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Sage Timeslips User's Guide

1. The slip status indicates if the slip is janes a nee a work is process Slip Entry mee is in Proof Stage or J ID 54 WIP Pending has been billed ia Type Time Expense HEI ho Value 225 00 J Nicknames identify who E a is doing what type of Timekeeper C Harding x ChrisH work for which client Task Counsel x C300 Client Kelley Engineering e 06 0165 dh Enter free form text to Reference lt None gt r describe the work ies Extra performed B Z Counsel with client concerning upcoming court date u You can enter when es Hl the task happened lip 9 16 2013 i i 0 00 00 0 the start date and how Start date Time estimated o n E long the task took End date 9 16 2013 BB Time spent 230 00 Q off the time spent Biling Status and Rate Settings a Billing status Billable gt 2 E Recur The billing rate x the imekeeper x fi time spent determines Markup Adjustment al o Not Bill Time a the value of the slip Markup default 0 00 EEA Click the On Off switch Adjustment default 0 00 Do Not Bill time 0 30 00 to start or stop the Attachments 3 stopwatch Attachment cs timer or you can enter the time spent File Types F Include attachment with bill Scan manually 3 Set Type of the slip to Time 4 Enter the details of the time slip Help For more info on any slip field press F1 Entering Time and Expense Slips
2. Timeslips Toda Clients with Overdue Balances commands a Client Balance Overdue Balance kag Prepare Biling Seacoast 4300 00 4300 00 piers Wire Of Bishop 3000 00 3000 00 E Finish Biling E 4 Nickerson 2500 00 2500 00 rad Accounts Receivable Ta mad ABC 2100 00 2100 00 Click a topic icon to S 4 Reverse a Payment ihesen Atlantic 2000 00 2000 00 p 7 Time and Expense db PAT Reporting Eastern 0 00 0 00 change the topic displayed s G North Project 0 00 0 00 on the navigator Bo TERA Show Payments North Project 0 00 0 00 iat Funds and Receivables Pierce 0 00 0 00 hg Manage Names 3 Listing Reports Click a navigator button to Heip and supo pea ane play the associated a procedure macro Enter a Credit Payments Last 30 Days AIR Values Last 30 Days s ID Date Type Client Value Selection Value 7 12 30 2005 PAY ABC 3000 00 Payments 6700 00 4 11 18 2005 PAY Atlantic 2000 00 Refunds 0 00 12 12 31 2005 PAY Eastern 1700 00 Credits 0 00 Write Offs 0 00 G Chanae Template E Chanae Settings E Hide Naviaator Guides C Program Files x86 Timeslips 2013 0 00 Billing Date Today 7 13 2012 Steven J Santos Use the data sections of the enhanced navigator to review related information See Using Navigators to View Data on page 10 7 for more information If you do not want additional information to display or cannot fit larger navigators onscreen you s
3. The Timeslips aieia Message Center Message Center can also inform you of features 6 12 A You have never used the Audit trails feature O Track time and expenses even while out of the office Using the we O Extend the power of Timeslips to each employee by adding additio You can determine how Timeslips will notify you of feature usage Important Setup Options Controlling access to Sage Timeslips You can set up this functionality within the Firm Other page of the General Settings dialog box select Setup General This allows you to determine how Sage Timeslips will notify you of feature usage Display notification when features are used Never Rarely used 3 times or fewer within the past 60 days Occasionally used 23 times or fewer within the past 60 days If you do not want Sage Timeslips to notify you of your feature usage you can disable feature usage messages On the Features Enabled dialog box select Setup Features Enabled select Feature usage messages from the list of features and click on the Disable this feature link Controlling access to Sage Timeslips You may consider certain information contained in your Sage Timeslips database as sensitive or confidential such as client balances Some menu commands allow users to edit or delete data which can result in data loss if used improperly To prevent unauthorized or inexperienced users from performing certain functions Sage Timesl
4. Classification Open ke amp 2 Other SP ar 01880 Po Email addresses Primary kelleyeng example com a cc Separate addresses by using commas semicolons or carriage returnfline feeds E Overhead Only E Restrict Slip Entry 10 Click Save amp from the toolbar to save the new client 11 If Sage Timeslips prompts you to check for conflicts click OK 12 The new client now appears on the client list Click Yes to view the Overview of Clients Help topic or No to close the Confirm dialog box 13 Press Ctrl W to close the Client List dialog box For more information on creating clients see Creating Clients on page 7 9 User s Guide Tracking Time and Expenses on Slips In Sage Timeslips you use slips to track time and expenses A slip can detail a part of a job or an entire job for a particular client by a specific timekeeper Every slip requires a timekeeper a client and a task or expense While Sage Timeslips offers many ways to enter slips in this example you can will enter slips within the Slip Entry dialog box 5 5 Quick Start Tutorial Timeslips User s Guide Creating a time slip You use time slips to track work done on an hourly basis You can track the duration of a time slip with the stopwatch timer or you can enter it afterward Exercise 5 Creating a time slip In this exercise you will create a time slip for a meeting with the new client Kelley Engin
5. Double click on any topic is display it Tracking client information How to add clients Printing Help topics The Contents page of the Help Topics dialog box groups Help topics into books and pages A book U represents a heading that groups related topics A page R represents a specific Help topic E Timeslips Help Ae amp as If you click the Print button with Printing Reports Contents Index Search Overview of Reports highlighted you can print all License Agreement Copyright and Trademarks pages within this book E Summary for Upgraders new features and chang See also How to E E Introducing Timeslips H Setting Up Timeslips H Tracking Time and Expenses Timeslips compiles comprehens Double click on a closed E Entering Transactions Choosing reports to print amp Viewing Timeslips Data book to open it p QQ Printing Reports Select a report group from the a box you can access the repo 7 2 Printing Reports Each report is different in how Double click on a page 2 Designing Reports you can select the report nam to view that Help topic Printing Bils If none of these reports suits Connecting to other applications customize a report a Online User s Guide other overview topics E3 How To procedural topics Creating designing and cu H Administrator s Guide Timeslips pr
6. 7 6 Creating Timekeepers Entering timekeeper information When you create a new name that has custom fields associated with it you can assign values for custom fields in the Custom page of the Information dialog box For example if you create a custom field for clients you can assign values to the custom field in the Custom page of the Client Information dialog box Creating Timekeepers Timekeepers are attorneys secretaries architects engineers delivery people any person whose time and expense are recorded You will track the work performed by timekeepers on time slips and expense slips and then print reports and bills based on those slips You can define timekeepers in the Timekeeper Information dialog box and review billing history in the Timekeeper History dialog box You can access both of these dialog boxes from the Names menu Entering timekeeper information For more info 2 on timekeeper Help fields look up overview of timekeepers in the online Help You enter information about each timekeeper in your firm in the Timekeeper Information dialog box To add a new timekeeper 1 Select Names Timekeeper Info to open the list of timekeepers 2 Click New lt P to open the Timekeeper Information dialog box Enter the nicknames for the client 3 If you have set up templates for name information see Using new name defaults on page 7 4 you can select a template from the list
7. Draft revise 5 13 2013 D Bri Analysis Strategy BE Billable Use Preferences or List Appearance Options to Highlighted Slip s Description Hours Charges customize the list of slips Travel to from hearing a Billable 96 71 16107 10 Unbillable 5 08 791 93 Total 101 79 16899 03 Number of slips 54 8 3 8 Tracking Time and Expenses Timeslips User s Guide You can use Slip Entry dialog box see Creating time slips on page 8 4 to review create and edit slips To open the Slip Entry dialog box click Open uw from the Time and Expense Slip List dialog box or press Shift and click Slip List ag from the main toolbar There are several program preferences that can help you access and enter slips These are located ry on the Personal Preferences dialog box select Setup Preferences Look up personal Help preferences in the online Help system for more info Creating time slips When creating expense slips Sage Timeslips offers many shortcuts that can simplify slip entry See Using slip entry commands on page 8 8 To edit an existing time slip find the slip that you want to edit open the slip in the Slip Entry dialog box edit the fields as necessary and save the changes How to create a time slip 1 Click Slip List 9 or select Slips Time and Expense Slips to open the list of slips 2 Click New lt P to open the Slip Entry dialog box
8. View Training Video OK Cancel Help If you do not mark any of these options you can still use the Accounting Synchronize Names command to synchronize names at any time Establishing Name Links Manually TAL Pro uses name links between Timeslips and your accounting database to identify which names can transfer data to each other TAL Pro can establish these links during the synchronization process or you can manually establish links between names 17 5 l 7 Connecting with Your Accounting Program Timeslips User s Guide Linking names Select Accounting Manage Name Links Clients to set up links between Timeslips clients and customers in your accounting database manually This synchronization ensures that information for clients and customers is maintained correctly in the two databases without double entry Linked Sage Timeslips Clients and QuickBooks Customers Eo oj xj MUnlinked Clients and Customers Linked Clients and Customers ent 4 Sam s Flower Shop Adam s Candy Shop Adam s Candy Shop Andres Cristina Andres Cristina Atlantic Atlantic Balak Mike Balak Mike Balak Mike 330 Main St Balak Mike 330 Main St Balak Mike Residential Balak Mike Residential Bishop Blackwell Edward Bishop Blackwell Edward Chapman Natalie Chapman Natalie Cheknis Benjamin Cheknis Benjamin Corcoran Carol Corcoran Carol 2 Crenshaw Bob Crenshaw Bob Cri
9. Enabling slip approval security for approvers You also use Sage Timeslips security to set up access rights that allow approvers to change the slip approval status for slips Select Setup Security Profiles to maintain security profiles Security Profile For more info on setting up security rights look up security rights in the online Help g Help You may want to create a new security Profile name Approver profile for approvers Access rights Area Slip x Rights a M New Ne FA Open M Edit Mark Change slip approval status for First Mark Slips require approval to be billed the security profile that approvers will use F Delete or Purge RA Reports FA Esport to File FA Export FA Edit time spent on new slip M4 Edit time spent on existing slip FA Edit rate settings EA Timer On Off FA Stop all timers FA View slips of other timekeepers FZ Edit timekeeper on new slip M Close Previous Next Last Remember only approvers should be able to change the slip approval status Otherwise unauthorized charges can appear on bills Indicating which timekeepers need slip approval In some offices only certain timekeepers may need to have their slips approved before billing Within the Timekeeper Information dialog box you can require slip approval on a timekeeper by timekeeper basis Select Names Timekeeper Info to maintain timekeepers Needs Approv
10. Type Payment C Deposit Slip Date 4 27 2008 BB Check No Amount 1310 71 B 7 Payment Thank Yds u kiaj On payments enter the check number here This is an optional field Eo a ae E r If you assign a check number Timeslips will also copy it to the Description field when you save the payment You can override this option in the Transactions page of the General Int Paid Settings dialog box peagi 4 22 2007 G 10023 00 0 00 Date Invoice No 4 C Remaining amount applies to future invoice Transfer Money Apply One Clear Applies You may exit a guide at any time by clicking the Stop button on the Automated Procedure Active control bar or by pressing Ctrl Break Using the Tip of the Day The Tip of the Day is an interactive tool that Sage Timeslips uses to provide you with tips about different areas of the program When you open Sage Timeslips the Tip of the Day displays in the top right corner Tip of the Day Did you know On the Report List dialog box you can highlight any report and click Overview for a description of the Click Tell me more Report Type to open a Help topic related to the current tip Tell me more Show tips on startup Next Tip For some areas of the program Sage Timeslips will show only those tips related to the current Ta Poa dialog box In other areas Timeslips will show tips for the entire program e day in the Help a For example
11. 3 5 3 3 Using Online Help and Guides Timeslips User s Guide Searching the Help system Throughout this user s guide you will notice references to the Help system providing more information For example For more information about clients look up overview of clients in the online Help system To find this topic select Help Online User s Guide and use the Index page Enter the index keyword overview of clients and click Display 4 ad e amp N Hide Back Print Howto Glossary meslips Help Enter the topic that you want to display Contents Index Search Overview of Clients Type in the keyword to find See also How to overview of clients overview of client funds accounts overview of client funds transactions x The term client refers to the person or organization being c overview of client history All current clients are listed on the Client List dialog box E overview of client projects overview of clients overview of command line parameters overview of conflict checking Timeslips tracks extensive biling data and other related in overview of connected databases box overview of custom fields overview of data verification overview of database maintenance You can use the client Status fields on the General pao overview of database styles slips to no charge restrict slip entry or restrict billing overview of databases The closest match is displayed in the list
12. aaaaaaaaa Total fees and costs Total interest and finance charges Total taxes Previous balance Total payments and other A R transactions New balance Funds accounts balance Funds accounts replenishment Client hold 30997 83 Days since last bill Select All None Total In Reference to v Release slips marked hold slips marked Hold will be included on the bill rim General counsel Generate Bills O Pre Bill Worksheet to Display Options View one client at a time Pre bill Worksheet Generate Bill History Aged WIP Analysis Budget Analysis Approve Last Bill Billing Date Revised 5 15 2008 Sage Timeslips shows which clients are ready to bill The List View of Billing Assistant uses billing rules to determine which clients are ready for billing Click the Change Billing Rule button at the top of the screen to set up your own billing rule to fit how your firm bills clients For example you may want to print bills for clients with new charges or you may want to print bills for clients who haven t received bills in the past 30 days When clients match your billing rule they are automatically included on the list Reviewing Billing Data Using Billing Assistant to review billing data 12 You can review information like the current balance or the current bill stage from this list If need you can click on a column heading to quickly sort the list Click on a client to review billing
13. 1 5 Updating and Removing Data Timeslips User s Guide Updating Slips You may occasionally need to edit many slips at once For example if a partner leaves the company another employee may take over that partner s clients In a large database it would be a lot of work to edit one slip at a time The Slip Export Mass Update wizard allows you to export fields such as the Timekeeper field in this example from one slip to other slips How to export slip fields to other slips We recommend that you make a backup of your database before updating slips See Making an effective backup plan on page 16 8 for more information 1 2 Select the slip fields to 15 4 export to other slips Click Slip List 98 to open the list of slips Highlight the slip that contains the fields you want to export and click Open 3 to open the Slip Entry dialog box You will most likely use this feature as you are editing a slip Set the slip fields to the values you want Then export some or all slip fields to other slips Click Export l to open the Slip Export Mass Update wizard Click Next to continue Select the fields that you want to export from the slip Click Next to continue Slip Export Mass Update Slip Fields Select the fields that you want to export from this slip This wizard will export these values from the currently displayed slip If you do not want to export values from this slip click Cancel view the co
14. 2 Decimal Places 100 00 3 Decimal Places 100 000 5 4 Decimal Places 100 0000 1 Select the number of decimal places to track for these values 2 Click Next to continue creating the new database 6 5 6 6 Creating a New Database Timeslips User s Guide Select First Month of Fiscal Year Sage Timeslips allows you to set your company s start month for the fiscal year This is important when tracking historical data or printing year to date reports e Create a New Database Select First Month of Fiscal Year The start of your firm s fiscal year determines how Sage Timeslips calculates values on some reports For example on year to date history reports this will determine which months are included in the report Use the field below to select the starting month of your firm s fiscal year Select the starting month of your firm s fiscal year 1 Select the starting month for your fiscal year 2 Click Next to continue creating the new database Select Next Invoice Number This view determines the invoice number Sage Timeslips prints on the next invoice This number increments as you generate and approve invoices Q Create a New Database Select Starting Invoice Number Sage Timeslips uses invoice numbers to track billed information Sage Timeslips will increment invoice numbers as you print and approve bills Use the field below to enter the starting invoice number We sugge
