Company Profile properties and options

• State

  Term for governmental subregions in your country. For example, "State" in the United States; "Province" in Canada.

• Zip Code

  ID codes required on all surface mail by a country. e.g., "Zip Codes" in the United States.

• Primary

  Term for primary tax required to be remitted on sales or fees by your region. e.g. a federal sales tax or value-added tax.

• Secondary

  Secondary tax such as a State tax, particularly a tax calculated from the primary tax.

• UPC

  A universal product code, Standard Industry Code, or an A Industry Code.

• Government ID

  Identification number assigned by the government to individuals for social payments. In the United States it would be the Social Security Number (SSN), in Canada, the Social Insurance Number (SIN).

Enter information for the company name and address here. The phone, fax and email entries are for the primary contact at the company.

Enter the primary email address for your firm. If you are using email in a network environment, ask your email administrator for this information. If you are using email in a local environment, use the SMTP used in your mail properties. Click the Mail button to generate an email to the specified address.

Yes

(Except dates for Aging A/R and Aging WIP)

The year end date must be entered. The period date sequence is set to monthly by default. This can be changed. The period dates default automatically based on this information.

• Year End Date

  Represents the fiscal year end date of the file. Click the look-up button to select the year end date from the popup calendar. The year end date automatically determines the period dates of the file and is used to perform the year end close. During a year end close, the year end date automatically advances by one year.

  If changing the year end date to a date prior to the current year end date note the following:

  • If the period date sequence is not set to random and if the file was created through the year end close procedure then the data must not have been purged during year end close.
  • If the period date sequence is set to random ensure to change the period dates prior to changing the year end date.

• Period Date Sequence

  Select a period date sequence. The default is monthly periods. Monthly, quarterly, random, or yearly periods are available. If using a monthly, quarterly, or yearly date sequence, the period dates in the Dates section are automatically calculated based on the year end date. If you select a random date sequence, you must enter the period dates manually. Although, Time is date independent, the normal process of opening and closing accounting periods (monthly) is how you should set up your Time file.

  • Note: Random periods

    Period dates must be input manually in the Dates section. Random dates are useful if you have a fiscal year end date of December 31, 2003 and are beginning the file in the month of June. The first year of the Time file has a duration of 6 months. When you roll forward to the 2004 fiscal year, the file has a duration of 12 months. In order to accomplish this, it is necessary to set the file at Random with a Year end date of December 31, 2003. Period 1 dates represent the month of June, period 2 dates represent the month of July and these must be entered manually in the Dates section.

• Current Active Period

  Represents the current active period of the transactions and is set by default to 1. This is automatically updated when next period number is entered (See Advancing the period).

  When importing WIP or AR opening balances, the import function looks for the current active period. Transactions are imported with their original dates as long as they are up to one day before the first day of the first period as set in the Company Profile. Therefore, it is imperative to set the proper current active period for the file before importing.

  Period 1 should be used if this is the first period of the file (i.e., the month of January in a monthly file with a fiscal year end of December). Period 1 is also used if you are not going to use separate periods (Period date sequence of Yearly). Once a period is completed, advancing the Current active period by 1 effectively closes out the period.

  Note: If Cloud integration is enabled, you cannot move a period date forward unless all Time and Expense entries (with transaction dates prior to the start of the new period) have been submitted from CaseWare Cloud or have been deleted.

• Aging A/R Dates Same as Period Dates

  Select this box to age the accounts receivables according to the normal accounting periods. Clear this option to establish aging dates for the accounts receivables that are different from the normal accounting periods. To implement aging dates, click the Aging A/R tab and enter the appropriate aging dates.

• Aging WIP Dates Same as Period Dates

  Select this box to age the work in process (WIP) according to the normal accounting periods. Clear this option to establish aging dates for the WIP that are different from the normal accounting periods. To implement aging dates, click the Aging WIP tab and enter the appropriate aging dates.

This section is automatically completed if you are using a Period date sequence of Monthly, Quarterly, or Yearly.

If you are using a Period date sequence of Random, enter the applicable period dates in the boxes provided. Please note that the boxes are numbered, so enter the period 1 dates in the boxes to the right of the number 1 and so on. Up to 13 periods are available. The 13th period should be used only if the company is on a four-week-per-month cycle, otherwise leave it blank.

Represents the account number. Account numbers can be alphanumeric and up to 40 digits in length. The ID cannot include the characters *, ? and ". In order to use the Export feature to export information to the Working Papers general ledger, it is advisable to use the same account numbers in both files.

If you change an account number, Time will ask you to confirm the change warning you that all transctions posted to that account will be reassigned to the new account number.

Select the applicable default accounts for general ledger distribution from the list of accounts created on the Chart of Accounts tab. Click the Look-up button to display a list of accounts from which to choose or to create a new account.

If you change an account number, Time will ask you to confirm the change warning you that all transactions posted to that account will be reassigned to the new account number.

• Receivables

  Accounts receivable when entering invoices, cash receipts, or credit notes.

• Bank

  Bank account used when processing cash receipts. If there are multiple bank accounts, this account number can be changed on-the-fly while entering cash receipts.

• Interest

  This is updated automatically when interest charges are processed.

• WIP

  Work in process. This account is also used when exporting time and expense transactions to the Working Papers file.

