Tabs3 Trust Accounting (TAS) Frequently Asked Questions

Last reviewed: 12/19/2011
Article ID: R11106

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 Trust Accounting (TAS) Software.

Introduction & Getting Started

I need to get TAS 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 TAS manual. Step by step procedures to begin using TAS are outlined in these chapters. Referrals to specific sections in the manual and Help are included for quick reference.
 
I'm using TAS with Tabs3 and GLS. Should I put them all in the same directory?
Yes, this is required if you want the software to integrate. When integrating with other Tabs3 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. Data files and program files for all systems are stored in the same directory.
 
Why is it necessary to run a Data File Integrity Check before making a backup?
Prior to making backups, you should run the TAS Data File Integrity Check program to ensure that the data you are backing up has no errors (caused by power fluctuations, hardware malfunctions, etc.).
 
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 software 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 TAS since your last backup."
 
Your computer dealer can assist you with selecting the best backup method for your needs. A list of the TAS files that need to be backed up can be found beginning in Chapter 1 of the TAS manual.
 
Although TAS 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 Platinum 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.

Using & Setting Up TAS

What is the Decimal Places field used for and how can it be changed?
The Decimal Places field is used to determine the format of your trust account numbering system and is defined in TAS Customization. Trust IDs allow numeric characters only. All Trust IDs can have a maximum of 12 characters including an optional decimal point. The portion of the Trust ID to the right of the decimal represents an individual file for the trust account. The Decimal Places field determines the number of digits allowed to the right of the decimal in the Trust ID. The default value of the Decimal Places field is 2.
 
Once the Decimal Places field has been defined in TAS Customization, it can only be changed using the Change Key Type program.
 
How can I change the colors used for TAS?
The colors for TAS 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, right-click the Windows Desktop and select Personalize. 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.

Data Entry

Our trust bank account accrues interest and incurs bank charges. How do I deposit or withdraw money from the bank account without affecting any of my trust accounts?
Set up a new trust account for each bank account and call it the "Administrative Account". When you need to enter these types of transactions without affecting any of the other trust account balances, enter the transactions using the Administrative Trust Account for the bank account.
 
I have a client who has several trust accounts. I am trying to move some money from one account to another. How can I do this without using a check?
Use Electronic Funds Transfer (EFT) transactions. You can add an EFT for the amount you want to transfer using the account from which you want to transfer the money. You can then add a negative EFT to add the money to the other trust account. If you were to use a deposit instead of a negative EFT, then the total of the deposit transactions would not match the total deposits on the bank statement.
 
Our client sent in a check that he wants distributed between two of his trust accounts. How can we do this so that we can maintain an audit trail of the original check amount and how it was distributed?
Enter the deposit on the main trust account belonging to the client. This deposit records the original payment amount. On the same trust account, enter an EFT (Electronic Funds Transfer) for the amount that should be transferred to the second trust account. In the Description field, enter the trust account to which the funds are being transferred. On the trust account that is receiving the funds, enter an EFT with a negative amount and a note in the Description field indicating the trust account from which the funds are being received. The negative EFT will add the amount to the account balance for that trust account. If you were to use a deposit instead of a negative EFT for the receiving account, then the total of the deposit transactions would not match the total deposits on the bank statement.
 
A client made a deposit to his Trust Account. The check was returned from the bank due to non-sufficient funds. How can we keep the deposit entry and show the returned check?
Enter a negative deposit transaction. Alternatively, enter an Electronic Funds Transfer (EFT) for the amount of the returned check. The Payee Name should be the firm's name (not "FIRM" but the actual firm name). Either method will work the same - it only depends on how you want the transaction shown on reports.
 
One of our payees has changed their company name. I don't want to add the new name as a new payee. Is there a way I can change the company's name?
Yes. Use the Rename Payee program. You will be prompted to enter the payee name that you want to change and the name you want it changed to. If you want the payee's name changed for existing transactions, select the Modify existing transactions check box. Make a temporary backup before running this program.
 
I entered information for a check and later discovered that the check had been entered with an incorrect payee and address. When I try to retrieve the transaction to edit it, the payee information is dimmed and cannot be accessed. How can I edit those fields?
Only the Description, Memo, and Save/Purge fields can be changed on trust transactions with a check number greater than zero. TAS is intentionally designed this way in order to leave an audit trail. To fix this, void the check using the Void Checks program and then add the transaction again using the correct payee name and address. If you want to delete the resulting voided entry, retrieve the entry in the Trust Transactions program and click the Delete button. The voided check entry will still remain on the Voided Check List until the Purge Trust Transactions program has been run.
 
