify that the fee transactions are not all Type 6 transactions. 

Check whether a report definition was used. In some situations, a report definition may have been assigned to the Generate Statements program. To check this, from the Generate Statements window, click the Save button shown on the right side of the window to open the Save Report Definition dialog box. If a report definition is shown, uncheck the Make this definition the default check box. Click OK to save the change. Close the Generate Statements program. Then, open the Generate Statements window and try the statement again.

 
I want to run a statement that will bill fees only - I don't want to bill expenses or advances. How can I do this?
There are a couple of ways to do this. If you want to suppress the expenses and advances for just one month, clear the Expenses and Advances check boxes on the Transactions tab of the Statements window when you run the final statement. If you want to suppress the expenses and advances for several months, you may want to consider changing the statement template assigned to this client. On the Cost/Payment Format tab of the statement template, change the Expense Format option to No Expenses and change the Advance Format option to No Advances.
 
How can I prevent certain portions of a fee or cost transaction description from appearing on the statement?
You can designate any part of a transaction description as a statement comment. To do this, simply highlight the text that should not be included on the statement, and then select Statement Comment from the Edit menu (or press Ctrl+H). Statement comments will not print on statements; however, they will print on reports (i.e., Verification Lists, Detail Work-In-Process Report and Detail Transaction File List).
 
Why does the "Release To Bill" check box in the client data entry program get cleared each month after I update statements?
The Bill On Demand check box in the client data entry program must be selected. Since "bill on demand" clients will be billed only one time, the Release To Bill check box is automatically cleared once a final statement is updated. Clear the Bill On Demand check box if you want to prevent this from occurring again. You might want to take a look at the default for the Bill On Demand check box on the Client Defaults tab of Tabs3 Customization. Change it so that it is cleared to prevent this from happening to new clients.
We want the timekeeper's hourly rate to be displayed next to each transaction along with the number of hours and amount. How can we do this?
This can be set up on the Fee Format tab of the statement template. Select a Fee Format of Standard, and then select the Rate and Description check boxes. Next, select Detail from the drop-down list for both the Hours and Amount options.
 
The FDIC/RTC Billing Guide requires a fee recapitulation that includes each individual's name, title, hours billed, hourly rate and total fees billed. How can we do this in Tabs3?
On the Fee Format tab of the client's statement template, select a Fee Recap of Timekeeper. In the Include box for the fee recap, select the Timekeeper, Level Description and Total check boxes. Then, from the Rate drop-down list, select Individual Rate if you want each rate for each timekeeper listed or select Average Hourly if you want an average hourly rate listed for each timekeeper.
 
I need to be able to create a "shopping list" of the clients for whom I want statements printed. How can I do this in Tabs3?
When using the Statements program, click the Multiple button on the Client tab to open a window that allows you to select multiple numeric ranges of clients. Enter the beginning and ending Client IDs as desired.
 
After printing statements, I printed the Statement Run Totals and compared the total to my calculator tape. Why aren't these figures equal?
If you are using the Statement Format, make sure your manual tape does not include previous balance and payments. Run the manual tape based on the Total Current Work figure.
 
Can final statements be run more than once?
Final statements can be run as many times as desired. However, once the Update Statements program is run, all transactions that were on the last final statements will be removed from work-in-process and updated to accounts receivable.
 
When and how often should the Update Statements program be run?
The Update Statements program can be run any number of times during your monthly billing cycle; however, it must be run at least once during the month. Statements should be updated only after they have been finalized. If changes need to be made once a statement is updated, you must use one of the Undo Updated Statement programs or restore from a backup. Since the Update Statements program is such a critical "turning point" in the status of the Tabs3 data files, you should be making a backup before it is run. If desired, you can print a Pre-Update Statements Report before updating statements to determine which clients will be updated and the amounts.
 
How can I reprint a statement after it has been updated?
You can use one of the Reprint Updated Statement programs to get a copy of the original statement. These programs will recreate the original statement based on the statement record in the client ledger file and the archived transactions. However, if you want to make changes to the original statement, you may want to consider using one of the Undo Updated Statement programs. These programs will reverse the updating process and move the transactions from the archive file to the work-in-process files. You can then make any changes to these transactions or add additional transactions as desired. Finally, reprint a new statement and update the statement. If you decide to undo an updated statement from a previous period and then rebill and re-update it, you should keep in mind how the productivity figures will be affected.  Undo Updated Statements was changed with Version 14, and only the most recently updated statement can be undone.