• Fees

  Fees charged. When creating invoices from WIP, the invoice amount is automatically posted to this account and can be changed if necessary.

• Cash Receipt Clearing

  Clearing account for cash receipt reversals. When reversing a cash receipt, this is the default account used to clear the receipt.

Enter default information pertaining to the processing of interest charges. This information can be changed as necessary.

• Interest rate

  Enter the applicable interest rate.

• Minimum Interest Charge

  Enter a minimum amount on which to charge interest. For example, entering $10.00, indicates that interest is not to be processed on any unpaid invoices under $10.00.

• Interest on Accounts over __ days.

  Enter the number of days an account must be overdue before interest is charged. The default is 30 days.

• Interest Identification

  Enter up to a 3-digit identification code to precede the transaction number. Do not use the characters *, ?, and " in the identification.

  This ID is printed on the sales journal, trial balance, and client statement reports. When processing interest, any interest invoices generated are represented by this identification code which appears as part of the invoice number. The default is INT and therefore all interest invoices begin with the characters "INT".

• Last Interest Number Used

  Enter the applicable numbering scheme you want to use. The default is 0000. The length of the interest ID is 7 characters+digits. Enter a number, that combined with the ID is 7 characters long. When processing interest, the following represents the number of the interest invoices:

  Interest Identification + Last interest no + 1.

  According to the default settings, the first interest invoice generated by Time has the number "INT0001".

• Reversal Invoice Identification

  Enter up to a 3-digit identification code to precede the transaction number. Do not use the characters *, ?, and " in the identification.

  This ID is printed on the cash receipts journal, trial balance, and client statement reports. When processing a cash reversal, any reversal invoices generated are represented by this identification code which appears as part of the invoice number. The default is NSF and therefore all reversal invoices begin with the characters "NSF".

• Last Reversal Invoice Number Used

  Enter the applicable numbering scheme you want to use. The default is 0000. The length of the reversal ID is 7 characters+digits. Enter a number, that combined with the ID is 7 characters long. When processing reversal, the following represents the number of the reversal invoices:

  Reversal Invoice Identification + Last reversal no + 1.

  According to the default settings, the first reversal invoice generated by Time has the number "NSF0001".

Select the aging method to use for receivables.

• A/R can be aged either from the To Date in the A/R report document properties (that is, the date of the invoice) or age based on the current active period.

Aging Headings for Receivables

Set the headings to use on aging columns in reports. The default is to use calculated headings.

• Calculated Aging Headings

  Using this selection, aging periods are calculated from the period dates set in the Period Dates section and their descriptions are placed in the report headings.

• Fixed Aging Headings

  To set your own headings for the aging columns select this radio button and then enter the headings under Column Headings, below.

• Number of aging columns

  Select the number of aging columns to appear on each aged report. From four to seven aging columns may be used.

On the Dates tab, dates are used to set the accounting periods. Ordinarily the accounts receivable aging corresponds to the current account period. However, similar, but different dates can be set for aging of accounts receivable trial balances. To set up different aging dates for the accounts receivables, click the Dates tab and then clear the Aging dates same as Period dates check box. Now enter the appropriate period dates for the aging of accounts receivable.

• Current Active Period

  This read-only section shows the current active period of the transactions. It is set to the current active date used in the Dates tab by default.

• Aging Dates Same as Period Dates

  Select this box to age the accounts receivables according to the normal accounting periods.

  Clear this option to set up different aging dates for the accounts receivables. Then click the Edit Dates button and enter the appropriate period dates for the aging of accounts receivable.

• Note

• When the Aging Dates Same as Period Dates option is not selected, the View Dates button changes to Edit Dates.

• Select the aging method to use for work in process (WIP). WIP can be aged either from the To Date in the WIP report document properties (that is, the date of the invoice) or age based on the current active period.

Set the headings to use on aging columns in reports. The default is to use calculated headings.

• Calculated Aging Headings

  Using this selection, aging periods are calculated from the period dates set in the Period Dates section and their descriptions are placed in the report headings.

• Fixed Aging Headings

  To set your own headings for the aging columns select this radio button and then enter the headings under Column Headings, below.

• Number of aging columns

  Select the number of aging columns to appear on each aged report. From four to seven aging columns may be used.

On the Dates tab, dates are used to set the accounting periods. Ordinarily the WIP aging corresponds to the current active period. Similar, but different dates can be set for aging of work in process balances. To set up different aging dates for the work in process, click the Dates tab and then clear the Aging dates same as Period dates check box. Now enter the appropriate period dates for the aging of accounts receivable.

• Current Active Period

  This read-only section shows the current active period of the transactions. It is set to the current active date used in the Dates tab by default.

• Aging Dates Same as Period Dates

  Select this box to age the work in process according to the normal accounting periods.

  Clear this option to set up different aging dates for the work in process. Then click the Edit Dates button and enter the appropriate period dates for the aging of work in process.

• Note: When the Aging Dates Same as Period Dates option is not selected, the View Dates button changes to Edit Dates.

Complete information for the primary tax code.

• Abbreviation

  Displays the tax code abbreviation entered in the Terminology tab.

• Description

  Enter a brief description for the tax code.