15. 9 15 9 9 Entering Transactions Timeslips User s Guide 9 16 Reviewing Data Overview Viewing reports Viewing billing data Viewing general Sage Timeslips data Using Sage Timeslips Today to View Data Assigning templates to timekeepers Displaying Sage Timeslips Today Viewing data and printing data Modifying Sage Timeslips Today templates Using Navigators to View Data Displaying an enhanced navigator Viewing data Modifying enhanced navigators Using Alerts to View Data Setting up alert rules Triggering alerts Viewing alerts Managing alert rules and alerts 10 2 10 2 10 3 10 4 10 4 10 5 10 5 10 5 10 6 10 7 10 8 10 8 10 8 10 10 10 11 10 12 10 12 10 14 10 Reviewing Data Timeslips User s Guide e Reviewing Data Overview As timekeepers enter slips transactions and other billing data you can review that data using many different tools You can view data in dialog boxes as you enter it or you can print reports Sage Timeslips also offers interactive tools that allow you to display specific data and drill down to the source records This chapter introduces reports that you can use to view most types of Sage Timeslips data This chapter also introduces the Billing Assistant and Firm Assistant that you can use to view billing data We discuss each of these topics in detail in later chapters of this user s guide The remainder of the chapter details Sage Timeslips Today Enhanced Navigator
16. For more information on names see Chapter 7 Entering Names Time and expense slips A slip is a record of an event that you can bill to a client There are two types of slips A time slip is a dated record that describes a specific task based charge You typically calculate the amount of a time slip by multiplying the time spent and the billing rate An expense slip is a dated record that describes a specific expense based charge You typically calculate the amount of an expense slip by multiplying the number of items and the price per item Each slip also tracks a timekeeper client activity date and optionally a detailed description associated with the event For more information on entering slips see Chapter 8 Tracking Time and Expenses Accounts receivable transactions Timeslips maintains an accounts receivable balance the balance due for each client You can use accounts receivable transactions to describe changes to a client s accounts receivable balance Typically you increase the balance due by sending a bill to the client and you decrease the balance due by receiving a payment For more information on accounts receivable transactions see Entering Accounts Receivable Transactions on page 9 3 Client funds transactions Timeslips can optionally maintain client funds balances such as retainers or trust fund accounts for each client You can use client funds transactions to describe chang
17. O Add a new worksheet to an existing Microsoft Excel workbook Include column titles Formatting Date M DA YYY v Duration H DD Time AM PM v Boolean Y N OK Cancel Sage Timeslips will not transfer totals or total headings to Excel Even if you have set up subtotals for the report the Excel worksheet will include only the detail from the report excluding calculated subtotals totals and their headings However the values within the worksheet will reflect any sort keys that you have set up Although you are able to suppress zero values on reports Sage Timeslips will always include zero values when printing to Excel This will make it easier for you to perform calculations on columns of data Look up excel in the online Help system for more information on printing reports to an Excel worksheet 11 23 11 Designing and Printing Reports Timeslips User s Guide Printing reports to PDF If you want to distribute reports electronically you can print Sage Timeslips reports to PDF portable document format files Set Print to to PDF file and click Print to print the report to a PDF file When you print to this format Sage Timeslips creates a file that contains an exact representation of a printed report This is convenient because it allows you to send PDF copies of the report to other employees in your firm or to your clients In order to view PDF files workstations must have Ad
18. These options differ for each report For example on the Slip Listing you can choose to show only totals choose the format of time values or specify the name formats to display e Report Options Report Options V Apply client rounding C Check spelling first C Calculate variance when time estimated is 0 Billed values reduced by credits The report options and report formats available differ from report to report Report Formats V Only show subtotals and grand totals Show time in decimal format Use wide description C Page break on primary sort _ Limit description to 4 lines V Show selection criteria Report style Detailed format Show client name as Nickname 1 Show timekeeper name as Nickname 1 Show activity name as Nickname 1 Show reference name as Nickname 1 Gap after each record style E pace l OK Cancel Help ee Communicate in firm Billable 7 00 1050 00 z Unbillable 0 00 0 00 Settings on the Report Total 7 00 1050 00 Options dialog box allow you to control the format Copying Billable 0 00 3 75 of data on the report OPHIR Sis Sd Total 0 00 3 75 a a ee e e a Help is available for each option Click Help E in the top right corner and click on an option for more information You can also click the Help button below for information on options for Help all reports 11 10 Customizing Reports Designing report sections 11 De
19. We provide data conversion services for users converting data from a different time and billing software package We can convert your data from most third party programs The fee for this service depends on the source of the data and amount of data to convert If you are interested in our data conversion service please send a message to datarepair timeslips com regarding your conversion inquiry Using Online Help and Guides Overview 3 2 Reviewing learning resources 3 2 Using the Online Help System 3 3 Understanding Help menu commands 3 3 Understanding Help topics 3 4 Using context sensitive Help 3 4 Using the Contents page 3 5 Using the Online User s Guide 3 5 Using How To topics 3 5 Searching the Help system 3 6 Printing Help topics 3 6 Viewing Training Videos 3 7 Using Automated Guides 3 8 Accessing guides 3 8 Playing guides 3 9 Using the Tip of the Day 3 9 3 Using Online Help and Guides Timeslips User s Guide e Using Online Help and Guides Overview We want to make it as easy as possible for you to learn the many features and functions of Sage Timeslips quickly To assist you learning Sage Timeslips we have included several resources Before using any of these learning tools you should start the program The Timeslips installer creates the Timeslips program group From the Start menu open the Sage Timeslips program group and select Sage Timeslips Reviewing learning resources We provide many tools to h
20. cece 2 8 Installing Sage Timeslips locally ss ssssssssesssssessessessessessesseseessesses 2 8 Getting the Latest Release oes esesssseeesseceseeeeceseeeesseeeateeeeeseees 2 9 Converting from Another Billing System oo eeeeeeeeeeteeee 2 10 Entering data manually iA 2 10 Importing data with Sage Timeslips Import eee 2 10 Data CONverSion SrviCes soi onain rekna 2 10 Table of Contents Timeslips User s Guide Chapter3 Using Online Help and Guides Overview oaa a E EE wits E E E E E terete ee 3 2 Reviewing learning resoUrces s esseeseseeseeresssresesresesresesresesresesseses 3 2 Using the Online Help System oo eeeseeeeeeeeeseeeeseeeeaeeeeeseees 3 3 Understanding Help menu commands sssessseseeeesesesesees 3 3 Understanding Help topics ccceeeesesesesesesesesescseseseseseseseseees 3 4 Using context sensitive Help wo cceeeseseseseseseseseseseseseseseeees 3 4 Using the Contents pagenan 3 5 Using the Online User s Guid sesgscsscssocssinangsncescii 3 5 Using How LO topics ioniese i iied 3 5 Searching the Help System siinide in 3 6 Printing Help topics cscsssctdsctcsctcscececscucucuctcncucusheneteushenenduenenevevencveneye 3 6 Viewing Training Vide0S seessssssecesseeeseeeesseeesceceeeseeesseeeeaees 3 7 Using Automated Guides i esssssesseeeesseseceteeecseeesseeetaeseeeeseees 3 8 ACCESSING SUIAES nasion eai ea OA 3 8 Playing prides cicsccvercusecachencucscdcncucucscacucucucucecushsuebeusheverducecnceenct
21. ee n the printed bill March 31 2006 In Reference To 2007 campaign Invoice 10000 When Show is marked Sees for the Time Charges eee eee Hrs Rate Amount from Slips section the printed bill shows detail 2 9 2006 Phone conference with client to review campaign materials 4 00 600 00 from time slips 190 00 hr 2 17 2006 Reviewed the three contracts and submitted extensive revisions Will need to 8 00 800 00 speak with Roger before the final contract can be completed 100 00 hr 2 27 2006 Initial meeting with client to kick off Fall campaign projects 4 50 NO CHARGE 90 00 hr 3 1 2006 Drafted plan for fall campaign 5 00 450 00 90 00 hr For professional services rendered 21 50 1 850 00 r gm a a ee 7 aiii ee ATE In Sage Timeslips Unmark Show for the Time Charges from Slips Total Time Charges section E Expense Charges from Slips Total Expense Charges On the printed bill March 31 2006 In Reference To 2007 campaign Invoice 10000 When Show is unmarked for the Time Charges from Slips section the printed bill hides time slip charges but shows the total Hours Amount For professional services rendered 21 50 1 850 00 12 23 12 Billing Clients Timeslips User s Guide Reordering layout sections on the bill You can use the Move Down and Move Up buttons to reorder sections on the bill For example you move the Previous A R Balance section above the Total New C
22. not compatible with Outlook Express and AOL email MAPI compliant email program required for sending bills and statements by email or reprinting bills to email Microsoft Outlook 2013 2010 or 2007 required on the Sage Timeslips workstation for using the Outlook Link or receiving slips by email Microsoft Word 2013 2010 or 2007 required for mail merge functionality and viewing enhanced RTF Microsoft Excel 2013 2010 or 2007 required for using the Print to Excel feature Internet Explorer required to access web pages from Sage Timeslips 2 2 Preparing to Install Finding the serial number and configuration code Finding the serial number and configuration code You will need your serial number and configuration code to install Sage Timeslips register Sage Timeslips and to receive technical support if necessary Sage sent this information to you in an email message shortly after your order Understanding single user configurations When using Sage Timeslips a single user installation refers to any installation that has one station license Some single user installations include Single user installation with one computer If you purchased a single license of Sage Timeslips and you own a single computer the program files and database will reside on this computer Single user installation on a network workstation with the database on a network workstation If you purchased a single station license of
23. on page 12 36 Balance This page shows the balance due for each client invoice numbering settings and rules to determine how Sage Timeslips applies payments to invoices see Entering Accounts Receivable Transactions on page 9 3 Funds Accounts Use this page to maintain client funds accounts which track trust and escrow accounts You can also set up options to automatically pay new charges from client funds and request replenishment of the funds account See Using funds accounts on page 9 12 Notes This text field holds miscellaneous client information including confidential notes that you do not want printed on a bill Activities Use this page set up custom lists of tasks and expenses for each client This is make data entry more efficient For example when entering slips you will see only that tasks associated with the client See Using My Lists to Filter Names on page 7 21 Setting client status fields The General page of the Client Information dialog box contains four status check boxes To set a client status field simply mark the associated check box Master Client This status is used with the client project system see Using client projects on page 7 11 to designate a central client for whom separate projects are defined The master client supplies the address shown on multi project bills and statements and optionally provides default fields for new projects Sage Timeslips displays an t
24. 2 ES Details WIP Details infa Details 13225 00 infa 13325 00 Details 455 60 infa Details Details infa Details Details Details Details 1 You can choose one or more postings to review 2 Click View Details to open the Previous G L Transfers dialog box where you can review and print entries from those postings Posting Entries to Your General Ledger 1 7 Reviewing Past Transfers f Previous G L Transfers belak You can select which G L Entries to reverse If you select a G L entry for a specfic transaction all other G L Entries for that transaction will also be reversed G L Entries G L Account Totals Summary Rev ID Type Trans Date Client TAL Account G L Account Invoice Debit Credit Journal PAY 5 13 2013 5 13 2013 gt 100 00 X Total 654 00 654 00 emt Reversein quickbooks close From the Previous G L Transfers dialog box you can 1 print a listing of entries previously posted 2 choose specific entries to reverse 3 click Reverse to post reversing entries to your general ledger 17 25 1 7 Connecting with Your Accounting Program Timeslips User s Guide 17 26
25. Cancel al Help If the date field is part of a date range indicated by two adjacent date fields the Date Range dialog box opens Click the Apply this ate Range gi rule field to use a relative date rule Appiythisle All o Start Date End Date Actual Relative Actual Relative 4 June 2013 gt 4 June 2013 gt Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 26 2 2 23 30 31 1 26 2 2 23 30 31 1 2 3 4 5 6 7 8 2 3 4 5 6 7 8 9 40 11 12 13 14 15 9 40 11 12 13 14 15 16 17 18 19 2 2 22 16 17 18 19 2 2 22 3 24 235 5 7 B 2 3 24 235 26 7 8B 2 30 1 2 3 4 5 6 30 1 3 4 5 6 7 C Today 6 10 2013 C Today 6 10 2013 Click the Same As a button to use the Same As Earliest l Same s Latest same Ending date as z the Starting date Currently Selected Date Range 671072013 to 671072013 OK Cancel l Help Some date fields can use relative dates which determine dates automatically relative to today Built in relative dates include last month last quarter last year month to date year to date this week and this month 4 10 Entering Data Using lists of data Entering time values When you enter time values Sage Timeslips provides the Time Range dialog box to speed data entry This dialog box allows you to enter start and stop times and will automatically calculate the elapsed time You can open this dialog box by clicking the Time button fj to the right of the Time field or by press
26. D 54 WIP _ Type Time OExpense Ge k Value 225 00 Its Timekeeper Ic Harding ChrisH Sr Task Counsel c300 z Client Kelley Engineering 06 0165 ch Reference lt None gt z ig MTE F B 7 Counsel with client concerming upcoming court date ce ut a Start date 9 16 2013 BB Time estimated 0 00 00 m On GS End date 9 16 2013 BB Time spent 2 30 00 z or Billing Status and Rate Settings Billing status Billable Hold C Recurring Rate Timekeeper a 1 z 90 00 Houp Markup Adjustment and Do Not Bill Time Markup default 9 00 Ez Adjustment default 0 00 Do Not Bill time 0 30 00 Attachments a Attachment File Types Include attachment with bill Scan 16 Click Save amp from the toolbar to save the new time slip You can also save the current slip by creating a new slip or viewing a previous slip 17 The new time slip now appears within the list of slips Click Yes if you want to view the Overview of Time and Expense Slips topic 18 The slip you just entered is highlighted within the list of slips Click Open amp from the toolbar to open the Slip Entry dialog box and view the slip For more information on creating time slips see How to create a time slip on page 8 4 5 11 5 5 Quick Start Tutorial Timeslips User s Guide Creating an expense slip You use expense slips to track charges for sales expenses and disbursements You should enter items th
27. How to print a daily totals by period report How to print a monthly slip values graph How to print a monthly time usage graph How to print a monthly totals by period report How to print a pre bill worksheet How to print a slip listing How to print a weekly totals by period report How to search for text This guide will assist you in printing a bill that displays the charges or receivables you wish to submitto your Client Highlight an automated guide to play and click Play Automated guides open appropriate dialog boxes for you and provide hints for the various fields in the dialog box When a guide pauses on a dialog box a hint for the current fields opens You can move through the fields to view the hints by pressing the Tab key or by clicking on the field you want You can also move through fields and hints sequentially by clicking Previous 4 and Next on the Hints dialog box Getting additional information At the end of each guide Sage Timeslips will ask if you would like to view an overview of the current topic within the online Help system Click Yes for more information on the current topic See Chapter 3 Using Online Help and Guides for more information about the Help system 5 2 Creating Names Opening the sample database Opening the sample database You can use the sample database that is installed with Sage Timeslips to explore the features and functionality of Sage Timeslips You can also us