I used the same check number for two checks from the same trust account. I attempted to fix the mistake by voiding the first check and re-entering it with the correct check number. When I printed the Check Register By Check Number, both of the original checks show as being voided. Why?
When a check is voided, all checks with that check number for that trust account are voided. To correct this situation, you can re-enter the second check with the original check number. When you reprint the Check Register By Check Number, there will be three checks with the same check number; two checks will show as voided with zero amounts and the third check will have the correct amount.
 
There are instances when it would be convenient to enter a check transaction even if the funds are not yet available. How can we do this?
The bank account you are working with may not be configured to allow negative balances. You can change this by retrieving the specified bank account using the Bank Account program and selecting the Allow Negative Trust Balance check box. Some bar associations prohibit negative balances in trust accounts.

PRINTING

How can I move the payee information on a printed check to align inside our window envelope?
From the File menu, select the Print Setup option and then click the Page Setup button. You can edit the margins used by the selected printer in this window. Keep in mind that if you also use this printer for reports, the changes made here will also affect your reports. You may want to consider setting up a special printer for checks. (See Printers: Setting Up Additional Windows Printers in the TAS Help for details).
 
If you are not using the window envelopes from Nelco Solutions, changing margins and offsets so the check fits a non-recommended envelope can cause alignment issues with other areas of the check, therefore making it impossible to use your particular brand of window envelope. Checks printed on Nelco checks will fit in Nelco window envelopes.

CHECKS

We need to order checks for TAS. Do we have to use your recommended check supplier?
TAS checks were designed to be printed on check forms from Nelco Solutions. A brochure from Nelco is included with your TAS manual. If you do not want to use our recommended check supplier, print a check test pattern to give to your supplier. You may want to provide a copy of the sample printed check from the Sample Reports section of the TAS manual as well. However, it may be more costly for your supplier to develop a custom check form rather than ordering from Nelco.
 
We print our checks on a printer in another room. What is the easiest way to find out the last check number used besides looking at the printed checks?
Whenever checks are printed, the last check number used is saved in the bank account file. You can find the last check number used by retrieving the bank account record using the Bank Account program. The next time the Print Checks program is used, the default check number will be the last check number used plus one, which should match the next check form in your printer (provided they haven't been tampered with).
 
Is there a way to print the Trust ID on the check stub?
Yes, the Trust ID can be printed on the check stub. Select the Print Trust ID on Check Stub check box in the TAS Check Printer Setup window.
 
Is there a way to print the trust account name on the check?
Yes, the trust account name can be printed on the check. Select the Print Trust Account Name on Checks check box in the TAS Check Printer Setup window.
 
We printed checks using checks for the wrong bank account. How can we correct this?
Use the Void Checks program to void the check transactions. Then reenter the transactions using the Trust Transactions program (leaving the Check # field at "0"). Finally, reprint the range of checks on the correct check forms.
 
Is there a way to select more than one range of trust accounts when printing checks?
Yes. The Multiple button on the Trust Accounts tab can be used to select multiple numeric ranges of trust accounts. After clicking the Multiple button, a Ranges window will be displayed. Enter beginning and ending Trust IDs as desired. Up to 50 ranges can be specified. Ranges do not have to be in any order and can be "nested."
 
I need to keep track of every check number in sequential order. However, if I use a pre-numbered check for a test pattern before printing checks, how will TAS know that this check number must be voided?
If you are using pre-numbered checks and the Check Numbers Preprinted on Check check box is selected in the TAS Check Printer Setup window, TAS will automatically void the checks used for printing test patterns. These automatically voided checks will be included on the Check Register By Check Number and Voided Check List.
 
When would I enter a specific check number on a check transaction?
When you issue checks that are not printed by TAS (i.e., when you write a check by hand, type it on a typewriter or give a blank check to an attorney for unknown costs).
 
How will GLS be affected if I void an April check in May?
If you are integrated with GLS when voiding a check, the reversing journal entries that are posted to GLS use the original date of the check transaction. In this example, the reversing entries will be dated in April.
 