Reports

Do I need to keep the Fee and Cost/Payment Verification Lists I print?
Verification Lists are an optional feature allowing you to verify what was entered during a data entry session. It is not required that these lists be printed or saved. Unless you are sure you don't need these lists, we recommend that you print the lists and save them for a short period of time (two months for example). If your firm does not use data entry verification lists at all, you can disable them by clearing the options in the Verification Lists box on the Main tab of Tabs3 Customization.
 
Which reports include reference numbers for work-in-process transactions?
The Verification Lists and Detail Work-In-Process Report include reference numbers. Reference numbers can optionally be included on draft statements, the Transaction File List and the Task Code Billing Report.  Reference numbers for payments are also included on the Allocated Payments Report and Unallocated Payments Reports and can optionally be included on the Cash Receipts Report.
 
What options are available to us if we want reports customized for our firm?
Many report options are available in the Tabs3 software. But, if you find that your needs are more specific than those offered in any one report, you may want to investigate our Tabs3 Report Writer. The Report Writer allows you to define custom reports. A no-risk trial version is available on the CD. As another option, if you have a word processing program, you have the ability to save any Tabs3 report to a file, retrieve that file in word processing and edit the file as desired. Additionally, Tabs3 data files are "ODBC capable." By obtaining an ODBC driver, you can use a third-party report generator to create custom reports. Contact the reseller from which you purchased the software or Software Technology, Inc. for more information.
 
We are always open to suggestions regarding new and existing reports and software features. Please feel free to send your requests to us, ATTN: Research & Development or to wishlist@tabs3.com for consideration as future enhancements.
 
Our firm has an attorney who is allocated receipts as a working timekeeper, an originating timekeeper, and as a primary timekeeper. How can I get total receipt allocations by client for this attorney?
Run a Receipt Allocation Report. On the Options tab, select Detail and select the Include Fee Compensation Amounts check box. Under the Only Clients for Working Timekeeper section, make sure the Include Expenses, Advances, Finance Charge and all Timekeeper Information check box is cleared. On the Format tab, clear the Include Current Amount Due check box. On the Sort tab, select Working Timekeeper. If desired, you can designate that timekeeper as the beginning and ending timekeeper so as to exclude clients that do not have payment allocations for that timekeeper. 

Month-End/Year-End

When should I run the Receipt Allocation Report?
The Receipt Allocation Report can be run any time. The Receipt Allocation Report was changed with Version 14 to be a date-based report, and no longer needs to be run before closing each month.
 
Does Tabs3 allocate payments to the timekeeper who did the work or to the timekeeper who is in charge of the client?
Tabs3 gives you the flexibility to allocate payments either way or a combination of both. If the Fee Compensation Rules on the Setup tab of the Client Information program are not defined, then Tabs3 allocates payments to the timekeepers who did the work. If Fee Compensation Rules are defined, payments will be allocated using these rules, with any remaining amount proportionately allocated to the timekeepers who did the work.
 
Must I print all of the productivity reports at month-end?
The productivity and management reports do not have to be run every month. They can be used as aids in management and growth decisions. It is up to you to print reports that are useful to your firm as needed. However, the year-to-date totals for the Timekeeper Productivity Report, Category Productivity Report, Productivity Report by Category for each Timekeeper, and Productivity Report by Tcode for each Timekeeper are reset to zero when the last month of the reporting year is closed, so running these reports before advancing the current reporting month is recommended. Additional information about the year-to-date totals can be found in KB Article R11146, "Tabs3 Year-End Overview."
 
Within a single monthly billing period, what things must I do to keep Tabs3 productivity and management reports up to date?
Productivity and management reports are kept up to date by running final statements and updating those statements to accounts receivable and the productivity reports using the Update Statements program. In order to keep monthly totals accurate, the reports must be cleared at the end of each month using the Advance Current Reporting Month program.
The General System Flow found under the Tabs3 System Flow section of Chapter 2 of the Tabs3 manual provides a suggested list of monthly functions and procedures.
 
How do I advance the current reporting month to the next month?
The current reporting month is advanced to the next reporting month when you run the Advance Current Reporting Month program. You cannot edit the current reporting month; it is maintained internally by Tabs3.
 
What does advancing the current reporting month actually do to my data files?
The MTD columns (and YTD columns if it is the last month in your fiscal year) are reset to zero on the Productivity reports. When YTD totals are being cleared, the totals on the Timekeeper and Category Productivity Reports as well as the Productivity Report by Category For Each Timekeeper and the Productivity Report by Transaction Code for Each Timekeeper are also reset to zero.
 