28. J Timeslips and other drive letters are also acceptable If a user is going to run Sage Timeslips on the Sage Timeslips Server for example in a peer to peer network environment the Sage Timeslips server should run Sage Timeslips from the same path that the workstations use For example Sage Timeslips Server actual path C Program Files Timeslips Sage Timeslips Server mapped path J Timeslips Other Sage Timeslips workstations mapped path _J Timeslips K Timeslips and other drive letters are also acceptable In some configurations Windows may not permit you to share folders below the Program Files folder In this case we suggest that you create another path on the hard drive install Sage Timeslips to that path and share the path accordingly For example Sage Timeslips Server actual path C Apps Timeslips Sage Timeslips Server mapped path J Timeslips Other Sage Timeslips workstations mapped path _J Timeslips M Timeslips and other drive letters are also acceptable Using UNC paths Sage Timeslips supports UNC file paths for example server apps timeslips If you use UNC drive mapping you must map each network workstation on which you are installing Sage Timeslips with UNC paths Verifying access rights In order to install and use Sage Timeslips all network users must have Change file rights Read Write Execute and Delete for the installation folder You must log into Windows with admini
29. Only Active Using the Time Sheet Slip Template Entry dialog box Select Slips Time Sheet Slip Templates or click Show template list E from the Time Sheet Slip Entry dialog box to enter slip templates using this method templates will appear on the time sheet You can optionally specify the rate and bill status settings on each template 8 18 Time Sheet Slip Template Entry Template details Name Longley Counsel Active Timekeeper D Brickley DavidB Task Conference T 021 Client ABC 98 10011 g ABC 1012 Reference Longley v ABC Description Conference regarding Longley case ShReOPLirs m Rate settings and billing status Use these defaults Default rate Timekeeper v 4 v 150 00 Hourly v Biling status Billable When creating templates using this dialog box you can select timekeeper client task and optionally reference names Each template must have a unique name You can also include optional fields such as a slip description rate settings and the billing status When you create a slip using the Slip Entry dialog box that includes Court Date Sage Timeslips uses the default description from the Task Information dialog box When Sage Timeslips creates time slips from entries on the time sheet it will use the default description from the Time Sheet Slip Template Entry dialog box When you click Click to select names Sage Timeslips opens the New Time Sheet Tem
30. Select the slip s billing status Typically most slips will be Billable but you can also set this status so you do not charge the client for the work If the Billing status and rate settings fields are not available click Billing status and Rate Settings on the time slip illing Status e Settings y Optionally mark the Recurring check box Use this check box only for slips you want to bill each billing period Optionally you can choose to hold the slip for a future billing If you do not want to bill the slip at this time mark the Hold check box Optionally use the Markup and Adjustment fields to modify the slip s value These fields allow you to modify the value on a slip by slip level If the Markup and Adjustment fields are not available click Markup and Adjustment on the expense slip 5 Click Save amp to save the slip Using slip entry commands You can set up hot keys to jump to a specific slip field You can determine which There are several methods that you can use to speed data entry when creating slips in the Slip Entry dialog box Duplicating slips or fields The Duplicate button creates a new slip copying all fields from the current slip If you right click on the toolbar of a new slip you can use the Editing menu to copy fields to the new slip Clone Field copies the value of the current field from the previous slip Clone Rest copies all values from the previous slip starting with the curre
31. You can also select a cell and click Timer to track time as you work When using a timer Sage Timeslips highlights the cell in red The time sheet allows you to enter time for a single slip or multiple slips in each cell To create a single entry simply click on the cell and enter the time spent After entering time spent for single slip you can click New P from the toolbar to the right to enter each successive slip for that cell Saving time sheet entries After entering time on the time sheet clicking Save amp to save the entries Sage Timeslips uses information such as client names and task names from the associated time sheet slip template to create new slips from the entries 8 19 8 8 Tracking Time and Expenses Timeslips User s Guide Viewing and editing cell entries For info on the B appearance of Help time sheet cells look up time sheet slip entry in the online Help Values in the cells of the time sheet represent actual slips either entered through the time sheet or entered through the Slip Entry dialog box Each value can represent a single slip or multiple slips Editing time sheet entries You can click on any cell to edit its contents You can also use the Slip Entry dialog box to edit an associated slip click on any cell and click Open to view the associated slip Viewing non template totals Sage Timeslips automatically totals all cells at the bottom of the time s
32. Approve or Clear Bills The Proof page of the Bill Stages dialog box displays all clients with Proof Stage bills Mark the check box to the left of any bill that you want to approve and click Approve Sage Timeslips will approve all selected bills Approving a bill for a specific client You can use Billing Assistant if you prefer to approve bills for one client at a time Billing Assistant displays the current bill stage for each client For clients with a Proof Stage bill right click on Proof Stage and choose Approve 12 43 12 Billing Clients Timeslips User s Guide How approving bills affects Sage Timeslips 12 44 Help Approving bills updates your database in the following ways For a more detailed list of how approving bills affects Sage Timeslips data look up approving bills updating data in the online Help Time and expense slips All slips included on the bill are assigned their final values which reflect the effects of flat fees and adjustments They are also marked as billed so that they will not be printed on future bills These slips are no longer considered work in process and you can no longer edit these slips When viewing slip details within the Slip Entry dialog box billed slips will include the invoice number and date Accounts receivable and client funds transactions All transactions included on the bill are marked as billed so that they will not be printed on future bills For each o
33. Counseling analysis and advice Category lt None gt v Rate table 1 2 3 4 0 00 o 00 o 00 o 00 o 00 lt Pe Sis tli c ei Use slip making Rate type Hourly defaults to save time when creating slips Timeslips enters the default values Bill status Ignore v Hold Ignore automatically when you use this task Slip making defaults Time spent 2 00 00 Time estimated 0 00 00 Description Counsel with client conceming Additional tabbed pages of the dialog box provide fields for selecting applicable tax rate rules entering markup information and assigning values to any custom fields you have defined for activities Entering expense information To add a new expense For more informationon 1 Select Names Expense Info to open the list of expenses expense fields Hel P look up 2 Click New sp to open the Expense Information dialog box and enter the nicknames for the expenses in the expense online Help i l 3 Ifyou have set up templates for name information see Using new name defaults on page 7 4 you can select a template from the list 7 16 Creating Time and Expense Activities 7 Setting up taxes 4 Click Apply Defaults 2 Expense Information ol a es 1 SPS Shipping 2 E 108 Classification Open M B General Billing ke Name Supertast Parcel Service shipment k Category lt None gt x Open l Use slip making c ta
34. Creating time slips Select the appropriate timekeeper task and client for this slip The name fields indicate which timekeeper did what type of work for which client Sage Timeslips may fill in some slip fields automatically depending on your default settings see Using slip entry commands on page 8 8 Optionally select the appropriate reference If you defined references for the client you can select one from the Reference field Optionally enter extra text Use the Extra field to enter up to 16 characters of free form text You can use this text as a selection filter when generating bills and reports Optionally describe the work done using the Description field This text details the work performed for the client and can appear on bills and reports Sage Timeslips offers many tools to help entering descriptions such as abbreviations spell checking formatting fonts and resizing fonts Look up entering descriptions in the online Help for more information You can also use Windows Speech Recognition to narrate slip descriptions Look up speech recognition in the online Help for more information Enter the date range covered by the slip By default Sage Timeslips enters today s date in the slip s Start date and End date fields You can enter a new date in the Start date field press T for today s date or click the Date button to select a date See Entering dates on page 4 10 for information Op
35. For more info determine the format and position of items on each client s statement These formatting and on designing positioning options determine the appearance of printed statements For example you will Helo Statements commonly edit statement layouts to adjust headers and footers to match company stationery eP look up designing layouts Ifyou previously used pre printed forms to generate statements you may be able to modify your statement layouts in statement layout to resemble these forms the online Help Maintaining statement layouts You use the Statements page of the Bill and Statement Layout List dialog box to maintain statement layouts 1 Within Sage Timeslips select Bills Bill and Statement Layouts to open the Bill and Statement Layout List dialog box 2 Switch to the Statements page and use the toolbar buttons to the right to maintain statement layouts Bill and Statement Layout List You can use this dialog box to manage the layouts for your client s bills and statements The options here allow you to create new layouts edit existing The Statements page of layouts assign layouts to clients and delete layouts no longer used the Bill and Statement Layout List dialog box Bills Statements lists the available el i 7e statement layouts Detailed Statement Layout My Statement Layout To open an existing statement layout 1 Open the Statements page of the Bill and Statement Layout List
36. In firms with multiple timekeepers you may have several timekeepers using Sage Timeslips Some of your timekeepers may not need to access all available features Mini Timeslips provides a compact simpler version of Sage Timeslips Mini Timeslips users are able to enter slips and print some reports but these users cannot generate bills or track balances TimeCapture TimeCapture is a smaller complementary application that runs in your workstation s system tray TimeCapture can automatically track the time you spend in other applications When you are ready to print reports or bills you can transfer the time entries to Sage Timeslips See Entering Time Using TimeCapture on page 8 13 for more information Timeslips Import You can use Sage Timeslips Import TSImport to import data from other sources for use with Timeslips This is useful if you are coming to Sage Timeslips from another time and billing system if you are using hardware devices such as expense capturing systems or if you want to use data from another software program with Sage Timeslips See Importing data with TSImport on page 16 16 for more information Navigator Editor Navigators are menu systems that group related features to help guide you through Sage Timeslips With Navigator Editor you can edit the navigators included with Sage Timeslips or create your own new navigators This allows you to customize the appearance and content of your navigators to
37. Linked Data to open the Data Linked with Outlook dialog box 2 If Sage Timeslips displays a message about linking names click OK 3 In the Sage Timeslips Clients list select the client that you want to link with an Outlook contact 4 Doone of the following a Click Find Equivalent to select the closest match in the Outlook Contacts list automatically or b Manually select the name in the Outlook Contacts list that you want to link with the selected client 5 Click Link to link the selected names 6 Ifyou want to link additional names repeat steps 3 through 5 7 Click OK to accept the settings For more info on maintaining name links including clearing name links and setting the ignore status look up setting up Outlook name synchronization in the Sage Timeslips online Help Understanding the synchronization process After you have set up name synchronization Sage Timeslips can synchronize names with Outlook The name synchronization process can perform three functions e automatically sets up links between matching client and contact names prompts you to set up links for names that don t exist in the other database updates changed information in linked names The Outlook Link sends updated client data to linked contacts Timeslips Outlook Outlook Link database contact list The Outlook Link sends updated contact data to linked clients Depending on your synchronization settings and how you star
38. Using the Getting Started wizard Other settings Other settings You can set options on the remaining pages of the General Settings dialog box You can select Setup General at any time to change these settings later When you are finished with the General Settings dialog box click OK to accept your settings For more information on general settings look up general settings in the online Help system Help Using the Getting Started wizard After creating a database and closing the General Settings dialog box the Getting Started wizard opens You can use this wizard to configure personal settings for the timekeeper using the program Since your new database does not yet contain timekeeper names this wizard will prompt you to enter your name initials and primary and secondary nicknames Sage Timeslips uses this information to create the first timekeeper record O Getting Started ute ae Enter your name Sage Timeslips can_ include the full name or Enter your full name and initials new database initials on bills and reports FullName Chris L Harding Initials CLH O Hep Bach A Ifyou are a new user the remaining views of the wizard allow you to accept some default settings or establish your own values The last view of the Getting Started wizard asks if you want to view training videos If you select No you can view these videos later by selecting Help View Training Videos I
39. When you first create your Sage Timeslips database you choose where Sage Timeslips will store main db and all other files associated with this database When you launch Sage Timeslips it automatically opens this database If you maintain multiple databases you can also open another database with the File Open Database command Maintaining Database Security 16 2 Your business depends on the valuable data in your Sage Timeslips database You should protect it from unauthorized access by setting up security in Sage Timeslips You can establish password access for each timekeeper and set restrictions to limit a timekeeper s access to specified data Security settings are specific to each database If you use you use multiple databases you will have to establish security for each database separately Only the Sage Timeslips administrator should have access to the Sage Timeslips security system The administrator will set up a master password called the Supervisor password Keep this password in a safe place you will need it to access any security function You should do this shortly after you create the database If you misplace your Supervisor password or it was set up incorrectly contact our Technical Support department There are three types of security settings all found in the Setup Security submenu e Global options Allows you to establish the Supervisor password activate the login prompt set usage options and enable slip
40. amp Funds Swap Addresses ES Fs eae Phone numbers Email addresses Other Phone 978 555 1697 A Primary atlantic example com son a 6 Home BJ Other R aeaa eai pee commas semicolons or Status Master Client Overhead Only Slips default to No Charge Restrict Slip Entry 7 9 7 Entering Names Timeslips User s Guide Rates Use this page to define up to 20 billing rates You can optionally set up rate selection rules to automatically select the rate on a slip based on the client timekeeper and task on the slip Arrangements This page defines the billing arrangements that you use to charge your clients for time and expenses These arrangements include write ups write downs progress and interim billing and flat fees For more information see Using bill arrangements on page 7 11 Hold This page set up client Hold option These options allow you to delay some or all of the client s charges Charges This page establishes additional charges including taxes rounding interest finance charges and discount rules Invoices This page contains settings for invoice numbers payment distribution and email settings for bills Layouts Use this page to determine which layouts to use when generating bills and statements for this client see Assigning bill layouts to clients on page 12 35 You can also use this page to determine which messages to display on bills see Including messages on bills