• GL Account Number

  Type or select the general ledger account for the primary tax code. If the account number is omitted, primary tax is not applied to invoices. The account chosen must be different from the account used for accounts receivable.

• Rate

  Enter the tax rate.

   Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

Complete information for the secondary tax code. If your jurisdiction contains a uniform tax code (i.e., the Harmonized Sales Tax), it is not necessary to enter secondary tax information.

• Abbreviation

  Displays the tax code abbreviation entered in the Terminology tab.

• Applied to primary

  Select this box to calculate the second tax amount based on the invoice amount plus the first tax amount, not just the invoice amount. Clear this option to calculate both tax amounts based on the invoice amount.

• Description

  Enter a brief description for the tax code.

• GL Account Number

  Type or select the general ledger account for the secondary tax code. If the account number is omitted, secondary tax is not applied to invoices. The account chosen must be different from the account used for the primary tax.

• Rate

  Enter the tax rate.

   Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

Complete information for the primary tax clearing account.

• Abbreviation

  Enter an abbreviation for the tax code.

• Description

  Enter a brief description for the tax code.

• GL Account Number

  Type or select the general ledger account for the primary tax code. If the account number is omitted, primary tax is not applied to invoices. The account chosen must be different from the account used for accounts receivable.

Secondary Tax

Complete information for the secondary tax clearing account. If your jurisdiction contains a uniform tax code (i.e., the Harmonized Sales Tax), it is not necessary to enter secondary tax information.

• Abbreviation

  Enter an abbreviation for the tax code.

• Description

  Enter a brief description for the tax code.

• GL Account Number

  Type or select the general ledger account for the secondary tax code. If the account number is omitted, secondary tax is not applied to invoices. The account chosen must be different from the account used for the primary tax.

Specify defaults for the tax invoices. These are used when used creating a new invoice and can be overridden as needed.

• Billing Format

  Select the default billing format code. This is set by default to AUTO. To create additional billing format codes, on the Setup menu, click Billing Codes.

• Automatic numbering

  Select the radio for the type of automatic numbering to use for the invoices, either the same automatic numbering as WIP Invoices or a new Tax Invoice automatic numbering system.

• • Invoice ID

    If using tax invoice automatic numbering, enter the prefix in the Invoice ID field. This prefix appears before the invoice number, can be one to four characters long and must be letters only. To have a numeric-only invoice number leave the Invoice ID box blank.

  • Last Invoice #

    Set the starting invoice's number by entering the desired number minus 1 in the Last invoice # field. For example, to start the numbering at 1000, enter 999 as the last invoice number.

    If no number is entered, the system defaults this entry to zero so that the first invoice number is 1. This field gets updated as invoices are created.

It is possible to set Client List defaults for Interest, Statements, Type, City, Province/State, and Country. Once these defaults are input, every time a new client is entered in the Client List, this default information automatically appears. At any time, these defaults can be changed so that subsequent new clients have the new defaults. In addition, if the defaults do not correspond to the client information being entered, the information can be changed in the client's record.

For detailed information about client properties, see Client properties and options.

• Type

  Specify the default type for new clients. The default is Active. When creating a new client, the Type box uses the Type specified here by default. There are six different "Types" that can be assigned to a client.

• Interest Calculated

  Select this box as the default to specify that newly created clients are included in interest processing of overdue accounts.

• Receivables Statement Generated

  Select this box to specify that new clients automatically receive statement by default.

• Document Batch Output

  For each client you have the option of sending client documents by email or by print.

  • Email

    Select this box to include this client in the set of clients who receive documents by email.

  • Print

    Select this box to include this client in the set of clients who receive documents by paper.

• Use Workcode Tax Rate

  Select this box to specify that all clients use workcode tax rates rather than the default rates set for the company or client. This lets you set taxes by work code so that several services with different tax rates can be billed on the same invoice.

  Note: When this option is selected, it is also automatically turned on in the Client | Tax Info tab on a per client basis.

Enter names and default descriptions for the alternate codes found on the Other Info tab of the Client Setup dialog. Rename them to something more representative of the type of code to be selected.

Alternate codes are useful for filtering or categorizing common elements in the Client List. Examples of other client specific information could be the type of return prepared, birthdays, or tax information.

Codes entered in previous versions are converted to this setup for Time. During the conversion if Time finds duplicates it adds a number to the end of the category to make it unique.

Entering customized codes in the Client List

Wording of buttons

Enter your own labels for the buttons on the Other Info tab of the Client Setup dialog that open the Code selectors. Rename the buttons to something more representative of the type of code to be selected.

• Status

  Used to indicate material that is sent to the client, i.e., Newsletters (NL), calendars (CL), marketing letters (ML), etc.

• Engagement Type

  Types of engagements performed by your company (i.e., AUD for Audit, REV for Review, or NTR for Notice to Reader).

You can use your own labels for the four people at your client’s organizations to whose attention you address most correspondence. Enter these labels in the Attention 1 to Attention 4 boxes. The maximum length for each label is 20 characters.

• Attention 1

  Usually this is your main contact at the organization.

• Attention 2, 3, and 4

  Enter labels for the other contacts you interact with at your client’s organization.