Can we use the Bank Account Reconciliation program for more than one checking account?
Yes, the reconciliation program can be used for multiple bank accounts. When the reconciliation is started you are prompted to enter the bank account range you want to reconcile.
 
Can I exit the Bank Account Reconciliation program without finishing the reconciliation?
Yes, you can exit the reconciliation and come back and finish it at a later time. When you exit the reconciliation, you will be asked if you want to save your work. If you elect to save your work, the checks, deposits and EFTs that have been marked as reconciled will still be marked when you restart the reconciliation. The beginning and ending balances will also be saved. If you begin the reconciliation for another bank account before restarting the reconciliation for the original account, you will need to reenter the beginning and ending statement balances when you restart the reconciliation for the original account.
 
I am in the process of doing the Bank Account Reconciliation and noticed that I accidentally specified the same check number for two checks that were from the same trust account. How can I correct this, and will my reconciliation be affected?
In order to correct this situation, you will need to use the Void Checks program to void the check number that was used for the duplicate check. When the duplicate number is voided, it will void both checks that were assigned that number. The check transactions can then be reentered with the correct check numbers. Once you have reentered the checks, continue the current Bank Account Reconciliation. The reconciliation will now reflect the two separate checks.
 
I added several check transactions using the Trust Transactions program. When I went to print the checks for these transactions, the checks did not print. My printer is connected properly to my computer, it is online and has checks loaded in the bin. I know that I selected the correct ranges of bank accounts, trust accounts, attorneys and dates. Why won't the checks print?
When the check transactions were entered, a check number greater than zero was probably entered in the Check # field. Therefore, no checks will print for those transactions. If a check number is specified when a check transaction is added, the program assumes that a check has already been printed for the transaction. If you want a check to print, you should accept the default of "0" for the Check # field when adding check transactions. To correct this, use the Void Checks program to void the checks that need to be reprinted. Reenter the transactions in the Trust Transactions program using a check number of "0". You will now be able to print the checks. If you want to delete the original entry once it has been voided, retrieve the voided entry using the Trust Transaction program and click the Delete button to delete the transaction.
 
When I entered the payee name on a trust transaction, the following message was displayed: "Warning: The name entered is not found in the Payee file." We have used this payee in the past and it is set up in the payee file. Why am I getting this message?
You will get this message if the payee name was not entered exactly the same as it is in the payee file. If this message is ignored, a check will still print; however, when 1099s are printed at year-end, the figures will not be accurate because TAS is looking for an exact match for the information in the payee file. To verify that the existing payee name is spelled correctly, click the Lookup button in the Payee Name field or print a current Payee List.
 
We received a check from a client to pay for a pending expense. We entered a deposit in the client's trust account and then cut a check from this account to pay for the expense. We just found out that the deposit and the check were entered for the wrong trust account. The check and the deposit have been reconciled. What can I do?
Using the same trust account and bank account as the original transactions, enter a negative deposit to reverse the deposit and a negative EFT to reverse the check. Then reenter the transactions using the correct trust account and bank account. Finally, reconcile these adjusting transactions.
 
We entered a manual check with an incorrect amount. When we try to edit the trust transaction for that check, the Amount field is unavailable. How can we change the amount of this check?
Only the Description, Memo, and Save/Purge fields can be edited for transactions that have a check number greater than zero. Void the check using the Void Checks program and then add the transaction again with the correct amount. If you want to delete the original entry once it has been voided, retrieve the voided entry using the Trust Transaction program and click the Delete button to delete the transaction.
 
When we print a batch of trust checks, the checks print in Trust ID order. We would like the checks to print in the same order that the transactions were entered. Is there a way to do this?
Yes. You can print batches of checks for each bank account in trust account order or entry order. This option is specified in TAS Customization.
 
When I printed a check using the Print Checks program, the date that was printed on the check was from last week. Why didn't it print today's date?
The date that prints on the check is not the computer's system date. Rather, it is the date that was entered on the check transaction. Likewise, if you integrate with GLS or Tabs3 and print a check to the payee of "FIRM", the date on the GLS journal entries and Tabs3 payment transactions will be the date of the check transaction - not the current system date.
 
I specified a certain date range on the Trust Accounts tab in the Print Checks program. However, when I printed checks, a message was displayed saying that no checks were selected to print. I know there are checks within this range. What happened?
The date range on the Trust Accounts tab corresponds to the Date Opened entered on the Balances tab for each trust account. You should only specify a date range on the Trust Accounts tab when you want to select trust accounts based on a range of open dates. If you want to select a date range for check transactions, you should enter this range on the Transactions tab.
 