41. bill arrangements on page 7 11 On the bill layout you can summarize slips by activity by setting the Slip style for the Time Charges from Slips section to Summarize by Task or setting the Slip style for the Expense Charges from Slips section to Summarize by Expense When you choose these settings activities associated with categories are grouped together and printed by category on the bill e Many reports can filter and sort information by categories The Category Listing prints the names of all categories defined in your database By default this report is located in the System page of the Report List dialog box Setting Up Budgets When working on some projects you may want to compare your firm s current hours fees and costs against projected forecasts The budgeting feature can help you better understand how your firm is doing at any time Sage Timeslips allows you to set up budgets for individual names such as specific clients or specific timekeepers or for your entire firm You can optionally break down the information for individual timekeepers tasks and expenses to help you track this information Setting up budget details Select Names Budgets to open the Budget Setup dialog box which lists all current budgets A budget compares actual slip values to estimates for hours fees and costs Budget reports will compare budgets amounts with actual values 7 19 7 7 Entering Names Timeslips User s Guide Use
42. if the Slip Entry dialog box is open then only tips related to slips are available more info 3 9 3 Using Online Help and Guides Timeslips User s Guide 3 10 Using the Sage Timeslips Interface Overview Selecting Commands Using menus Using toolbars Using shortcut menus and shortcut keys Using Navigators Choosing the type of navigator to use Displaying the navigator Playing Procedures Creating your own procedures Entering Data Selecting fields Using dialog boxes Using text fields Using lists of data Using action buttons Using check boxes Using option buttons 4 2 4 2 4 2 4 3 4 4 4 5 4 6 4 6 4 6 4 7 4 7 4 7 4 8 4 8 4 11 4 13 4 13 4 13 4 Using the Sage Timeslips Interface Timeslips User s Guide e Using the Interface e Overview You can access most areas of Sage Timeslips in more than one way Navigator buttons and shortcut menus provide alternatives to the traditional menu bar Many menu commands have equivalent toolbar buttons and keystroke combinations For data entry Sage Timeslips uses a number of controls common to most Windows programs This chapter explains these controls Selecting Commands Sage Timeslips provides several ways to select commands You can use either the mouse or the keyboard to perform most program functions Using menus For more info Q on menus look up Timeslips Help menus in the online Help A menu bar is lo
43. of the Report Entry dialog box You can set up font styles for reports using the Design page of the Print Preview dialog box You can set up sorting and subtotal options using the Sort page of the Report Entry dialog box You can design report footers using the Design page of the Print Preview dialog box 10 17 2008 5 13 PM Willis amp Henderson P C Slip Listing Selection Criteria Slip Classification Open Clie Selection Include ABC Atlantic Slip Date 9 26 2008 9 30 2008 Rate Info identifies rate source and level Slip ID Dates and Time Posting Status Description Timekeeper Activity Client Reference Units DNB Time Est Time Variance Rate Slip Value Rate Info Bill Status Date 9 27 2008 26 TIME 9 27 2008 WIP Court appearance with Mr Whitley 27 TIME 9 27 2008 WIP Meeting with in house reps and opposing counsel regarding documents Further correspondence to opposing counsel Drafting discovery responses Review faxes from Sal Jacobs Telephone conference with opposing counsel Emails to Scott Hilt regarding motions Telephone conference with other in house attorneys 31 TIME 9 27 2008 WIP Drafted letter to DEQP 32 TIME 9 27 2008 WIP Researched prior cases against Atlantic filed by competitor companies Total 9 27 2008 D Brickley Trial and Hearing Atten ABC Bismark v ABC D Brickley Communicate other co Atlantic D Brickley Draft
44. procedures individually Select Special Automated Procedures to open the Guides and Procedures dialog box This dialog box groups procedures into three pages e Guides Lists the automated guides that Sage Timeslips provides for common tasks see Playing guides on page 3 9 Your Own Lists procedures that you have created On Navigator Lists procedures used by the current navigator Highlight a procedure name and click Play to play the procedure 4 6 Entering Data Creating your own procedures Creating your own procedures For more info on editing Help procedures see the online Help included with the Procedure Editor Sage Timeslips allows advanced users to create and edit procedures Working with procedures is straightforward if you are comfortable writing macros for Microsoft Word Microsoft Excel or other simple programs After creating procedures you can create or edit navigators and attach the procedures to navigator buttons Certified Consultants can help you with the process of writing procedures To find the name of a Certified Consultant in your area visit our web site at http www SageTimeslips com or call 800 285 0999 Entering Data In Sage Timeslips you enter all data through the dialog boxes that open when you select commands Toolbars offer the most common data entry commands Within the dialog boxes you use a variety of controls to enter data and change settings The follo
45. select Slips Slip Entries from Email select the entry and click Open wz Email Message Details When there is an error creating a slip from email you can use these fields to correct that error After a slip is created from email if you use these fields to make further changes to it be sure to click Update Slip with Changes Error in Email Entry Slip fields Original email content Sent 05 15 2008 03 34 47 PM From sam example com When editing entries with multiple errors Client Bishop E Biso you can save the l Activit aa updated values while you are researching remaining errors Slip Type O Expense Time Timekeeper Reference Extra Description When you are ready to create a slip click Create New Slip Start date 5 15 2008 E Time estimated 0 00 00 Time spent 4 00 00 Hold Rate Value 0 00 Recurring Rate Type Hourly Markup 000 E Show slip field definitions Adjustment 0 00 Do Not Bill time 0 00 00 Create New Slip Sage Timeslips will indicate incorrect fields in red You can use the Original email content field to determine the correct values for these fields After making corrections click Create New Slip to create a slip from the entry It is important that the message s sender does not resend the message with corrections otherwise Sage Timeslips could create duplicate slips from the entries 8 23 8 8 Tracking Time and Expe
46. 00 Appeared in court to enter orders filed copies at Bishop v Roakes 0 75 office and sent copies to Mr Bishop 3 EXP S Santos 10 0 15 1 50 1 30 2008 Copying WIP ABC When you click on an area highlighted in blue Sage Timeslips drills down to a specific field on that record For example you can click on the slip date to open that slip in the Slip Entry dialog box and highlight the Start date field Agreemenis trom Mr Whitley at AGU to Tim Roberts modifications for exclusive and non exclusive provisions termination and default provision and various other material provisions 2 TIME D Brickley 2 25 500 00 500 00 1 24 2001 Appear for attend 0 00 Flat WIP Bishop 3 00 Appeared In court to enter orders filed copies at Bishop v Roakes 0 75 office and sent copies to Mr Bishop 3 EXP S Santos 10 0 15 1 50 1 30 2008 Copying WIP ABC You cannot drill down on data that represents a total because totals are generated from more that one record in Sage Timeslips When you drill down to report data if you make any changes Sage Timeslips will highlight changed records in a red highlight After you are done making changes to the report data click Update J to refresh the report with your changes 11 22 Help Printing Reports 1 1 Printing reports to the printer If you do not have many slips or transactions in your database you may want Sage Timeslips to update your report data automatically If you mark Automatical
47. 10655 08 325 40 10980 48 97 0366 1051 80 9 5788 1266 20 1266 20 0 00 1266 20 100 00 This information is available on the Client History by Period report select Reports Client Setting the start of your fiscal year You can set the starting month of your fiscal year in the Financial page of the General Settings dialog box select Setup General This setting will affect the column labels in the Client History and Timekeeper History dialog boxes and many history based reports Editing history values You can manually edit some values in the History dialog box Generally you would only do this when transferring data from other time and billing systems The editable cells have a white background they are available only in the Months page of the History dialog box After entering initial totals we recommend that you let Sage Timeslips update billing history totals for you as you approve bills 7 13 7 7 Entering Names Timeslips User s Guide Consolidating history values by period At the start of a new fiscal period you can use the Purge dialog box to consolidate monthly totals from earlier periods into the Prior column see Purging Data and Closing Periods on page 15 8 This process removes the columns that you are consolidating so that you can view only recent periods Creating Client References You can use references an alternative to client projects see Using client projects on page 7 11 for crea
48. 2 Viewing Dilling data sius scscsesisescsesesesisesisesestsesnsssnsesnsasnsesasioesesesssnsese 10 3 Viewing general Sage Timeslips data eseseeseeseeeeeeee 10 4 Using Sage Timeslips Today to View Data 10 4 Assigning templates to timekeeperS sseesessesssssesresresresreereeresses 10 5 Displaying Sage Timeslips Today uo eeeeseeeseeeseseseseseeees 10 5 Viewing data and printing data weet eeteeeeeeseeeeeeeees 10 5 Modifying Sage Timeslips Today templates ccsseseseseesees 10 6 Using Navigators to View Data eseesseseeseeeeeeeseeeesseeseeeees 10 7 Displaying an enhanced navigatOT cssesesesesesssesesesesesesesesesees 10 8 Viewing datane urien essieu vi iias adn nactune a SETE a TE SENESE ATE N a 10 8 Modifying enhanced navigators sesssssessesseesesseesessesessesreereeseese 10 8 Using Alerts to View Data ssessssessesesssssresesesssreresesereresesreresenee 10 10 Setting up alert rules s sseseseeseseesesresesresesresesresesreressentereneerereees 10 11 Triggeri AlCTtS pab nAn AAAA 10 12 VTC WAN alert S n aa a e er ei 10 12 Managing alert rules and alerts ssssssssssseeseesessesresressesreesreseesesses 10 14 viii Chapter 11 Table of Contents Timeslips User s Guide Designing and Printing Reports ONAA aE AEE E EE E E T 11 2 Additional resources ann aa 11 2 Accessing Standard Reports sseseesesssssresesesssrereseseeseresesesesesse 11 3 Customizing Reports scecssssesecssecseesseceesseessenesses
49. 2500 00 2257 20 4757 20 See Using Firm Assistant to review billing data on page 12 13 10 3 Reviewing Data Timeslips User s Guide 10 Viewing general Sage Timeslips data Sage Timeslips also offers tools for you to use to view many different types of data through a central location in Sage Timeslips Sage Timeslips Today You can customize Sage Timeslips Today so timekeepers can view and edit almost any information from one location See Using Sage Timeslips Today to View Data below for more info e Navigators Enhanced navigators can also present up to date information that can be useful when choosing commands See Using Navigators to View Data on page 10 7 for more info e Alerts You can create alerts to notify timekeepers when particular data related events occur like overdue balances See Using Alerts to View Data on page 10 10 for more info Using Sage Timeslips Today to View Data You can use Sage Timeslips Today to view data from almost any area of Sage Timeslips Timeslips Today can Timeslips Today OfficeManager display data from many areas of Sage Timeslips When you place the cursor over a section heading Sage Timeslips displays when it last updated the section Help 10 4 Last 10 Slips Entered IC Date 50 5 29 2008 49 58 2008 48 5 3 2008 4 23 2008 4 23 2008 4 20 2008 4 20 2008 49 2008 416 2008 413 2008 Timekee S
50. 4 Click Apply Defaults The Timekeeper Information dialog box provides fields for identifying the timekeeper setting up email addresses establishing billing rates and assigning custom fields values 3 Timekeeper Information o a x 1 C Harding 2 ChrisH Classification Open B General Custom My List Setup Ke amp Name Chris L Harding Initials CLH 5 Title Attorney EA s Email address chris example com Additional email addresses oF Rate table l 1 2 3 4 5 6 7 90 00 100 00 120 00 0 00 0 00 0 00 0 00 e lt m r le Minimum hours Overhead P Hours HH MM 40 00 per week Hourly cost 60 00 Needs Approval Calendar Settings Slips require approval to be billed Allow my calendar to be shared with others You can set up Minimum hours for each timekeeper This value indicates the minimum number of hours that should be entered for the timekeeper Using this information you can print the Missing Time by Period report select Reports Timekeeper to identify timekeepers with missing time 7 7 7 7 Entering Names Timeslips User s Guide You can also set up an Hourly cost for each timekeeper This number indicates the hourly rate that you pay your employees This information is used on the Overhead Cost Analysis report select Reports Timekeeper Setting up custom name lists of each timekeeper Sage Timeslips allows you to set up custom lists My Lists of clients tasks and expenses for each t
51. 41 Field Changes Field name Detail Time Spent 1 30 00 Value 225 00 General edit General edit When you view data in Sage Timeslips that contains table information you can select Special Audit Trail on this Record to view all audit data for the selected record For example if the client list is open with client ABC highlighted selecting Special Audit Trail on this Record will display audit trail data for ABC Purging audit trails Because each change to a record generates audit trail data the amount of audit trail information recorded for your database can be considerable Periodically you should remove older audit trail data Click Purge x from the toolbar to open the Purge Audit Trails dialog box where you can purge audit trail data from selected tables Using Station Administrator Ji 6 Enabling audit trails Using Station Administrator Station Administrator is a multipurpose tool for administrators Select Special Station Administrator to start Station Administrator Station Administrator offers these functions It lists all stations accessing the current database This list refreshes as stations enter and exit the database When a station exits incorrectly such as a forced exit or reboot it may not be logged out which may prevent some functions from running Use the Clear or Clear All buttons to clear these stations from this list It can analyze configuration problems and perform troubleshooting functions o
52. Billable Costs Interest Total A R Previous Balance Last Bill Date Unbillable Fees Unbillable Costs Finance Charge Total Funds New Charges Last Payment Date TaxonFees TaxonCosts BA WIP Funds Balance New Balance ABC i 500 00 6 00 00 1582 21 A 0 00 848 35 0 00 i i 1730 56 Early Bird Inc 0 00 1 i 2709 06 0 00 0 00 0 00 i i i 2709 06 GUD Associates 360 00 388 29 0 00 A h 362 50 0 00 i i 750 79 Lawrenceville i 0 00 475 50 200 00 0 00 0 00 195 50 Nickerson 420 00 J 00 3264 73 0 00 00 424 04 0 00 00 3688 77 Notth 1 620 00 J 00 127 08 0 00 l 00 820 00 0 00 00 947 08 v 12 13 1 2 Billing Clients Timeslips User s Guide Determining the Appearance of Bills To accommodate the variations in billing styles among firms Sage Timeslips provides many ways to establish the bill s appearance to suit your needs Use bill layouts to control the appearance of the headers footers Hamilton Services Corporation column headings the P O Box 286 i Hamilton MA 01936 order of sections and much more wae Invoice submitted to After creating or editing North Shore Consulting bill layouts you can 24 Grove Street assign them to Porter MA 02198 each client November 01 2007 In Reference To 2007 2008 sales compaign Invoice 10005 Use the Report Entry dialog box to select data to include in the bill run set sort options and Hrs Rate more 10 11 07
53. Charges Accounts Receivable Transactions Total Time Charges Total Expense Charges Total Time and Expense Charges Time Charges from Slips Split Billing Expense Charges from Slips Split Billing Total Time Charges Split Billing Total Expense Charges Split Billing Total Time and Expense Charges Split Billing Distribution Table Split Billing Sample Sample text 100 00 Apply Default to All Font Styles OK Cancel Help Font Style used in section indicates which layout sections include the current bill area Sample shows you a preview sample of the font style used in the current area You can also change font styles that affect a specific section of the bill See Setting up section font styles on page 12 27 for more information Changing font styles can affect the size and placement of fields on the bill layout The Margins fields allow you to change the left and right margins You can also change the orientation and paper size for the current layout Determining the Appearance of Bills Setting options that affect multiple bill sections Setting global page orientation Use the Page Orientation page of the Global Bill Layout Options dialog box to set the page size orientation and margins for the bill Global Bill Layout Options Layout Phrases Font Styles Page Orientation The page Orientation selected here will impact the Design view only Due to variations of paper sizes an