Yes

(Only applicable for the options Using Subprojects, Project Required for Time and Expense, and Alert If Over Budget Amount)

Click the Project tab of the Company Profile to access more project options (note checkbox options use the terms specified in the Terminology tab):

• Using Subprojects

  To enable the use of subprojects select the "Using subprojects" checkbox. The use of subprojects enables you to define projects into sub-categories. If subprojects are deactivated, tabs, columns and dialogs that refer to subprojects are hidden or grayed out so that you cannot access them.

• Totals Calculated from Staff Budgets

  If checked, this is the default method for calculating budget totals for client projects. The corresponding radio button is selected when the Projects dialog in the Client Setup is opened. If left blank, then "Override Calculated Totals" will be the default selection.

• Project Required for Time and Expenses

  Check this box to require all time and expense entries to be assigned to a project as they are entered.

• Project Required for Invoices

  Check this box to require a user to select a project when creating an invoice.

• Alert If Over Budget Amount

  Check this box to receive a warning message when the project total goes over the budgeted amount when entering Time or Expenses.

To specify a numbering scheme for your projects use the options in the "Client Project numbering defaults" area.

• System generated number

  The system generated number assigns the next available project number such that each project number is unique. The numbers are assigned sequentially.

• Project No. mask

  A numbering mask enables you to apply a numbering convention for projects across your firm. The mask supports up to three identifiers with the option of specifying separators (delimiters) between each identifier.

  To ensure each client project number is unique you must, at minimum, specify the following identifiers:

  • Client No. AND Project Template No., OR
  • Project Template No. AND Generated number

  Supported Identifiers

  • None

    This option specifies a blank field. If you are using less than three fields in the mask specify 'none' in the middle or end positions.

  • Identifier

    This option enables you to specify a custom identifier. Enter the identifier of your choice in the text box that appears below the identifier position

  • Project Template No.

    This option specifies the project template number you define in the project management area for your firm.

  • Year

    This option specifies a year. You can define the default year in the text box that appears below the year position. If no default year is selected the default year from the company profile is used.

  • Note: You cannot have a year associated with the client project number if there is no year associated with the project template, no default year in the Company Profile or no default year selected.

  • Client No.

    This option specifies the client number you define in the client setup area.

  • Generated No.

    This option generates the next available number that uniquely identifies a client project.

  Supported Separators (delimiters)

  Note: For illustrative purposes characters are surrounded by quotation marks. Quotation marks are not included as part of the separator.

  • None ""
  • Space " "
  • Underscore "_"
  • Hypen "-"
  • Period "."
  • Slash "/"
  • Backslash "\"
  • Vertical bar "|"
  • Colon ":"
  • Semi colon ";"
  • Comma ","

• Change Project numbering option per Project Template

  You can specify a different project numbering convention per template. Select the "Change Project No option per Project Template" checkbox and customize the convention for each project template from the Project Management area. The project numbering option in the Project Management dialog is available from Setup | Project Management | Client tab.

  You cannot modify client project numbering from the project management area unless this option is selected.

Note: If you are changing the project numbering defaults while you have existing client projects, be aware of the system changes that may have to be made. For more information, see Automatic Project Numbering Behavior.

Enter names and default descriptions for the alternate codes found on the Other Info tab of the Contact Setup dialog. Rename them to something more representative of the type of code to be selected. Alternate categories can be defined for contact people in the Contact Alternate Categories table, or defined for contact companies in the Contact Company Alternate Categories table. Contact Alternate Categories are not accessible to alternate codes for contact companies and Contact Company Alternate Categories are not accessible to alternate codes for contact people. 

Alternate codes are useful for filtering or categorizing common elements in the Contact List. Examples of other contact specific information could be the type of return prepared, birthdays, or tax information.

Codes from previous versions of Time are converted to either Contact Alternate Categories for contact people, or Contact Company Alternate Categories for contact companies. During the conversion if Time finds duplicates, a number is appended to the end of the category name to make it unique.

Entering customized codes in the Contact List

Use this tab to set default information for the Staff List. Once these defaults are input, every time a new staff member is entered, this default information automatically appears. At any time, these defaults can be changed, so that a subsequent new staff member can use the new defaults. In addition, if the defaults do not correspond to the staff information being entered, the information can be changed as it is entered.

• Address

  Enter the city, state or province and country to be filled in by default when adding new staff members.

• Standard Hours

  Enter default standard hours used when adding new staff members. "Days off" means the number of days vacation allowed per year (maximum allowed: 366/year).

Time does not allow you to enter hours in excess of

• 24 hours per day,
• 168 hours per week and
• 8784 hours per year.

Show Rates and Amounts in Time Dialog and Documents

Select this box to display the staff rate for the particular work code along with the amount on the Time Entry dialog.

Enable Authentication

Administrators can now synchronize the Staff list used in Time based on their current list of network users. Authentication can be done automatically on opening a file, based on the currently-logged-in Windows user. Click the Sync button to synchronize the staff list from the network user list and thus synchronize the two lists. For steps on how to synchronize Time to the Windows Active Directory, click here.

Click the Reset button to remove all connection between Timekeepers and Active Directory users. After resetting the connection, Timekeepers should be synchronized again.

• Minimum time recorded in hours

  Enter the minimum number of hours the Timer will record. Any time less than the amount specified will not be recorded by the Timer.

• Recording Options

  • Record Actual Time

    This is the default selection. Time recorded will not be rounded.