Before I print checks, I like to print a test pattern on a blank sheet of paper so I don't waste a check form. Is there a way I can print the test patterns on blank paper and still have the check numbers be accurate?
If the Check Numbers Preprinted on Check check box in Check Printer Setup is selected, TAS will automatically void any checks that are printed for test patterns. It also increments the check number that will be printed on the subsequent check. If this check box is selected, your check numbers will not be accurate if you print your test pattern on a blank sheet of paper. However, if this option is cleared, then TAS will not void the check used for test patterns. If you will always be printing your test patterns on blank paper, you may want to consider clearing this check box even if you have check numbers preprinted on checks so that a voided check record is not created for each test pattern.
 
Will TAS print on duplicate laser check forms?
Yes. Nelco Solutions provides a multi-part laser check form. This form consists of a standard laser check form (8" x 11") followed by one or two additional file copies. To print on multi-part check forms in TAS, you need to specify the number of copies on the Paper tab of the printer driver. This option must be configured via the Windows Printer Setup as opposed to configuring it from within TAS. You will want to define a special Windows printer specifically for printing checks (See Printers: Setting Up Additional Windows Printers in the TAS Help for details).

REPORTS

There are four checks that should be listed on our Check Register By Check Number but aren't. These checks were printed and sent out last week. Why aren't they on the Check Register By Check Number along with our other checks?
A check may not appear on the Check Register By Check Number for any of the following reasons:
 
What does the Trust Checksum figure at the bottom of the Trust Transaction Verification List represent?
The Trust Checksum figure is the sum of the Trust IDs for all transactions that were added using the Trust Transactions program. The purpose of this number is to provide a cross-total for batched entries. By manually totaling the Trust IDs from your input list of transactions and comparing the total to the Trust Checksum, you can ensure that all transactions have been entered and assigned to the correct trust account. (Note: If multiple users perform data entry, a separate verification list is maintained for each user.)
 
The 1099 report hasn't been printed yet because we aren't finished entering transactions for the current year. Can we still enter transactions for next year before printing 1099s?
It is okay to enter transactions for next year. Figures for the 1099 Report are retrieved from the transaction file. As long as you do not purge any transactions for the current year before printing 1099s, you will have no problems.
 
At what point will I lose the ability to print 1099 Forms for the previous year?
You will lose the ability to print accurate 1099 information once transactions have been purged for that year.
 
Where does the 1099 Form find the firm's name and Federal ID #?
The firm's name and Federal ID # is retrieved from the Firm Information program in System Configuration.
 
I need to send a 1099-MISC Form to a payee that was not set up to receive a 1099 when the checks were printed. Is it possible to print a 1099 Form for this payee?
Yes. Using the Payee program, enter the payee's Federal ID number and select the appropriate box number for the 1099 Info option. You will now be able to print a 1099 Form for the payee.
 
What report will give me a list of voided checks?
There are two reports that will give you a list of checks that have been voided: the Check Register By Check Number and the Voided Check List. The Check Register can include both voided checks and non-voided checks or only voided checks. Voided checks are indicated by the label "Void" in the Withdrawals column. The Voided Check List contains only voided checks. Checks in the Voided Check List are purged when the Purge Trust Transactions program is run if the date on the voided entry (i.e., the system date the check was voided) is on or before the Purge Date.
 
We have seen the word "Pattern" in the Trust # column on the Voided Check List in TAS. What does "Pattern" mean?
The word "Pattern" indicates the check was automatically voided by TAS for a test pattern when the check was printed.
 
We periodically want to see what will be due for a specific time period to verify that enough funds are available. What reports give us this information?
The Check Register By Check Number can provide this information. On the Options tab, specify the desired date range and select to include only check transactions. Then, select a check number range of "0" through "0" so that only unpaid check transactions will be included.
 
While editing some transactions, I noticed that the reference numbers on the Verification List did not match the reference numbers in the Trust Transactions program. What could cause this?
Running the Reindex Files program with the Compact Selected Files check box selected can cause this. When the Reindex Files program is run with the Compact Selected Files check box selected, new reference numbers are assigned to existing trust transactions in order to reuse reference numbers from transactions that have been deleted. Current reference numbers can be found on the Check Register By Trust Account Report.
 