54. Created Caption Duration oF 3 11 2014 Adobe Acrobat 5 entries 1 02 44 lar 2 24 2014 Client ABC 4entries 1 00 58 X V 3 18 2014 0 15 18 2 24 2014 ABC vs Smith doc 0 22 31 ag 2 24 2014 Really Impo ter doc 0 09 12 ne Y 3 11 2014 Sta ent of Ac ABC doc 0 13 57 a 2 24 2014 Dropbox 8 entries 1 22 48 B 3 5 2014 General Documents 3 entries 0 18 40 3 5 2014 Address List doc 0 03 16 3 11 2014 B IC 0 10 53 3 5 2014 Office Memo doc 0 04 31 gt 2 24 2014 Google Chrome 633 13 20 49 2 25 2014 Internet Explorer 10 entries 0 08 19 2 25 2014 Microsoft Excel 3 entries 0 20 02 2 25 2014 suage 0 08 22 3 6 2014 0 05 35 2 25 2014 0 06 05 gt 2 24 2014 4 30 25 2 24 2014 Microsoft PowerPoint 0 04 23 gt 3 11 2014 Paint Shop Pro XI 4en 0 01 57 gt 2 25 2014 Sage Timeslips 2015 88 entries 1 40 32 _ Convert to Slips Filter lt none gt Total 26 30 16 8 13 8 Tracking Time and Expenses Timeslips User s Guide Click to open preferences for TimeCapture Here you can control how TimeCapture starts and tracks time Preferences 1 T Launch on startup Show list on launch 2 F Always on top E Show hours as decimal V Allow multiple running timers E Apply default description v Automatically capture time spent in applications Stop auto capture when idle for 5 minutes 0 never Default ok Cancel Some examples include 1 you can launch TimeCapture whe
55. Escrow In O service E Cash Escrow Out O Task 111 E Cash Suntrust Escrow Out 8i Telephonic Appearance E Cellphone Expenses E CGL Insurance E Checking General CB amp T E Checking Trust CB amp T E Client Disburse Recoverable E Client Escrow E Client Refunds E Client Refunds Costs E Client Refunds Fees F l 2 Link 1 Clear Link ox J _coneet_ tee 1 TAL Pro separates the list of linked names from unlinked names making it easier to find names that you want to link 2 To link names select an unassigned Timeslips activity an unassigned accounting expense or item and click Link 17 11 17 Connecting with Your Accounting Program Timeslips User s Guide Creating Slips 17 12 Choosing transactions Select Accounting Create Slips to begin the process of creating slips from accounting transactions Note When you create slips in Timeslips based on Sage 50 transactions you should not also create reimbursable expenses in Sage 50 based on the same transactions Creating slips in Timeslips and reimbursable expenses in Sage 50 based on the same transactions can cause double billing QuickBooks Checks and Vendor Bills Lote Selection ao Start date 1 2013 m EndDate 5 31 2013 m bak C1 Available Completed Ignored Date 7 Payee Value 03 01 2013 My Company 100 00 03 01 2013 My Company 50 00 03 01 2013 My Company 66 66 04 03
56. Hold 1 v 100 00 Hourly x Help Cancel Populating slip fields with Outlook data Depending on where you are working in Outlook the Outlook Link may be able to populate some of the fields of the new slip automatically Creating Slips within Outlook l 4 Using the Create Slip from Outlook dialog box Email messages The Outlook Link can populate the following slip fields when you create a slip based on an Outlook email message Slip field Outlook data Alternate Outlook data Timekeeper User logged into Outlook From To CC or BCC Client From To CC or BCC Start date Message start date time task or expense name End date Message sent date time Time spent Elapsed time between message start date time and message sent date time Description Subject Tasks The Outlook Link can populate the following slip fields when you create a slip based on an Outlook task Slip field Outlook data Alternate Outlook data Timekeeper User logged into Outlook From To CC or BCC Start date Start date End date Date completed Time estimated Total work Time spent Actual work Description Subject and Notes Meetings Appointments The Outlook Link can populate the following slip fields when you create a slip based on an Outlook meeting or appointment Slip field Outlook data Alternate Outlook data Timekeeper User logged into Outlook From To CC or BCC Start
57. Info page of the Client Information dialog box When adding new projects for the client Sage Timeslips can fill in the billing address and other options automatically with values from the master client Use the Client Information group box on the New Names page of the General Settings dialog box select Setup General to determine what information Sage Timeslips copies to a new project Using bill arrangements There are several basic types of bill arrangements slips adjustments flat fees and progress and interim billing Adjustments are write ups or write downs to charges from time and expense slips They can be a percentage of the slip charges or a flat amount Flat fees are fixed amounts that you bill either in place of or in addition to slip charges You can apply flat fees to one bill or a series of bills Progress and interim arrangements allow you to choose bill amounts at the time of billing You can define a bill arrangement for fees time charges and another one for costs expense charges or define an arrangement that covers both types of charges full bill Certain types of bill arrangements for example the percent complete flat fee apply only to time charges You define bill arrangements in the Arrangements page of the Client Information dialog box The following bill arrangements are available for each client 7 11 7 7 Entering Names Timeslips User s Guide For more info on bill arrangements Hel
58. Layouts to Clients dialog box mark the clients to associate with the current bill layout and click Assign Including messages on bills For more info on bill messages look up working with bill and statement messages in the online Help for more info Help 12 36 Bill messages can add clarity to a bill by detailing billing arrangements explaining policies and pointing out overdue charges Sage Timeslips provides several types of messages to your bills You can enter messages that will display on all bills messages that are associated with specific clients and messages that appear based on how long accounts receivable balances have been overdue Entering messages You enter messages that can be used by all clients in the Messages dialog box select Setup Messages This dialog box lists all global bill and statement messages available To edit a message select it from the list and click Open Messages Use the Messages dialog box to edit messages that can appear Customize these messages so they appear on bills on bills and statements and statements as you want them to appear Bills Statements Text For All Bills 2 Charges Due in Period 1 Charges Due in Period 2 Charges Due in Period 3 Charges Due in Period 4 Debit Balance Credit Balance Global 1 Global 2 Global 3 Global 4 Global 5 Global 6 Global 7 Global 8 Global 9 Open You can also enter custom messages for each client on
59. List Timeslips Message Center Enter names Client List Timekeeper List Task List Help and support Timeslips Message Center Tip of the Day Other actions ok Cancel Hebb To change how data appears in each data topic view the navigator topic and click the Options link on the specific section These options can change the way data is displayed in the section For example you can assign selection filters to limit the data displayed set up sort settings to determine the order of the data or specify the maximum number of records displayed in the section You can also set up options to determine the look of the section For example you can customize the section title font and background color Using Alerts to View Data g Help 10 10 You can use alerts to notify timekeepers when particular data related events occur For example you can create an alert rule to notify you when a client s accounts receivable balance has exceeded 1000 or when a timekeeper has entered slips for the week exceeding 40 hours Without the use of alerts you may have to open multiple dialog boxes and print various reports to find this information Instead of searching for these details you can use an alert system to notify you of information that you requested The following steps summarize the process of using alerts Setting up alert rules The system administrator or individual timekeepers create alert rules Alert rules determine
60. None gt x Open sA Prices Levels oF 1 2 3 4 5 6 i 8 75 0 00 0 00 0 00 0 00 0 00 4 m iF Bia Slip making defaults E3 Price Level 1 X Quantity 1 000 Bill status Ignore B Hold Description 10 Click Save amp from the toolbar to save the new expense 11 The new expense now appears on the expense list Click Yes to view the Overview of Expenses Help topic or No to close the Confirm dialog box 12 Press Ctrl W to close the Expense List dialog box User s Guide For more information on creating expense activities see Entering expense information on page 7 16 5 7 5 5 Quick Start Tutorial Timeslips User s Guide Creating a client The term client refers to the person or organization that you will charge for work performed by your company Timeslips maintains extensive settings and billing information settings for each client including accounts receivable balances budgets tax and interest rates flat fee arrangements and bill format settings Exercise 4 Adding a client You bring a new client to the firm In this exercise you will add the new client Kelley Engineering Services to the database 1 2 Click Guides in the lower left corner to open the list of guides Highlight How to add Clients and click Play After reading the nformation message box click OK to close it Sage Timeslips opens the list of clients defined for your firm Click New lt P from the toolbar on the Client List dialo
61. Note Certain sections must be included on the bill Those sections are induded for ordering purposes and must always be shown on the bill Cover Page 1 You can include a ee 7 Show a cover page on the bill cover page as part of The section list displays all layout sections that When printing duplex cover page is on its own page your bill layout you can reorder or hide n a consolidated bill have Consolidated cover page xj SectiorNettings Show Section Name Use the Show column to 7 Maisie show or hide a bill 7 section a E m 4 a a is Click the Options a s button to access Use the Move Down interest x section specific options se the Mov w and Move Up buttons A MoDo voeu C Opon to reorder bill sections Projects Projects are included on a consolidated bill E Start each project on a new page F Print a summary of all projects v Include project subtotals v Include project headers OK Cancel Help 12 22 Determining the Appearance of Bills l 2 Hiding or reordering bill layout sections Hiding and showing layout sections on the bill You can use the Show column to show or hide sections from the bill For example you can unmark Show for the Time Charges from Slips section to exclude this section from the bill These charges however will still affect the bill total On th dbi PA __ n a a H all _
62. Outlook Link can populate some fields of the new slip for you For example after you complete an Outlook meeting the Outlook Link can automatically prompt you to create a new slip to track the meeting time See Creating Slips within Outlook on page 14 11 for more information Outlook requirements The Sage Timeslips Outlook Link supports Outlook 2000 Outlook 2002 Outlook 2003 and Outlook 2007 We require that you install Sage Timeslips and Outlook on the same workstation If Outlook is not on the same station as Sage Timeslips the Outlook Link will not work Synchronizing Names l 4 Setting up name synchronization Synchronizing Names You can synchronize client names in Sage Timeslips with contact names in Outlook This ensures that information for clients and contacts is maintained correctly in both databases without double entry Setting up name synchronization Before you can synchronize names you must establish synchronization settings How to set up synchronization options 1 In Sage Timeslips select Setup Sage Timeslips Outlook Link Settings 2 The Outlook Link Settings dialog box opens Switch to the Synchronize page Outlook Link Settings Synchronize Linked Fields Use this page to configure the Outlook Link First select the Outlook contact folder with which you want to Use the Contact folder synchronize your Timeslips clients You must select a global contact folder if more than one user will be pa
63. Project Separator period X Example Smith Project1 Aging Periods Size and Format for each nickname If your firm uses a specific coding scheme the settings that you enter in the Auto format fields will enforce your method You can set up auto format rules to regulate the entry of nicknames The Next Number field is used when you create a new name and leave the secondary nickname blank this number will Na automatically increment Nicknames z Nickname 1 Nickname 2 New Names Size Auto Format Size Auto Format Next Number Conflict Checking Tra Timekeeper 30 v f OE 1 Slips A R amp Funds Default Descriptions Expense Bua 1 x Fee Allocation Options Payment Types F Allow duplicate Nickname 2 Search for existing duplicates l OK Cancel Help For example you can allow only certain characters such as numbers at certain positions You can also force a special character such as a hyphen to always appear at a certain position If you leave the Auto format nickname 2 field blank it will automatically increment using the settings in the Next number for nickname 2 fields 7 3 7 Entering Names Timeslips User s Guide 7 Using new name defaults Use the settings on the New Names page of the General Settings dialog box to apply default values to name records when you create them This can save time and help you avoid data entry mistakes For eac
64. Receiving Time and Expense Slips by Email Setting up Sage Timeslips to receive slips by email Receiving slips from email messages Correcting entries with errors Approving Slips to Appear on Bills Setting up slip approval Reviewing slips Correcting rejected slips 8 2 8 2 8 4 8 6 8 12 8 12 8 13 8 13 8 14 8 15 8 16 8 16 8 17 8 17 8 19 8 19 8 20 8 21 8 21 8 23 8 24 8 25 8 26 8 27 Tracking Time and Expenses Timeslips User s Guide e Tracking Time and Expenses Overview In your daily use of Sage Timeslips you track time spent on your work and you track costs that you incur on behalf of your clients so you can bill these charges to your clients This chapter introduces time and expense slips and describes how to enter them Sage Timeslips uses slips to store time and expense data Time slips and expense slips detail the client who will be billed for charges the timekeeper who did the work and the activity that classifies the work done There are two types of slips that you can enter Time slips track hourly work measured by the time spent These slips usually are associated with services For example a time slip might track research done of behalf of a client Expense slips track reimbursable costs measured by quantity and price These slips are usually associated with sales and disbursements For example an expense slip might track supplies purchased for a client Bills and many reports draw
65. Sage Timeslips User s Guide or on the Product Information Sheet After entering the configuration code exactly as it appears click Next to continue 12345 12345 12345 12345 12345 12345 lt Back Next gt Cancel Verify that the Timeslips configuration settings correspond to the code that you entered If the configuration settings are incorrect click Back to re enter your Timeslips code otherwise click Next to continue The Select the Destination Folder view opens Select the folder where you want to install Timeslips By default the Setup program installs Timeslips in the C Program Files Timeslips folder If necessary click Browse to select a different location If you are installing Timeslips on multiple workstations in a network environment you must use identical installation paths on each workstation See Using mapped drives on page 2 3 for additional information After selecting the appropriate drive and folder click Next to continue the installation procedure The Select Installation Type view opens Select the type of installation that you want the Setup program to perform We recommend that you perform a Complete installation to ensure you install all the components Click Next to continue The User Information view opens Enter your user name company name and Timeslips serial number in the corresponding fields of the User Information view Your Timeslips serial number displays on the back
66. Sage Timeslips and your workstation is connected to a network you can install Sage Timeslips on your local workstation and maintain your Sage Timeslips database on that workstation Single user installation on a network workstation with the database on a network drive If you purchased a single station license of Sage Timeslips and your workstation is connected to a network you can install Sage Timeslips on your workstation and maintain your database on a network server If your firm has a backup routine established for the network drive you can include the Sage Timeslips database in that backup routine Understanding network configurations Note If you purchased multiple Sage Timeslips station licenses then multiple users up to the number of station licenses purchased can access the database simultaneously To support multiple user access you must install Sage Timeslips in a network environment This section describes common network configurations e Peer to peer networks If your firm has workstations networked in a peer to peer environment where workstations can access drives on other workstations the first workstation on which you install Timeslips is considered the Timeslips Server e Network installation If your firm has network workstations and a network server which contains shared network drives you can install your initial Timeslips installation on the network server In this configuration the your firm s ne
67. Table lever use Transactions 5 These fields allow you to change how the dients charges are calculated ips AJR and Funds Bills Bill Arrangement on Full Bill Never used Bills F Client Holds Never used a Darr F Client Hold on time and expense charges Never used Audit Houses z V Finance Charge Never used File Menu V Simple interest Never used Special 7 Interest Grace Period Never used a All Features F Discounts on early payment Never used a Feature List Lox _concel_ J __ tee Help Timeslips can notify you of features you To hide a feature select the appropriate item from the Feature group field select the feature you want to hide and then unmark the check box to the left For more information on disabling features look up disabling features in the online Help system Configuring Sage Timeslips automatically You can also set up Sage Timeslips to review how you use features Sage Timeslips can periodically notify you when you are not using features Sage Timeslips File Edit Slips Transactions Names Bils Reports Special Setup Window Help she FOS BBR OF Rae eaag A You have never used the Outlook Link feature Regarding this feature would you like to Learn more or Disable the feature a You can then choose to review information about that feature or disable the feature to hide it from the interface are not using