  • Record Time in ___ Hour Segments

    If this is selected, time recorded will be rounded to the nearest segment before it is entered in the Time entries dialog. For example, if time is being recorded in half an hour segments (0.50) and 29 minutes of actual time is recorded, the entry in the Time dialog will be half an hour.

• Rounding Options

  • Common Rounding

    Select this option to round up if the recorded time is 50 percent and higher, or round down if the time is 49 percent and lower.

  • Round Up

    Select this option to always round up the time recorded.

  • Round Down

    Select this option to always round down the time recorded.

"Roles" refers to the roles of the staff when completing documents . They are used in the roles tab of the Document Properties dialog in order to enter completion information for a document. Once set, the initials and dates for each person with a role then appear on the top or bottom right corner of the document.

In the Number of Roles box, select the number of staff roles (0 to 4) to use. As you increase the number, the Roles 1-4 boxes below are activated.

Options entered here apply to printouts for all automatic type documents.

• Include System Date and Time

  Select this box to print the system date and time on the bottom left corner of all journals, ledgers, and reports.

• Position of Initials

  Specify the default location of 'users' initials on all automatic documents. Initials can appear on the top or bottom right corner of automatic documents. This can also be specified individually in the document properties for each automatic document.

Specify how you would like each of the terms listed to appear on all of your CaseView and automatic documents, e.g., abbreviations, all capital letters.

Default text can be entered here in any language, enabling you to produce documents completely in languages other than English.

Select the reports that you want to print at the rate of one client per page.

• WIP Detail- Include one client per page

  Select this box to print the WIP detail report with one client per page. This is accomplished by inserting a form feed following each client's information.

• Client Detail- Include one client per page

  Select this box to print the Client detail report with one client per page. This is accomplished by inserting a form feed following each client's information.

• Attention on Documents

  Select the contact person to whom you most commonly address correspondence with your client’s office. The role chosen here becomes the default addressee.

Specify options for printing group information.

Include one group per page

Select this box to print one Group report per page.

Specify options for printing staff information.

Staff Detail- Include one staff per page

Select this box to print the Staff detail report with one staff member per page. This is accomplished by inserting a form feed following each staff's information.

• Use Client's Tax Registration No.

  Select this box to print the client's primary tax registration number on invoices and credit notes.

• Use Company's Tax Registration No.

  Select this box to print your firm's primary tax registration number on invoices and credit notes.

• Company's Tax Registration #

  Enter your company primary tax registration number to appear on invoices and credit notes, if applicable.

• Use Tax Abbreviations

  Check this box to use abbreviations rather than full descriptions for tax amounts on documents. Clear this option to display the full Description for both primary and secondary tax information.

Enter any customized information such as primary tax registration numbers, payment suggestions, etc. to appear on the bottom of invoices, statement or credit notes. This information can also be linked to alphanumeric cells in CaseView documents.

Enter up to 8 lines of company specific text for linkage to alphanumeric cells in CaseView documents. Examples of CaseView documents are marketing letters or customized invoices.

Yes

(Only applicable for the option Using Time and Expense Approval)

• View Date Range or View Day

  Select the default way processing dates are to be entered for entries made in the Time and Expense dialogs. - as a range of dates or as a single date.

• Default

  If View day is selected, then select the date to use as the default processing date for entries made in the Time and Expense dialogs - the last entry date or the current date. Select the date most often used when entries are posted in order to cut down inputting time. The date can be overridden for each entry as needed.

• Using Time and Expense Entries Approval

  Check this selection to activate Time and expense entries approval. Time and expense entries approval allows designated staff members to approve time and expense entries before they are posted.

• Note: File protection must be on to use this feature. Click Tools | Protection. If the only choice available is Turn protection on, select it.

• Calculate Tax on Expenses

  If you are exporting expense entries from Time and you want to export the tax on expenses to a separate location in the exported file, activate this feature and complete the tax type, account number and rate fields.

  When Calculate Tax on expenses is activated, the Tax Type used to calculate taxes exported to general ledger packages is shown in the Expenses dialog.

• Tax Type

  Select how the primary tax is calculated in the expense amount. You can select Tax not included; primary tax included; or primary and secondary tax included.

• Primary

  • GL account #

    Type or select the general ledger account for the primary tax. The account chosen must be different from the account used for accounts receivable.

  • Tax rate

    Enter the tax rate to use for the primary tax calculation as a percentage.

     Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

• Secondary

  • Tax rate

    Enter the tax rate to use for the secondary tax calculation as a percentage.

     Note: Tax rates support up to three decimal places. The tax amount is calculated using all significant decimal places and the total amount is rounded to two decimal places.

• Tax Defaults

  • Use AFP

    Check this box to tell Time to use Application for Payment as the default for recording tax to the general ledger. Once activated, all new invoices will use the Application for Payment format.

Yes

(Only applicable for the option Using Project)

• Using Project

  Check this box to turn on the Projects feature. To deactivate the use of projects, click the box to clear it. If projects are deactivated, tabs, columns and dialogs that refer to projects and subprojects are hidden or grayed out so that you cannot access them. The Project tab is also deactivated and inaccessible if this checkbox is deselected.

• Projects exist in the file but have not been used in transactions. Please select option:

  If projects do not affect transactions you can turn this feature off and are prompted with two options.