Some of the trust accounts aren't in alphabetical order when I run reports in alphabetical order. What could be causing this?
When you set up a trust account, there is a field called Name Search. The Name Search field is used for alphabetic sorting. When a trust account is set up, the Name Search field defaults to the first sixteen characters of the trust account's name. You have the option to change this default. You may need to change the Name Search field for the trust accounts that are not printing in alphabetical order. If the Name Search fields are correct, run the Data File Integrity Check program to ensure there is nothing wrong with the TAS data files.
 
I need to find out what the bank balance for our trust account was as of March 31, 2008. Is there a way I can do this?
Yes. Print a Check Register By Trust Account. If you do not want to see any specific transactions, use a beginning date of 03/31/08 and an ending date of 03/31/08. On the Sort tab, clear the Sort by Responsible Attorney check box and the Subtotal by Trust Account check box. The report will show the bank balance at the bottom of the report.
 
I am trying to get a list of all voided checks. When I print a Voided Check List, many of the voided checks are not appearing on the report. Why?
The Voided Check List includes only those checks that have been voided since the last time transactions were purged by the Purge Trust Transactions program. You can verify the last date you purged entries by accessing the Purge Trust Transactions program and looking at the Last Purge Date. To get a list of all voided checks in the system, print a Check Register By Check Number for voided checks only.

Month-End/Year-End

The Knowledge Base article R10433, "Trust Accounting Software Year-End Overview," provides a list of year-end procedures, as well as frequently asked questions for year-end.

Integration

I recently added additional payment transaction codes in Tabs3 to allow payments to be entered specifically for fees and expenses. We have TAS and Tabs3 set to integrate. When I add a check in TAS from a client's trust account using the Payee of "FIRM", I only have the option to generate a regular payment in Tabs3. What do I need to change?
Using the TAS Bank Account program, specify the new payment transaction codes in the Fee Payment and Expense Payment fields under the Tabs3 Transaction Codes for Payments heading.
 
Many of our firm's Tabs3 clients also have trust accounts. I would like to be able to add a new trust account in TAS and have the Tabs3 client's information transferred to the trust account. Is there a way to do this?
Yes. When Tabs3 and TAS are installed in the same program directory, information from the Tabs3 client file is displayed in the TAS trust account file. The information displayed includes the client name, name search, contact name, address information, phone, work description and date opened. The primary attorney in Tabs3 will be the responsible attorney in TAS. (Note: In the Trust ID Lookup window, "TABS" will be displayed in the "Bank" column for the Tabs3 clients that do not have a bank account associated with the trust account.)
 
We have set up Tabs3 to integrate with TAS. The clients in Tabs3 are set up for detailed trust integration in the Client program. Which TAS transactions will be included in the Trust section of Tabs3 Statements?
TAS transactions dated after the Last Statement Date through the current Statement Date are included in the trust section of Tabs3 statements. The TAS transactions dated prior to the Last Statement Date will be included in the Opening Balance. The transactions dated after the current Statement Date will not be included in the trust information section on Tabs3 statements.
 
I am setting up a new trust account for a client. I want to print a message on the client's statement indicating that $1,000 should be remitted to start up this account. I have entered $1,000 in the Amount To Bill field in the Trust Account data entry program, but when I print a statement, the message doesn't appear. Why?
You need to enter a Desired Minimum Balance for this Trust Account that is greater than the Current Trust Balance (any amount greater than zero will work in this case). The message "Please Remit $1,000" will appear on the statement only when the Current Trust Balance is less than the Desired Minimum Balance. If these two balances are equal or the Current Trust Balance is higher than the Desired Minimum Balance, the message will not appear on the statement. If the account should keep a balance of $1,000, you will want to enter $1,000 in the Target Balance field and in the Desired Minimum Balance field. This will bill the client the difference between the Current Trust Balance and the Target Balance whenever the Current Balance is less than the Desired Minimum Balance.
 