68. Timeslips one of the best selling time and billing programs for the past 20 years This chapter will introduce you the program describe the basic concepts of time and billing and summarize what you will find in the remainder of this user s guide and in the online Help system This is not a comprehensive user s manual It is a guide to help you install Sage Timeslips and set it up for your business It also provides an overview of the main features Installing Sage Timeslips In Chapter 2 Installing Sage Timeslips we provide detailed instructions for installing Timeslips as a new product This chapter also includes instructions for installing other Sage Timeslips add ons Using online Help The online Help system contains complete information about every feature in Timeslips from general overviews to step by step procedures to context sensitive help for each dialog box Timeslips also includes interactive guides to illustrate some features and assist new users in learning the program See Chapter 3 Using Online Help and Guides for a complete explanation of these features Other learning resources We offer many other resources to help you learn the basics of Sage Timeslips These resources include a quick start tutorial training videos and guides that automate features See Reviewing learning resources on page 3 2 for more information on the resources we provide How Sage Timeslips Implements Time Billing l
69. Tools X T N a ue io When you are ready to print bills you can also print the bills to Display to preview the content and charges See Previewing bills to display on page 12 38 for more information Assigning bill layouts to clients After creating bill layouts you must assign them to your clients You can use the Client Information dialog box to assign bill layouts to individual clients or you can use the Bill and Statement Layout List dialog box to assign bill layouts to one or more clients You can also use i these methods to I assign statement TP layouts to clients Using the Client Information dialog box On the Layouts page of the Client Information dialog box use the Layout fields to select the bill layouts for each client You can assign bill Bis layouts to clients for use aeii oe when printing bills and Eimewooe 1 Gob 8 oro z printing history bills FlMessue2 Gusto z i onsong z History Bill Layout History Bil Layout z is Statements Layout My Statement Layout x 5 12 35 12 Billing Clients Timeslips User s Guide Using the Bill and Statement Layout List dialog box On the Bill and Statement Layout List dialog box you can assign a bill layout to multiple clients at once 1 Select Bills Bill and Statement Layouts to open the Bill and Statement Layout List dialog box 2 From the Bills page select a bill layout and click Assign 3 Onthe Assign
70. You can apply payments directly to open invoices Exercise 7 Entering a payment ABC Corporation sent you a check for 2200 00 to apply to their outstanding balance In this exercise you will enter this amount as a payment 1 2 10 Accounts Receivable Entry kod ID New A R balance 2100 00 Total funds balance 0 00 ke Type Payment x Check Check No 6370 e Client ABC 021001 JE y Date 9 16 2013 F Deposit Slip Amount 2200 00 dh B 7 Payment Thank You w uw Ye i s Not yet applied 100 00 Date Invoice No Amount FeesDue FeesPaid CostsDue Costs Paid Int Due Int Paid 11 30 2005 G 10000 sooo 1500 00 0 00 oo ooo 000 12 31 2005 G 10002 1600 00 1600 00 1600 00 0 00 0 00 0 00 0 00 V Remaining amount applies to future invoice Transfer Money Apply All Apply One Clear Applies Click Guides in the lower left corner to open the list of guides Highlight How to enter payments and click Play After reading the information message box click OK to close it Sage Timeslips opens the list of accounts receivable transactions entered for your firm Click New P from the toolbar on the Accounts Receivable List dialog box On the Accounts Receivable Entry dialog box the Type field is automatically set to Payment and the payment method is set to Check Set Client to ABC Enter 9 16 14 in the Date field You want to include the check number for this payment Enter 6370 in the Che
71. You typically increase the A R balance by sending a bill and decrease it by receiving and entering a payment Sage Timeslips can generate A R transactions automatically such as when you approve bills You can enter A R Transactions manually such as when you receive a check from a client and enter a payment Accounts receivable transaction types For more info on accounts receivable transactions look up accounts Help receivable transactions in the online Help The invoices you send and the payments you receive modify your clients accounts receivable balances You can also correct balances as needed with credit and refund transactions The following A R transaction types are available Payment When you receive money from a client to pay existing charges you enter a payment A payment reduces a client s A R balance when you apply it to one or more invoice transactions If a payment exceeds the client balance Sage Timeslips can hold the excess money to offset future bills See Applying payments and credits on page 9 5 Credit Use this transaction to remove an incorrectly billed charge You apply credits to specific invoices or to a future invoice reducing a client s A R balance See Applying payments and credits on page 9 5 If you want to adjust unbilled charges use bill arrangements instead See Using bill arrangements on page 7 11 Write off Use this transaction to write off b
72. You want to create a new timekeeper record Click New SE from the toolbar on the Timekeeper List dialog box Within the Timekeeper Information dialog box enter C Harding in the Nickname 7 field and ChrisH in the Nickname 2 field These nicknames will identify you throughout Sage Timeslips Click Continue on the Automated Procedure Active control bar Automated Procedure Active Click here to continue a Sage Timeslips shows the fields for this timekeeper 5 5 Quick Start Tutorial Timeslips User s Guide 10 11 12 13 14 Enter your full name Chris L Harding in the Name field Press Tab to enter your initials CLH in the nitials field From the Title field select Attorney Within the Email address field enter chris example com Each timekeeper can have several different hourly rates This allows billing rates to vary from timekeeper to timekeeper Enter 90 in Rate 1 100 in Rate 2 and 120 in Rate 3 to define your billing rates Optionally use the overhead rate to track the rate your firm pays employees Enter 60 00 in the Hourly cost field Timekeeper Information o 1 1C Harding 2 ChrisH Classification Open B General Custom My List Setup Ie Name Chris L Harding Initials CLH 5 Title Attomey m sl Email address chris example com Additional email addresses oF Rate table tal 1 2 3 4 5 6 7 0 90 00 100 00 120 00 0 00 0 00 0 00 0 00 a m F Minimum hours Overh
73. already open you can select Special Sage Timeslips Today Show Sage Timeslips Today to display it Viewing data and printing data When viewing Sage Timeslips Today you can refresh the data displayed print sections or drill down to the source data Refreshing data Sage Timeslips Today can present a large amount of information from many areas of the program To optimize program performance Sage Timeslips refreshes data displayed in Sage Timeslips Today periodically usually every fifteen minutes You can also force Sage Timeslips to update data Right click on any section and select Update Section to update data for that specific section or select Update All Sections to update data within all sections at once Printing sections Many firms design their own Sage Timeslips Today template to display information most important to them Sage Timeslips allows you to print this information easily without having to design new reports Simply right click on Sage Timeslips Today and select Print all sections or Print current section Drilling down to source data When viewing lists of records in Sage Timeslips Today you can easily drill down to the specific area of Sage Timeslips that contains that data For example if Sage Timeslips Today includes a slip list you can double click on a slip from the list to view or edit slip details within the Slip Entry dialog box 10 5 Reviewing Data Timeslips User s Guide Modifying Sage Time
74. assigning accounts posting to settings general ledger TAL Posting to settings Overview ofGeneral Settings See also How to Topics Found When you create a new database T Click a topic then click Display of defaults allows you to create slips requirements may differ you may tail Title Location terminology and security needs Setting Up Timeslips Timeslips Help Note In addition to the settings dq Overview of Preferences Opening the General Setting dia The General Settings dialog box jeneral page client information General page expense information General page layout options General page task information ekeep General Settings dialog box Fee Allocation page Financial page Firm Info page New Names page Nicknames page Other page Terminology page Titles page Changing firm information You can edit your company s name adjust your database settings on a Ferner srss e me m 7 rae your company information Timeslips reflects these changes throughout the program on menus dialog boxes reports etc Changing financial settings You can change the financial settings for your company Use the Financial page of the General Settings dialog box to maintain these settings Timeslips reflects these changes throughout the program on menus dialog boxes reports etc Changing terminology You can change the labels for the names in Timeslips You can edit specific language yo
75. balances displayed on the list below do not necessarily reflect current dient accounts receivable balances Other bills which may not be induded on this list will also affect dient accounts receivable balances Please click the Help button for additional information about these balances Optionally use the A e e View by field and the TERA Selection button to geedionsa A filter the bills X InvNo Bill Date Client Type Pages Cover New Charges Invoice Status Invoice Balance displayed E G 12348 i 1 27 2013 Adams i i 2 i Yes 691 82 i Partially Paid 275 72 a G 12447 2 27 2013 Adams H H 2 Yes 2 50 Unpaid 2 50 G 12653 3 27 2013 Adams 2 Yes 1 86 Unpaid 1 86 E G 12841 i 4 27 2013 Adams i H 2 Yes Unpaid 781 87 V 1G 13027 11 27 2013 Adams Split G 13027 i 3 Yes Unpaid 1276 85 G 12349 1 27 2013 Agawam H H 2i Yes Partially Paid 35 08 Mark the bills that you E G 12448 2 27 2013 Agawam 2 Yes Unpaid 1 49 E G 12654 3 27 2013 Agawam 2 Yes 94 Unpaid 0 94 want to reprint G 12842 4 27 2013 Agawam 2 Yes 898 09 Unpaid 398 09 1 253 2 27 2013 Alford 2i Yes O NA i398 3 27 2013 Alford 2i Yes NA G 12843 4 27 2013 Alford f f 2i Yes 1036 62 Partially Paid 612 52 V G 13028 11 27 2013 Alford Cons G 13028 4 Yes 4068 94 Unpaid 4068 94 Wi 3 14 27 2013 Alford North Cons G 13028 4 Yes 530 45 Unpaid i 530 45 1 27 2013 A
76. bar at that location You can also click and drag to highlight a portion of the text in a field e Double click Highlights the entire word at the mouse location Replace If you type while one or more characters is highlighted the new entry replaces the previous entry Cut Copy and Paste You can use the Edit menu commands to cut copy and paste text from one text field into another Undo The Edit Undo command reverses your most recent edit Some text fields are used specifically for entering descriptive notes dates or time values These text fields are described in the following sections Resizing description fields When entering slip descriptions you can increase the Description field to show more text Click cp to increase the visible description or click to decrease the visible description Resizing description fonts When viewing or entering descriptions for slips or transactions you can increase the font size to make text more readable or you can decrease the font size to fit more text onscreen Click within a description field to resize and press Ctrl to increase the font size or Ctrl to decrease the font size Using abbreviations in text descriptions Abbreviations are codes that you create to speed entry of frequently typed words phrases and sentences Select Setup Abbreviations to open the Abbreviations dialog box Once defined you can type the abbreviation in certain fields such as the Descri
77. begin entering your firm s data in Sage Timeslips you must create a database A database is a collection of files that stores all the information you track with Sage Timeslips These files are stored together in a folder on a hard disk where you and other users can access them Databases can be personal accessed by one user or shared accessed by many users You can create as many databases as you need After you create a database you can configure settings that will reflect the way you will use Sage Timeslips You can set up general database settings will affect all users and personal settings that will affect individual users As you conduct business you will be entering data often in Sage Timeslips We provide important timesavers called defaults that can simplify data entry Defaults are settings that Sage Timeslips automatically uses until you choose or enter another value For example default values enable you to enter names slips and transactions without filling in each field in a dialog box manually This chapter describes the steps and considerations involved in creating a new database This chapter also helps you consider timesaving setup options before you begin to use Sage Timeslips regularly The advantage of certain setup features might not be clear until you have had some experience with all features Occasionally review the way you work with Sage Timeslips to determine if you can better automate certain functions Ide
78. billed Professional Services ubtotal of charges Phrase Professional Services Professional Services Professional Services from Primary CLIENT Progress billing amount Oty Qty Price Rate Restatement of billed Additional Charges Restatement of billed services Subtotal of charges Phrase Description Section heading for time charges Phrases used in section s Time Charges from Slips Reset All Default Data Tokens You can also change phrases that affect a specific section of the bill See Setting up section phrases on page 12 26 for more information Setting global font styles Use the Font Styles page of the Global Bill Layout Options dialog box to change fonts that appear in the various parts of the bill Global Bill Layout Options Layout Phrases Font Styles Page Orientation Font Style D Font Style Section Titles F Detail item text Detail item charges Detail item hours and quantity Total text Total hours Total charges Subtotal title Subtotal text Subtotal hours Subtotal charges Balance Due text Balance Due charges Flat Fee Bill Messages Balance Due and Aging messages Text For All Bills 1 Text For All Bills 2 Client Message 1 Client Message 2 E 2 0 8 o o n 2 on 2 Qefault Fonts Change Default Font Arial 10 Font Style used in section Time Charges from Slips Expense Charges from Slips Taxes for Time and Expense Finance
79. can select Setup General to open the General Settings dialog box Entering firm information Use the tabs at the left of the dialog box to access other pages of the General Settings dialog box Enter the name address phone numbers and other info for your firm in the Firm Info page of the General Settings dialog box This information can appear on bills statements and reports General Settings mn Firm s z Per E EE Firm Address Information Terminology Address Calendar Terminology Name Wilis amp Henderson P C Other Address 133 S Main Street Financial _ Aging Periods Suite 1402 Rules City State Essex MA ZIP Code 01929 Names Other Nicknames New Names Phone Numbers l Ti Bekoa iea Phone 1 978 555 2222 Phone 2 978 555 5435 Conflict Checking So Fax 1 978 555 2121 Fax 2 978 555 3579 Bills Slips A R amp Funds Default Descriptions Other Email address Fee Allocation Website Payment Types Custom 1 Custom 2 OK Cancel Help Setting terminology The Terminology page of the General Settings dialog box controls the labels that Sage Timeslips uses to identify timekeepers clients activities both time and expense references and projects Although this guide uses these standard terms you may want to label them more appropriately for your business If you are using a professional database terminology is already customized When using a client project naming metho
80. changing the classification to Open see Purging Data and Closing Periods on page 15 8 Changing na Hiding Names l 5 Changing name classifications You can change classifications at any time When you change a classification from Open to Inactive or from Open to Closed Sage Timeslips displays a confirmation dialog box For clients it will list types of associated active data such as unbilled open slips non zero balances and unbilled transactions Once you change an Open client to Inactive or Closed Sage Timeslips hides all slips and transactions for that client from the entry dialog boxes list dialog boxes and reports You can include inactive slips and transactions on reports by using classification filters When you reopen a client Sage Timeslips restores all hidden and inactive slips and transactions allowing you to access them within entry and list dialog boxes me classifications You can change the classification for multiple names at once This is useful any time you have more than a few names requiring a classification change For example if you have finished work for a large number of projects see Using client projects on page 7 11 you may want to inactivate these projects How to change the classification on multiple names 1 Open the appropriate List dialog box For example if you want to change classifications for clients then open the Client List dialog box 2 Click Change Classification