  • Select the checkbox "Do not delete references to projects/subprojects" to deactivate use of projects without deleting your existing project templates and client projects; this project information is made available the next time you activate projects.
  • Select the checkbox "Delete all references to projects/subprojects" to deactivate use of projects and delete your existing project type codes and projects; these codes and projects are not available the next time you activate projects.

• File contains transactions with Project. Option cannot be turned OFF.

  If these project features affect transactions you cannot turn this feature off. To view all transactions related to projects click the button "View Transactions" to see where Work in Process transactions, Receivable transactions and Recurring Invoices are linked to projects. To deactivate projects you must disassociate transactions with projects prior to deselecting "Using Project" in the Firm tab.

Use this area to group your staff to an office, department, or a specific partner or manager. This provides more specific and detailed processing and management reporting. If your firm has different offices or departments that should be reflected on staff reports and in time and expense entries, activate their use by checking the applicable boxes below.

Some combinations of staff grouping are possible. Guide to grouping combinations.

If either Offices or Departments is deactivated, tabs, columns, and dialogs that refer to it are hidden or grayed out so that you cannot access them.

This is the first step in setting up staff groups. The next step is to go to the Setup menu and add office and department types. To complete the staff grouping, you then assign departments and offices to each other as applicable, and finally assign staff to offices and departments in the Staff profile.

See Grouping Staff for the full procedure for using staff groups.

Use this option if you would like to set up client groups and assign clients in your file to them. You can then process cash receipts and credit notes to the group client.

In each section, select the date to use as the default processing date for entries made in that dialog. Selecting the date on which entries most often occur cuts down time needed to input new entries. The date can be overridden for each entry as needed.

Period End Date = The end date of the current period.

Today's Date = The date when the entry is made.

Specify defaults for WIP invoices. These are used when used creating a new invoice from WIP and can be overridden as needed.

• Type

  Specify the default invoice that can be either Proposed, Interim, or Final.

• Billing Format

  Select the default billing format code. This is set by default to AUTO. To create additional billing format codes, on the Setup menu, click Billing Codes.

• Invoice Style

  Select the style of CaseView invoice to use as the default for your firm. The Detailed Invoice allows limited formatting of paragraphs, fonts, margins and table cells, while the Basic Invoice is a fully customizable invoice with access to cell formulas.

• Final Bill Option

  Specify the default final billing option number. This refers to the process of writing off time and expenses during the creation of a final invoice.

• Prorate among staff

  Specify the default setting for pro-ration of write-up/down amounts to staff. Write-down and write-up adjustments can either be allocated over each user making up the time or to a specific user. The default is to prorate the write-up/down adjustments to all staff contributing to the adjustment. Clear this option to allocate the adjustment to a specific user (normally, partner or manager) and select that person in the Charge to Staff pop-up list.

• Automatic WIP Invoice Numbering

  Select this check box to use Time 's automatic invoice numbering.

  • Override Automatic Number

    Check this box to be able to override the auto-numbering as needed. If left unchecked then the invoice number fields in the Billings from WIP or Miscellaneous invoice dialogs is read only and override is not possible.

  • Recurring invoices use same sequence numbering

    If you want recurring invoices to use the automatic numbering system, check this box. Leaving the check box blank allows a separate numbering pattern to be used when processing recurring invoices.

• Credit Note will adjust WIP

  Select this box to be able to adjust the WIP when a credit note is applied to an invoice. For new company files this option will be selected by default.

  Note that adjustments cannot be made to existing credit notes.

• Invoice ID

  If applicable, enter the prefix in the Invoice ID field. This prefix appears before the invoice number, can be one to four characters long and must be letters only. To have a numeric-only invoice number leave the Invoice ID box blank.

• Last Invoice #

  Set the starting invoice's number by entering the desired number minus 1 in the Last invoice # field. For example, to start the numbering at 1000, enter 999 as the last invoice number.
  If no number is entered, the system defaults this entry to zero so that the first invoice number is 1. This field gets updated as invoices are created.

Specify default billing formats used in the generation of invoices. The billing format set up in the Company Profile is the default used when entering a new client in the Client List. These default formats can be overridden in the Client List if a specific client is to be invoiced in a different way.

Each of the following can be itemized on an invoice. Using billing formats allows significant flexibility in creating invoices. However, some of the combinations would not make sense and you should ensure that they are logical before using them. Similarly, the different combinations of time and expense layout assume that different work and classification codes for time and expense transactions are used.

Note that any lines with nil AMOUNTS are not included. For example, if there have not been any interim invoices included, then that line is not included.

• Project Description

  Project descriptions can be included on all formats of invoice. Check the box if you want the project description included on all invoices by default.

• Subproject Description

  Subproject descriptions can be included on all formats of invoice. Check the box if you want the subproject description included on all invoices.

• Classification

  Specify when you want the work code classification descriptions to appear on final invoices - for time entries, expense entries, all, or none. Check the Memo box to include extended descriptions as well.

• Work code

  Specify when you want the work code descriptions to appear on final invoices - for time entries, expense entries, all, or none. Check the Memo box to include extended descriptions as well.

Specify for which type of transactions (projects, subprojects, classification codes, or work codes) that you want the amounts to be subtotaled on Detailed invoices.