Is it okay to begin entering the current month's transactions before doing the prior month's month-end processing?
Yes, as long as you do not update any statements for the current month before you have finished the prior month's month-end processing. Should you happen to update statements for the current month before you have cleared totals for the prior month, then those statements will be included with the prior month's productivity.
 
What if I forget to advance the current reporting month for one month?
If you have not updated any new statements since that month, go ahead and close the month now. If you have already updated statements without closing last month, the monthly productivity totals on your Productivity Report by Category for Each Timekeeper, Productivity Report by Transaction Code for Each Timekeeper, Timekeeper Productivity Report and Category Productivity Report will include last month's and the current month's figures combined. However, the Worked portion of the Timekeeper Productivity and Category Productivity Reports will be accurate if it is not the last month of your reporting year. If it is the last month of your reporting year and you have updated statements with transactions for the following year, the Worked section will not include the transactions for the following year.
 
You have three options:
 
I accidentally advanced the current reporting month twice in the same month. I have entered a considerable amount of information since closing the month. What should I do to correct this?
The Advance Current Reporting Month program increments your current reporting month; therefore, your current reporting month is probably not correct. When you update statements, the productivity will go into the Tabs3 current month and year.
 
You have two options:
 
What happens if we never advance the current reporting month?
The MTD (month-to-date) and YTD (year-to-date) figures on the following reports will be the same: Timekeeper Productivity Report, Category Productivity Report, Productivity Report by Category For Each Timekeeper and Productivity Report by Transaction Code for Each Timekeeper.
 
How does Tabs3 know when to clear year-to-date totals?
When Tabs3 was set up, the beginning reporting month for your firm was defined on the Main tab of Customization. Tabs3 knows to automatically clear year-to-date totals when you clear the twelfth month from your beginning reporting month.
 
The person who ran Tabs3 is no longer with our firm. How can I determine if the Advance Current Reporting Month program was run for our last month of billing?
Select About Tabs3 from the Help menu. The current reporting month will be included in this window. If the current reporting month shown is last month, then the Advance Current Reporting Month program was not run for the last month of billing.
 
You can also view the Support Log, which tracks when the Advance Current Reporting Month program was run. To see this information, select View | Log Files | Support Log. The log file also tracks various other information.

Integration

Is it better to set up all of our software in the same directory or different directories? Do you recommend storing the program files in one directory and the data files in another?
The program and data files for all systems must reside in the same directory as the System Configuration program files. The exceptions to this pertain to General Ledger (GLS) and PracticeMaster data files. In GLS, the data for each client (i.e., set of books) resides in a subfolder of the program directory. In PracticeMaster, the PracticeMaster data files reside in subdirectories below the PracticeMaster program directory.
 
If we have other Tabs3 software modules, are the modules required to integrate with each other?
All Tabs3 modules are designed to be run separately or integrated with each other. It is perfectly acceptable to integrate some modules while having other modules run independently.
 
Tabs3 and PracticeMaster Note: Tabs3 and PracticeMaster are automatically integrated if they are located in the same directory.
 
Does my client number format have to be the same on all of my other systems?
The client number format must be the same in all integrated systems. Tabs3, Trust Accounting and PracticeMaster must have the same Key Type and Decimal Places when integrating.
 
The Account Number Format in the General Ledger Software can be different because it refers to the length and format of the account number instead of the client number. Likewise, the Key Length in the Accounts Payable Software can be different because it refers to the vendor number format.
 
I understand that cost transactions and payments can be posted to the General Ledger Software (GLS). How do we post fees to GLS?
Fees can be posted to the General Ledger Software at month-end as manual journal entries using the Journal Entry program in GLS. The figures for fees received that need to be posted can be found on the Tabs3 Receipt Allocation Report.
 
Our Tabs3 system integrates with GLS. Normally, when I make a cost entry, the journal entries are created automatically. But, sometimes, the GLS Journal Entry window displays, allowing me to enter the journal entry information. Why isn't the GLS Journal Entry window always displayed?
The GLS Journal Entry window can be displayed if either a Debit account, Credit account or both are not specified for a tcode in the GLS Accounts Table. To correct this, open the GLS Integration Setup tab of the Tab3 Miscellaneous Data Entry program. Click the Cost Entry Accounts button under Cost Entries, then locate the tcode of the transaction you were saving. Enter the correct Debit and Credit accounts. The next time a transaction is saved, the journal entries will be created automatically.
 