81. configure it to match the data your source files contain You can use options to filter out undesirable records and memorize how names are matched from the source file into your Sage Timeslips database so that you only have to match names once Within Sage Timeslips select File Import to start TSImport You describe the structure of the source file within a template file You can save this file and reuse it on your next import When you need to use this template run TSImport and select File Open to select your template Confirm that the database and source file are correct in the Put data into and Get data from fields Use the Make the records field to assign the classification of these new records when you import them into Sage Timeslips You can use the Record Selection dialog box select Templates Record Selection and the Limit records fields to limit the data you are importing from the source file After setting all options click Import to import the data into Sage Timeslips When the import process is complete Sage Timeslips displays a summary of slips imported Exporting data 16 16 Many other applications can import records if they are formatted in industry standard file formats Sage Timeslips supports two formats tab delimited and comma delimited CSV on many of its reports Sage Timeslips can also export report data to an Excel worksheet If you often need to export data from Sage Timeslips you can create export templa
82. create slips by email you must set up this feature This includes choosing which messages to read and then indicating the format used to identify slips fields in those messages Select Setup Receive Slips by Email to set up this feature Create Slips by Email Settings These settings determine how Timeslips creates slips from email messages First you must specify the Subject line indicator This determines which messages Timeslips will review Use the Message processing options to determine if message scanning is automatic and if Timeslips will send replies when it creates slips Use Name selection options to determine how Timeslips matches the names in messages to Timeslips names Message filtering Subject line indicator SLIPS i Use the Message processing options to determine how Sage Timeslips processes individual messages v Accept messages from Timekeeper email addresses only Message processing v Automatically scan for messages when opening the Timeslips database v Reply to the message sender with a confirmation message Name selection Client Nickname 1 Timekeeper Nickname 1 Activity Nickname 1 Reference Nickname 1 Allow wildcard characters Verify Email Application j eT call Cancel Help For example you can set up Sage Timeslips to receive messages only from timekeepers it recognizes using nickname 1 to identify all names and Sage Timeslips can reply to ea
83. date Start date End date End date Time spent Start time End time Description Subject and Descriptions 1 4 Linking Sage Timeslips with Outlook Timeslips User s Guide Examples of auto population When you click the Create Slip When Complete toolbar button the Outlook record indicates slip creation is pending the completion of the Outlook record When the Outlook Link prompts you to create a new slip some of the slip fields can be populated for you 14 14 Using the Create Slip When Complete toolbar button You are sending an email message in regards to a phone conference and you want to create an associated slip Within the email message click Create Slip When Complete Phone conference Message Him File Edit Yiew Insert Format Tools Actions uU BZ asn E amp e RI EKU 4 Y B ontions A R Tors abc example com ce Subject Phone conference Normal Arial 01 A Today s phone conference has provided the background information we needed Feel free to call me if you have any questions Otherwise look forward to our meeting next week Chris L Harding When you send the email message the Outlook Link prompts you to create a new slip The Outlook Link populates many of the slip fields of the Create Slip from Outlook dialog box with Outlook message fields For instance the slip Description field is populated with the m
84. describe the expense incurred You can enter when the expense was incurred the start date the amount purchased the quantity and the unit cost the price Attach a file such as a receipt to the slip For more info on any slip field press F1 Help Entering Time and Expense Slips Creating expense slips Slip Entry k ID 55 WIP 2 Pending Type Time Expense lal Value 8 75 Ke Timekeeper c Harding z ChrisH i Expense SPS Shipping x E108 sl Client Kelley Engineering z 06 0165 dh Reference lt None gt Ir S m B 7 Sent lot plans to Benjamin ut FS a p Start date 13 B Quantity 1 000 End date 9 16 2013 T Price f1 x 875 aoe Billing Status Billing status Billable x Hold Recurring Markup and Adjustment a Markup default 0 00 Ez Adjustment default 0 00 MY Attachments a Attachment File Types Include attachment with bill Scan 3 Set Type to Expense 4 Enter the details of the time slip Select the appropriate timekeeper expense and client for this slip The name fields indicate which timekeeper incurred what type of expense for which client Sage Timeslips may fill in some slip fields automatically depending on your default settings see Using slip entry commands on page 8 8 Optionally select the appropriate reference can select one from the Reference field If you defined re
85. dialog box 2 Select a statement layout and click the Open toolbar button 3 Sage Timeslips opens the selected statement layout in the Design page of the Statement Preview dialog box Use the toolbar buttons and menu commands on this page to edit the statement layout See A tour of the Design page on page 13 8 for more information 13 7 13 Generating Statements Timeslips User s Guide To create a new statement layout 1 2 Open the Statements page of the Bill and Statement Layout List dialog box Click the New toolbar button Sage Timeslips creates a new statement layout and opens it in the Design page of the Statement Preview dialog box Use the toolbar buttons and menu commands on this page to edit the statement layout See A tour of the Design page on page 13 8 for more information To duplicate an existing statement layout 1 2 Open the Statements page of the Bill and Statement Layout List dialog box Select a bill layout to duplicate and click the Duplicate toolbar button Sage Timeslips creates a new bill layout and opens it in the Design page of the Statement Preview dialog box The design of this statement layout is based on the statement layout that you duplicated You can use the toolbar buttons and menu commands available on this page to customize the duplicated bill layout See A tour of the Design page on page 13 8 for more information A tour of the Design pa
86. e Use several different drives in your backup schedule Using a different drive for each backup in a given week provides important benefits lf you detect data corruption it may have been present for some time and affects multiple backups With several backups you may be able to find an unaffected backup of your database It allows you to store the backup in a secure location preferably off site in case of fire or other major disaster to your office gt If one hard drive fails backups on that drive will not be accessible Sage Timeslips provides preferences for making backups Select Setup Preferences and switch to the Startup Exit page Backing up and restoring your database Look up backing up databases in the online Help for more info Help 16 8 Sage Timeslips offers two ways for you to create backups you can create backups manually or you can set up backups schedules to create backups automatically Creating backups manually Use the File Backup command to back up a Sage Timeslips database manually How to use the Backup command 1 2 Select File Backup to start the backup process Mark the Include folders within your database folder check box to include any folder contained within your database folder in this backup Click Yes to create the backup file Sage Timeslips will prompt you for the name and location of the backup You can place the backup on any media that you workstat
87. entering payments and credits you can control how Sage Timeslips applies the amount of the transaction to current invoices Setting automatic payment rules By default Sage Timeslips applies payments and credits to invoices according to automatic payment rules You can set up these rules within the Invoices page of the Client Information dialog box Choose if Sage Timeslips will pay the oldest or Payment distribution rule newest invoice first First pay invoice Oldest v When applying payments or credits to Order of charges Interest Costs Fees of multiple invoices choose if Sage Timeslips Choose the order that Sage Fist payin ful TET P will pay off an entire invoice first or if it will Timeslips pays fees costs pay specific charges like fees or costs on and interest Require manual distribution all invoices first When you save new payments and credits Sage Timeslips applies that transaction according to the automatic payment rules Distributing payments manually If you mark the Require manual distribution check box the automatic payment rules do not apply You can apply a transaction manually by entering amounts in the Fees Paid Costs Paid or Interest Paid columns for any of the invoices The following buttons are also available when entering payments and credits Apply All This button is available only on payments Click this button to apply the payment to as many open invoices as possible following the aut
88. firm name on the report header To change font styles 1 Within a free form report section click on a text field or database field Firm Name N 2 Using the Font toolbar select the font name font size and other font options to use for the selected field Firm Name You can also use the Font Styles tab of the Global Report Layout Options dialog box to change font styles for specific types of data on the report You can also use these options to set the default font for the report Select Layout Global Options to open this dialog box Customizing Reports 1 1 Designing report sections Formatting fields You can format fields on the report to appear in a different style For example you can change the format of the date field on the report header to include the day of the week To format a field 1 Within a report section click a field to format Bi as 2 Select Tools Format to open the related Format dialog box 3 Select the new field format For example you could select Full with day of the week for a date field Wednesday May 18 2005 Formatting graphs You can format graph fields on graph reports to appear in a different style For example you can switch from the standard bar chart to a pie chart To format a graph 1 Within a Graph report section click on a graph o o o 1 Value 1 2 Value 2 o 3 Value 3 4 Value 4 1 2 3 4 o o o 2 Select Tools Format to open the related Forma
89. if information for either name has changed If it has TAL Pro updates the appropriate record with the changed information If the Timeslips client name matches a customer name exactly or if the Timeslips timekeeper name matches a employee name exactly TAL Pro automatically links the names When information for either name is next changed TAL Pro will update the linked record accordingly If the Timeslips client is not linked with a customer in the accounting database or if the Timeslips timekeeper is not linked with a employee in the accounting database then TAL Pro will prompt you to match add ignore or skip the name 2 TAL Pro reviews each employee and customer name in the accounting database If the name is not linked with a Timeslips name TAL Pro prompts you to match add ignore or skip the name 3 If TAL Pro added names to Timeslips and Timeslips requires the name in a different format for example the name from the accounting database is longer than your current Timeslips nickname limit TAL Pro will prompt you to change the name When the synchronization process is complete we recommend that you choose Accounting Manage Name Links to review each list of names to ensure they are set up properly Names that TAL Pro will ignore during synchronization During the synchronization process TAL Pro will not review or attempt to synchronize the following types of names Timeslips names with a name classification of template
90. in Proof Stage Placing bills on Proof Stage Help When you place a bill on Proof Stage Sage Timeslips locks all records associated with the bill so that you can review the data If you find an error you can clear Proof Stage to unlock the records fix the problem and then print the bill again If you find no errors you can approve the bill While a client s bill is on Proof Stage you cannot generate any further bills for that client Before printing another bill for that client you must approve the bill or clear the bill from Proof Stage You can review all bills on Proof Stage within the Bill Stages dialog box select Bills Approve or Clear Bills From here you can approve or clear a group of bills at once You can review the bill stage for a specific client using Billing Assistant select Bills Billing Assistant From here you can approve or clear the current bill for a client For more information on approving bills from Proof Stage or clearing bills from Proof Stage look up reviewing bills for bill approval in the online Help Clearing Proof Stage bills If you find errors on a bill that is in Proof Stage you must remove that bill from Proof Stage in order to correct errors Ifyou don t want the next bill to follow selections from the Proof Stage bill you should clear the bill from Proof Stage e Ifyou want the next bill for the client to include the same slips transactions and invoice number as the orig
91. interface Wales 1290 ey Client Nickerson a Reference 6 Activity Local travel 8 12 Entering Time Using TimeCapture 8 Starting TimeCapture Entering Time Using TimeCapture Timekeepers who primarily use Sage Timeslips to track services they are providing to clients may want a simpler time tracking method TSTimer is a complementary application included with Sage Timeslips that allows timekeepers to track time quickly with timers Timers allow you to enter as much or as little information as you want For example as you track time for multiple tasks you can choose to identify only the client Before billing clients you can easily convert timers into time slips and then enter any other information Sage Timeslips needs TSTimer has been replaced with a new application called TimeCapture Help 7 For more information on TimeCapture please see the Help system for TimeCapture Starting TimeCapture You can start TimeCapture using the TimeCapture shortcut in your Sage Timeslips program group or from with Sage Timeslips by selecting Special TimeCapture If the Launch on startup option is marked TimeCapture can start automatically when you start your workstation When TimeCapture is running it will display as an icon in your status bar The TimeCapture icon shows a E when it is actively timing When you double click on the icon it opens a list of time entries Sage TimeCapture koJ mE
92. margins 1 2 Select one or more fields to align The status bar will indicate the last field selected and will also indicate the number of fields currently selected pr Address Standard Firm Phone 1 Choose how to align fields For example you can align the fields with the left margin Select Tools Align Fields Snap to Left Margin irm Address Standard irm Phone 1 j When aligning fields you may also want to justify the text of those fields Customizing Reports Ji Ji Designing report sections Justifying field text You can justify the text within fields to align on the left right or center of the field This is useful when you move or change the alignment of the field on a report To justify text 1 Select one or more fields for which you want to justify text For example if you centered fields within a report section you may also want to center justify the text of the field The status bar will indicate the last field selected and will also indicate the number of fields currently selected Firm Name Report Name 2 Click the Center Text Justify button from the toolbar Firm Name Report Name Layering fields You can stack fields and then move the layers up or down to create effects For example you can draw a box around a field 1 Click the Rectangle button from the toolbar 2 Click on the report section above the top left corner of the field to begin the box and while holding down the l
93. of your expected charges You can use write ups or write downs to adjust new slip charges entering one of three adjustment style bill arrangements or an adjustment on a specific slip so the values match your expectations If you need to correct an overcharge from past billings do not use write downs Instead use a credit accounts receivable transaction see Applying payments and credits on page 9 5 Splitting charges on bills For more info on split billing look up split billing in the online Help Help Split billing allows a firm to split charges automatically from one client the primary client among one or more other clients secondary clients You determine how Sage Timeslips splits charges by establishing split billing rules A primary client is the client who collects and generates the charges to bill These charges are the slips you enter for the primary client and the billing arrangements you set up for the primary client When splitting the fees and costs the primary client may be responsible for paying some of the charges Secondary clients are responsible for paying some of the charges generated by the primary client In addition to charges split from the primary client secondary clients may also have their own charges for example slips entered directly for the secondary client There are two steps to splitting your bills using Sage Timeslips Creating the split billing rules