Description for Subtotals

• Display description on subtotal line

  Check this box to display descriptions for each subtotal included on the detailed invoice.

Select the amount of detail listed on final invoices for time and/or expense transactions.

• Date

  Specify for which type of transaction you want the date of the transaction to appear on final invoices - time, expense, all, or none.

• Staff

  Specify for which type of transaction you want the person who completed the work or disbursement to appear on final invoices - time, expense, all, or none.

• Rate

  Specify for which type of transaction you want the rate of the staff member who completed the work or disbursement to appear on final invoices - time, expense, all, or none.

• Description

  Specify for which type of transaction you want the reference memo of the transaction to appear on final invoices - time, expense, all, or none.

• Hours/Units

  Specify for which type of transaction you want the hours or units associated with the transaction to appear on final invoices - time, expense, all, or none.

• Amount

  Specify for which type of transaction you want the amount of the transaction to appear on final invoices - time, expense, all, or none.

• Work Code Tax Amount

  When checked, this checkbox option displays the columns for the tax amount (by work code) on invoices. When unchecked the invoice does not show the tax amount column by workcode. Invoices display tax amount totals regardless of this option.

  This option is only available in conjunction with "Use Workcode Tax Rate" defined in the Client/Group tab of the Company Profile.

Use this section to set defaults for the main header used on invoices.

• Name

  Specify the appearance of the company name on the invoice.

• • Company logo (CaseView only)

    Select this box to use a picture image or bitmap of your company logo as the header for the CaseView invoice. The bitmap must be created using a graphics software package outside of Time and CaseView.

  • Company name from company profile

    Specify this option to print the name specified on the Address tab of the Company Profile.

  • None

    To use company letterhead when printing invoices, select None as the default header for invoices.

• Address, Phone, Fax, Email

  Check the boxes to include the company address, phone number, fax number, and email address on invoices. This information is entered in the Address tab of the Company Profile

• Line under Header

  Select this box to print a horizontal line after the name and address information for the header is displayed.

Use this section to specify text for the main footer to appear centered at the bottom of an invoice. Text can be entered here in any language.

• Line 1

  Enter applicable text for line one of the main footer. For example, you could specify the primary tax registration number for your company.

• Lines 2 and 3

  If applicable, enter text for the second and third lines of the main footer. For example, you could specify a standard line like, "Invoices due upon receipt" in line two and "Interest charged at 10% per annum" in line three.

• Line above footer

  Select this box to print a horizontal line before the footer information is displayed.

Specify the default format for miscellaneous invoices. When creating a miscellaneous invoice, this format is automatically selected and can be modified as necessary.

Billing format

Type or select a default billing format for miscellaneous invoices. The default is AUTO, which indicates that the text for the invoice is automatically created. To create customized billing formats for miscellaneous invoices, on the Setup menu, click Billing Codes.

Use this section to set the default options for invoices.

Watermark on Copies

When selected, a watermark will be applied to all invoice copies. By default, this option is turned off.

Use this section to specify information that appears on all invoices.

• Attention on Invoices

  Select the contact person to whom you most commonly address invoices. The role chosen here will be the default addressee.

• Default Attention

  Input the name or department to use if it is different from the people entered as contacts for the client. Thus if, in the client record, no contact is entered by name but the option to "Show Attention Line on Documents" is checked, then the entry here will be used on the attention line.

• Add tax %

  Select this box to add the percentage amount of the tax beside the tax description.

• Include Footer

  Select this box to print footers on all invoices. There are 3 default footer lines.

• Include Line in Body

  Select this box to print a horizontal line underneath the attention line on the invoice.

• Include Project/SubProj line

  Check the box to print the names and descriptions of any projects or sub projects being billed on the invoice. The names and descriptions are defined in the Project Management setup.

• Note: For the CaseView invoices, you will need to activate the "include project and subproject line" features by clicking the Restore Invoice button.
  

• Wording of Text

  Use this section to specify default labeling of items on the invoice. For example, for the Invoice number, you could enter INVOICE #, Invoice no. or Invoice Number. You choose the terminology that you prefer. Default text can be entered here in any language, enabling you to produce invoices completely in languages other than English.

  Note that the use of most of these terms is applicable only if the Billing Level of Detail is set to All Transactions. For example, if you are printing a summary invoice, no amount column appears so the term you choose for Amount is not used. The terms for "Invoice No." and "Ref No." will appear no matter which billing level of detail is chosen.

  A Tax Heading is a heading you would use to signify that it's a tax invoice.

Click this button to launch CaseView to view using the formatting options selected using this dialog and to modify the invoice template. For instructions on adding a company logo to your statement template, see here.

• Billings from WIP Invoice

  In the Billings from WIP Invoice you can add lines in order to customize the invoice. If Application for Payment is in use, then this becomes an AFP invoice.

• Miscellaneous Invoice

  Design the Miscellaneous Invoice to use. If Application for Payment is in use, then this becomes an AFP invoice.

Use this section to set defaults for the main header used on statements.

• Name

  Specify the appearance of the company name on the statement.

• • Company logo

    Select this box to use a picture image or bitmap of your company logo as the header for the statement. The default logo displays until you insert your own company logo. The bitmap must be created using a graphics software package outside of Time and CaseView.