Does information imported from data capture devices integrate with GLS?
General Ledger journal entries can be created if you have configured Tabs3 for automatic posting in Tabs3 Customization and you select the Import Cost Totals Only check box when you run the Merge Data Capture Transactions program.  Journal entries will only be created automatically in this manner if the transaction code used is configured to integrate with GLS, and has both debit and credit General Ledger account numbers configured.
 
We only want certain expense and advance transactions to integrate with GLS. How can I prevent the GLS integration window from displaying when entering expense transactions?
Using the GLS Integration Setup tab in the Miscellaneous Data Entry program (Maintenance | Integration | GLS Integration Setup), clear the mappings for the expense or advance transaction codes that you do not want integrated.
 
How do GLS, APS and Tabs3 integrate together?
When an invoice or manual check is entered in APS, you are prompted to also enter the GLS journal entry information and the Tabs3 cost transaction(s). The cost transactions are posted to the Tabs3 client immediately, whereas the GLS journal entries are posted to GLS when the APS Post Checks or APS Post Unpaid Invoices program is run.
 
If I am integrated with TAS, do I have to add the client to Tabs3 before I can make the initial deposit into TAS?
No. Tabs3 client information and TAS trust account information is stored in a shared data file. Therefore, when a client is added in Tabs3, the client will automatically appear as a trust account in TAS, and vice versa.
 
When we print client statements, the Trust activity and balance is not included on the statement. Why?
Make sure that the Integrate with Tabs3 Trust Accounting check box on the Other Systems tab of Tabs3 Customization is selected. Make sure that the client's Trust Integration option on the Statement Options tab of the Client data entry program is set to Detail or Summary. If the trust account has a zero balance and no trust activity from the client's last statement date through the current statement date has occurred, then no trust account information is printed unless a message is printed to remit an amount for the trust account. If the client is set up for summary trust integration, no information is printed whenever the balance is zero unless a message is printed to remit an amount for the trust account.
 
When I delete a client in Tabs3, is it deleted in PM also?
Yes. Tabs3 and PracticeMaster mirror the client file. Therefore when a client is deleted in Tabs3, it is also deleted in PracticeMaster, and vice versa.
 
The timekeepers in our firm want to enter their own fee entries on their own computer in their office. How can this be done since we are not using a network?
This situation is exactly why Tabs3 Remote was designed. By using Tabs3 Remote, remote terminals can enter fee and cost entries. Periodically, these data files are then transferred to the Tabs3 computer and merged into Tabs3 by running Tabs3's Merge Tabs3 Remote Data program. Tabs3 also has a program that allows you to create validation files for the remote terminals to verify the data being entered. Verification of entries also occurs automatically when the data is merged into Tabs3. Contact the reseller from which you purchased the software or Software Technology, Inc. for additional information regarding Tabs3 Remote.

Maintenance & Utilities

We want to begin assessing a finance charge for all of our clients. Do we need to change the finance charge for each client individually or is there an easy way to change the finance charge options for all clients at once?
The Change Client Options program can be used to do this. This program allows you to change various options in the client file for a range of clients.
 
We've just discovered that the wrong month was entered for the first month of the reporting year when Tabs3 was first configured. How can we change this?
The first month of your reporting year can only be changed by using the Change Beginning Reporting Month program. If you have not updated statements yet, no loss of productivity will occur. However, if you have updated statements, you may lose some of your productivity figures.
 
A new employee entered an entire month's fee transactions with Hold in the Status field. How can we fix this?
Use the Change WIP Transactions program to change the Status field for a selected range of transactions.
 
Is it okay to stop the Data File Integrity Check before it ends?
Yes. If errors are detected prior to stopping the program, you will be given the option of generating an Error Report for the errors that were found prior to aborting.
 
How often should we run the Archive File Integrity Check program?
It is not critical that you run the Archive File Integrity Check program as often as you run the Data File Integrity Check program. Unlike the regular Tabs3 data files, the archive files are written to only when the Update Statements program is run (or if you run the Purge Archive Data (Version 12 and prior), Undo Single Updated Statement, Undo Multiple Updated Statements, Payment Adjustment or Transfer A/R and Transactions programs). Depending on the size of the archive files, it may take quite awhile for this program to run. If you run the Update Statements program only once a month, running the Archive Data File Integrity Check program once a month should be sufficient. It is up to your firm to determine a comfort level of how often this program should be run. (Note: Make sure you run this program if you experience problems with your hard drive.)
 

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