I have entered a trust transaction with a payee of "FIRM". I am set up to integrate with Tabs3. When I print a statement in Tabs3 that includes this payment from trust, I want it to say "Payment from trust." I can't find anywhere in TAS or Tabs3 to make it say this. Shouldn't the description I enter for this transaction in TAS be the description that prints on the statement?
The description entered for the TAS transaction is only shown on TAS reports. The description used in Tabs3 is the description of the actual Tabs3 transaction code specified in the TAS Bank Account program. You have the option of using four Tabs3 transaction codes when setting up your Bank Account in TAS. You can set up a Regular payment, a Fee payment, an Expense payment and an Advance payment transaction code. You can set up additional transaction codes in Tabs3 with their own unique descriptions for TAS that says "Payment from trust." You can then go into the Bank Account program in TAS and define these new transaction codes to be used instead of your normal payment transaction codes that you use in Tabs3.
 
I have TAS set up to integrate with General Ledger Software. I recently wrote a check in TAS using a payee of "FIRM" and then printed the check. Now this check must be voided. Do I have to use GLS to delete the journal entries associated with the check transaction?
No, you do not need to use GLS to delete the check transactions. When you void a check that was written to "FIRM", TAS will automatically create reversing journal entries in GLS with the same date as the check date. However, if a payment transaction was created in Tabs3 when you wrote the check to "FIRM", you will have to delete or reverse that payment transaction in Tabs3.
 
Many of our APS vendors and TAS payees are the same. Can we combine the 1099 information from TAS and APS on 1099 Reports and 1099 Forms?
Yes! In TAS, run the Create APS 1099 Merge File program. This program creates a file containing the 1099 information for trust accounts that are set up to use the firm as the payer. Once this program has been run, the APS 1099 Report, 1099 Forms and 1099 Disk File will include the information from TAS. The information for common entities (i.e., an APS vendor with the same Federal ID # and 1099 box number as a TAS payee) will be combined.
 
If I am integrating Tabs3 with TAS, do I have to add the client to Tabs3 before I can make the initial deposit into TAS?
No. TAS trust account information and the Tabs3 client information is stored in a shared data file. When a client is added in Tabs3, the client information will automatically be available in the TAS Trust Account program, and vice versa. A bank account must be associated with the trust account before trust transactions can be entered.

Maintenance & Utilities

We just ran the Data File Integrity Check program and three errors were found. What should we do now?
After the Data File Integrity Check is finished, you will be able to print an Error Report. You should print this report and then refer to "Error Messages" in TAS Help for information on how to deal with the errors. If you need additional help, call our Technical Support Department. Do not continue to use TAS until the errors have been resolved.
 
How often should we purge trust transactions?
Most firms will retain their TAS data for as long as possible. Purging transactions is done annually or even less often. Factors to weigh when deciding if transactions should be purged include: need for historical detail, IRS requirements, ABA recommendations, disk space available, time required to back up files and security.
 
What are the consequences of purging?
The consequences of purging are the loss of detail for the Check Registers and the Client Trust Ledger. Additionally, voided check entries are purged when running the Purge Trust Transactions program if the date on the voided entry is on or before the Purge Date. Purging transactions can also change the reference numbers of existing transactions.
 
What are the advantages of purging?
Smaller data files and quicker access times are the main advantages. However, these advantages are likely to be minimal depending on the amount of data being purged and the speed of your hardware.
 
What is the procedure to purge transactions?
First, you need to make sure the desired transactions are set to be purged by changing the Save/Purge field to Purge. This field can be changed in one of two ways. You can use the Trust Transactions program to edit the Save/Purge field. Or, you can globally change this field for a range of trust accounts and trust transactions by using the Select Trust Transactions to Save/Purge program. After you have marked the appropriate transactions for purging, make a backup and run the Purge Trust Transactions program. Enter a Purge Date that will not exclude any of the transactions you have marked. The Purge Date is compared to the transaction's Date field. If the date is on or before the Purge Date and the transaction has Purge in the Save/Purge field, the transaction will be purged.
 
A trust account was set up with the wrong bank account number. Numerous trust transactions have been entered. Is there a way to change the bank account number?
Yes, the Renumber Trust Accounts program allows you to change the bank account number for an existing trust account to a new bank account number. In the event that the trust account was set up twice (i.e., you have trust activity for the same trust/bank account entered under two separate trust accounts), you cannot combine the transactions. You must delete the transactions for one of the trust accounts and reenter them for the other trust account.
 
I changed the Decimal Places in Tabs3 from 2 to 3. Do I need to do anything in TAS to reflect this change?
No. The TAS trust account file is shared with the Tabs3 client file. Therefore, when the Decimal Places field is changed in Tabs3, the Decimal Places field is automatically changed in TAS.

REFERENCES

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