  • Company name from company profile

    Specify this option to print the name specified on the Address tab of the Company Profile.

  • None

    To use company letterhead when printing statements, select None as the default header for statements generated from CaseView.

• Address, Phone, Fax, Email

  Check the boxes to include the company address, phone number, fax number and email address on statements. This information is entered in the Address tab of the Company Profile

• Line under Header

  Select this box to add a line under the header for space before the body of the statement.

Use this section to specify text for the main footer to appear centered at the bottom of a statement. Default text can be entered here in any language, enabling you to produce statements completely in languages other than English.

• Line above footer

  Select this box to add a line before the footer for space after the body of the statement.

• Line 1

  Enter applicable text for line one of the main footer. For example, you could specify the primary tax registration number for your company.

• Lines 2 and 3

  If applicable, enter text for the second and third lines of the main footer. For example, you could specify a standard line like, "Due upon receipt" in line two and "Interest charged at 10% per annum" in line three.

Use this section to specify the appearance and formatting of statements.

• Attention on Statements

  Select the contact person to whom you most commonly address statements. The role chosen here will be the default addressee. Thus, if in the client record, no contact is entered by name but the option to "Show Attention Line on Documents" is checked, then the entry here will be used on the attention line.

• Default Attention

  Input the name or department to use if it is different from the people entered as contacts for the client. Thus if, in the client record, no contact is entered by name but the option to "Show Attention Line on Documents" is checked, then the entry here will be used on the attention line.

• Show Balance Forward

  Select this box to add a balance forward line to the CaseView statement that will sum up the debits and credits from prior months.

  After checking this box, if you find that the statement does not include the balance forward, it means you are using an old version's statement that doesn't include the balance forward feature. If that happens, return to this dialog and click the Restore Statement button.

• Running Total Balance

  Select this box to change the default behavior of the Balance column to report a compounded total for each statement entry subsequent to the first. The default behavior is to report individual totals for each entry in a statement.

• Wording of Text

  Use this section to specify default labeling of items on the statement. For example, for the Statement, you could enter STATEMENT, Statement, or the abbreviation Stmt. You choose the terminology that you prefer. Text can be entered here in any language.

Click this button to return the CaseView statement template to the default settings in the Time program or to activate features added to the CaseView statement in a new release of Time.

Be aware that you then need to reset any customizations you have in the statement such as font changes.

Use this section to set defaults for the main header used on credit notes.

• Name

  Specify the appearance of the company name on the credit note.

• • Company logo

    Select this box to use a picture image or bitmap of your company logo as the header for the credit note. The default logo displays until you insert your own company logo. The bitmap must be created using a graphics software package outside of Time and CaseView.

  • Company name from company profile

    Specify this option to print the name specified on the Address tab of the Company Profile.

  • None

    To use company letterhead when printing credit notes, select None as the default header for credit notes generated from CaseView.

• Address, Phone, Fax, Email

  Check the boxes to include the company address, phone number, fax number and email address on credit notes. This information is entered in the Address tab of the Company Profile.

• Line under Header

  Select this box to print a horizontal line after the name and address information for the header is displayed.

Use this section to specify text for the main footer to appear centered at the bottom of a credit note. Text can be entered here in any language.

• Line above footer

  Select this box to print a horizontal line before the footer information is displayed.

• Line 1

  Enter applicable text for line one of the main footer. For example, you could specify the primary tax registration number for your company.

• Lines 2 and 3

  If applicable, enter text for the second and third lines of the main footer. For example, you could specify a standard line like, "Invoices due upon receipt" in line two and "Interest charged at 10% per annum" in line three.

Use this section to specify the appearance and formatting of credit notes generated using CaseView. Default text can be entered here in any language, enabling you to produce credit notes completely in languages other than English.

• Add tax %

  Select this box to add the percentage amount of the tax beside the tax description.

• Include Footer

  Select this box to always print footers as the default for credit notes. There are 3 default footer lines.

• Include Line in Body

  Select this box to print a horizontal line underneath the attention line on the credit note.

• Include Project line

  Select this box to print the name and description of the project selected on the credit note. The names and descriptions are defined in the Project Management setup.

• Include SubProj line

  Select this box to print the name and description of the sub project selected on the credit note. The names and descriptions are defined in the Project Management setup.

• Attention on Credit Notes

  Select the contact person to whom you most commonly address credit notes. The role chosen here will be the default addressee.

• Default Attention

  Input the name or department to use if it is different from the people entered as contacts for the client. Thus if, in the client record, no contact is entered by name but the option to "Show Attention Line on Documents" is checked, then the entry here will be used on the attention line.

• Wording of Text

  • Credit Note No

    Specify how you want "Credit note number" to appear on credit notes.

  • Tax Heading

    Specify how you want a heading for a tax section in the credit note to appear. An example would be ''Tax Credit Note''.

Specify the default format for credit notes. When creating a credit note, this format is automatically selected and can be modified as necessary.

• Billing format

  Type or select a default billing format for credit notes. The default is C/N, which indicates that the text for the credit note automatically displays, "To credit you for the following:". To create customized billing formats for credit notes, on the Setup menu, click Billing Codes.

• Watermark on Copies

  When selected, a watermark will be applied to all credit note copies. By default, this option is turned off.