94. open a name record For example the Client List dialog box contains client names Each individual name record has an Information dialog box where you enter the nicknames and other details If you highlight a name on the Client List and click Open uw the Client Information dialog box opens for that client Client List kaba Sage Timeslips AE E E EAF EER E m automatically groups Open Templates Inactive Closed names by their HiMING A RSS f Nickname 1 4 Nickname 2 Full Name classification Click the ACO z i orporatior appropriate tab to view Atlantic ouse amp Su names of different Bishop Easterr classifications North Lake North Lake Pierce Oc 60 North P North Project2 Both the Names menu and the main toolbar contain commands for opening the lists of clients timekeepers tasks and expenses 7 4 Creating Names 7 Setting name classifications Setting name classifications Each name record has a classification that determines if it is available throughout Sage Timeslips For example you might have finished a project for a client and you don t want that client s name appearing throughout Sage Timeslips but you want to keep this information in the database for historical purposes Each name list dialog box groups names according to these classifications You can assign classifications in the Information dialog box for a name For example to change
95. optionally use the remaining views of the wizard to customize the new report 11 25 l Ji Designing and Printing Reports Timeslips User s Guide Creating new user defined reports You can create new user defined reports if you want to print reports that include specific fields from slips clients or transactions How to create a new user defined report 1 Click Create a Report from the main toolbar to open the Create a Report wizard 2 Mark Create a completely new report based on one of the following types of data and click Next 3 Select the type of user defined report to create and click Next For example to create a detailed report that includes slip data select Slip Detail 4 On the Select Fields for User Defined Report view choose the fields that you want to include on the first row of the report Click Next Create a Report User Defined Slip Listing Ch d t Select Fields for User Defined Report 00 a Qata group Choose the data to show in Row 1 of the report Select the appropriate Group of data and choose a data field from then select the fields from the Available fields list the list below and click Add B to add the E Group Seere Ca data field to the report ENE 11 26 Start Time if available A Stop Time if available B Time Estimated CJ Transaction ID F gt Time Spent optional roundin Available lt Transaction Type Transaction Type Short kg Unbillable Overh
96. or Closed slips for that client are also considered inactive These slips are not visible in Sage Timeslips nor are they available for billing however you can include inactive slips on reports See Hiding Names on page 15 6 Temporary If you bring slips into Sage Timeslips from another source for example from another program you can designate these slips as temporary slips These slips are not visible in Sage Timeslips nor are they available for billing but you can include them on reports See Including temporary slips on reports on page 15 12 Description Filter Groups Slip Slip Listing Group Slips Filters Sort When preparing reports to print you can set up a selection filter to include slips based on the slip Seb hs ip Type classification A R S S 5 S Slip Date Slip Billed Slip Billing S S S Si S S lip Value lip Extra lip Billed on Invoice us imekeeper Selection lip Has Client Merenge lip Selection lip Transaction ID lip Time Spent lip Time Estimated Field Name Type From Slip Classification Advanced v Timekeeper Selection Include C Harding tatus IM Temporar Inactive lip Time Est vs Spei Help Overview Options J Print to Display 8 10 Entering Time and Expense Slips Using other slip entry features Using other slip entry features Help Help For more info l
97. preferences set up for slips Sage Timeslips can automatically open slip notes when an approver rejects a slip Correcting rejected slips For more info look up correcting Help rejected slips in the online Help If an approver rejects a slip the timekeeper must edit that slip before it can appear on a bill Timekeepers can find their rejected slips anywhere in Sage Timeslips that they can review the slip approval status We recommend using the slip list select Slips Time and Expense Slips to review rejected slips because it offers useful tools such as filtering slips by timekeeper or slip approval status DE A el ES slip Timekeeper enters ENIN Approver reviews the slip AFERIVED neki ti a new slip I P e Approver A marks x slip REJECTED Timekeeper edits slip as indicated by approver When timekeepers edit rejected slips Sage Timeslips automatically resets the slip approval status to Pending Please note that if an approver edits a rejected slip Sage Timeslips will not change the approval status Approvers can then review the slips again to determine if they are ready for billing See Reviewing slips on page 8 26 for more information 8 27 8 8 Tracking Time and Expenses Timeslips User s Guide Including approved slips on bills When you generate bills Sage Timeslips will automatically exclude Pending and Rejected slips for those timekeepers that require slip ap
98. report filters usually if you do not set up filters for a report Sage Timeslips will include all open records on that report To set up a report filter open the Filters page of the Report Entry dialog box select a filter group select a specific filter and then click Add gt For example you can use report filters to print a Slip Listing that includes only open slips for client Nickerson by timekeeper D Brickley e Report Entry Slip Listing Name Slip Listing Group Slips Selection Filters Sort and Subtotal b Field Name Type From Slip Classification Advanced Open Client Selection Include Filter Groups Most Popular Activity Selection Client Selection Logged In Timekeeper Reference Selection Slip Classification Slip Selection Slip Transaction Date Timgkeeper Selection Nickerson Timekeeper Selection Include v Bf G lt a 5SOPLit ta 85 Options Global Options l Overview Print to Display a TT Asa peann n a Slip ID Timekeeper Units Rate Slip Value Dates and Time Activity DNB Time Rate Info Posting Status Client Est Time Bill Status Description Reference Variance 12 EXP D Brickley 25 0 15 3 75 4 27 2008 Copying wip Nickerson Photocopies 23 TIME D Brickley 4 00 150 00 600 00 8 17 2008 Communicate in firm 0 00 T 1 wip Nickerson 0 00 Meeting with partners about upcoming Nickerson 0 00 project Reviewed past projects for conflicts 47 TIME D Bric
99. revise ABC ABC v DEQP D Brickley Research Atlantic Billable Unbillable Total For Internal Use Only 8 00 1 00 7 00 1 00 7 25 0 00 0 00 0 00 175 00 T 2 1400 00 1087 50 2875 00 175 00 3050 00 You can access each of these tools through the Report Entry dialog box We discuss these methods of customizing reports in the following sections 11 6 Customizing Reports Additional resources From the Report List dialog box select a report and click Open us to open the Report Entry dialog box You can use the Report Entry dialog box to Select report data You can use the Filters tab of the Report Entry dialog box to select which records will appear on the report See Selecting data for reports on page 11 8 Sort report data You can use the Sort tab of the Report Entry dialog box to determine the order of records on the report See Sorting report data on page 11 9 Set report options You can click the Options button to set up formatting options for the report See Setting report options and formats on page 11 10 Design report sections You can click Design Reports from the toolbar to design headers footers font styles fields for labels and user defined reports and more See Designing report sections on page 11 11 Use the Selection Filters tab to filter the data appearing on reports Use the Sort tab to sort the data appearing on reports e
100. should not edit them manually in your accounting package Editing these values will make it difficult for you to reconcile from where values originated Instead you can undo the associated bill in Timeslips to generate reversing entries For more information on reviewing past postings look up posting to the general ledger using TAL Pro in the Sage Timeslips Help index If needed you can select Accounting View Past Transfers to view entries from past transfers and optionally reverse entries The Transfer Registers dialog box shows each posting to your general ledger Transfer Registers entries O IM 02 13 2013 4 25 13 PM 2 27 2013 2 52 08 PM 2 27 2013 3 27 54 PM 2 28 2013 4 12 24 PM 2 28 2013 4 31 52 PM 02 28 2013 4 35 57 PM Initiated Bills i Reverse Bills Undo Bills Manual Reverse i Manual f Manual i Manual Manual Method Accrual i Accrual Accrual i Accrual Accrual Accrual Accrual Accrual i Accrual i n a infa Details i n a Details infa Details Details i Details i Details Details Details Select which transfers you would like to review Once you view details of these transfers you will be able to print or reverse the Payments Invoices Details infa inja Details infa Details inja Details f Details Details Details Details Selected Total
101. steps that precede and follow the process of printing bills This chapter focuses on the billing cycle the steps needed to generate bills and correctly update histories and accounts receivable balances based on the billings It discusses many of the commands found in the Bills menu Review billing data f Determine bill Enter billing data appearance BILLING 1 CYCLE tf 6 if S A ls 4 Ey OK Print bills management reports Approve bills 1 aS 2 Es 5 Lyf The following sections detail steps of the billing cycle Please note that each step of the billing cycle comprises several smaller steps Some firms may not use every step of the billing cycle You can use the Prepare Billing and Finish Billing Note topics of the Office Manager navigator to access many of the steps involved in the billing cycle Overview Ji 2 The billing cycle consists of these actions Preparing data for billing Entering billing data such as time slips payments and client billing arrangements over the course of your firm s bill cycle See Preparing for Billing on page 12 4 Reviewing billing data Reviewing billing data for accuracy and completeness See Reviewing Billing Data on page 12 9 Determining the appearance of bills Setting up bill layouts to establish the content and appearance of bills and assigning layouts to each client See Determining the Appearance of Bills on page 12 14 Printin
102. tax rate rules you have defined Default tax settings When you create a new database Sage Timeslips installs default sales tax settings tax profiles tax rate rules and tax jurisdictions for U S states and territories This information is up to date as of the time of publication However you should be aware of any changes to tax laws and modify these tax settings accordingly 7 18 Setting Up Budgets Using activity categories Using activity categories For more info on categories look up categories of tasks and expenses in the online Help Help Sage Timeslips provides categories as a way of grouping related tasks or expenses For example you may want to group together a variety of office charges such as photocopies staples and paper as Office supplies on a bill Select Setup Categories to open the Categories dialog box where you can define category names e Use the Category field within the General page of the Task Information dialog box to assign categories to tasks Use the Category field within the General page of the Expense Information dialog box to assign categories to expenses You can use categories in several ways e You can define replacement slips by category rather than by activity This allows a replacement slip to substitute for several different activities instead of just one You can determine interim and progress billing calculations by category see Using
103. the classification for a client open the Client Information dialog box and change the Classification field in the top right corner To change classifications you can So Se E optionally select a new Client Information EA value from the epi a Nickname 1 ABC 2 02 1007 Classification Open Classification field ke For more info on changing classifications see Changing name classifications on page 15 7 or Help look up classifications in the online Help Assigning billing rates Sage Timeslips provides each timekeeper client and task with a rate table in its Information dialog box A rate table is a list of rates associated with a name When creating slips a p ie table you can optionally 1 2 3 4 5 6 7 select which rate to 125 00 150 00 175 00 200 00 0 00 0 00 0 00 use from the z gt rate table On time slips you determine the billing rate by selecting a rate source and a rate level The rate source indicates which rate table the slip will use for its billing rate The rate level indicates which rate from the rate table to use on the slip For example if you were going to use the second billing rate on a timekeeper rate table you would set the rate source to Timekeeper and the rate level to 2 Typically you will set up rate tables for only one type of name For example if your company bills by timekeeper rates it probably does not also bill by task rates In the Rates page of the Client Inform
104. the Sage Timeslips download file SageTimeslips2015 exe The download file will extract the necessary installation file and will open a menu of options Sage Timeslips Setup and Installation gt Install Sage Timeslips gt Install Add on gt View Documentation gt Install Trial Version Support Timeslips com Exit 3 Click Install Sage Timeslips 2015 The Welcome to Sage Timeslips Setup view opens 4 Click Next to continue the installation procedure The Software License Agreement view opens 5 Installing Sage Timeslips indicates that you agree to the terms of the Software License Agreement After reading this agreement select accept the terms of the license agreement if you agree to the terms and then click Next The Enter Configuration Code view opens 2 6 Enter the configuration code 10 11 Installing Sage Timeslips Downloading the installation file You must enter a valid configuration code to install Sage Timeslips Sage sent this code to you shortly after you purchased the program If you purchased Sage Timeslips from a retail store this information is located on your CD case After entering the configuration code click Next Sage Timeslips InstallShield Wizard Configuration Code A configuration code is required to set up Sage Timeslips sage Please enter the configuration code provided with your Sage Timeslips product This configuration code is located either on the back of the
105. the clients to whom you want to send statements andgopies via email Only clients with email addresses are clients on the statement shown below Clients that you have set up for email delivery ag marked automatically run that have email addresses Clients selected to receive statements It automatically marks Client x Send statement to x Also send a copy to clients that have Send ABC AZ abo example com AZ abe billing example com Atlantic i RA i atlantic example com iD statements via email Bishop D ibishop example com H marked on the Eastem Z eastem example com R21 eastem managers example com eastern ar Invoices page of the Kelley Engineering 1 kelleyeng example com m ient Information ickerson Miinickerson example com iO Client Inf ji Nick i R inickerson l mj dialog box North Project1 i north example com Di north example com north2 example cor North Project2 i i north example com i E i north example com north2 example cor Pierce O pierce example com iC Seacoast i L seacoast example com iLi For more information on finalizing statements see Printing Statements on page 13 10 13 5 Ji 3 Generating Statements Timeslips User s Guide Determining the Appearance of Statements To accommodate the variations in statement styles among firms Sage Timeslips provides many ways to establish a statement appearance to suit your needs Use statement layouts to control the appearance of the head
106. the current section to change how that section displays on the bill For example you can change the format in which dates appear for each slip See Designing bill layout sections on page 12 28 for more information The Sample Bills Guide includes many examples of how you can design bills To open this guide Determining the Appearance of Bills l 2 Setting options that affect multiple bill sections Setting options that affect multiple bill sections Use the Settings fields to choose footers and adjust column headings Use the Alignment fields to control the alignment of headings Use the Billing arrangements fields to control how billing arrangement charges appear on bills You can use the Global Bill Layout Options dialog box to set bill layout options that can affect several sections of the bill 1 From the Design page of the Bill Preview dialog box select Layout Global Options to open the Global Bill Layout Options dialog box 2 Select the appropriate page of the dialog box The following pages of this guide summarize the global options Setting global layout options Use the Layout page of the Global Bill Layout Options dialog box to set options that affect the appearance of multiple bill layout sections Global Bill Layout Options Layout Phrases Font Styles Page Orientation Settings Page footer on a one page bill v Space after column headings 1 Text lines v Show slip column headi
107. the email address from the current client Because there is not a specific reference name task name or expense name in the current Sage Timeslips window Sage Timeslips will not populate the Subject field For more examples of populating fields in Outlook records look up creating Outlook records Help 14 10 within Sage Timeslips in the Sage Timeslips online Help Creating Slips within Outlook Entering email addresses Creating Slips within Outlook When linking Sage Timeslips and Outlook you can create Sage Timeslips time and expense slips within Outlook Entering email addresses When you create new time and expense slips within Outlook the Outlook Link uses the email addresses to select timekeepers and clients for the new slip You can enter email addresses for each client on the Contact Info page of the Client Information dialog box You can enter email addresses for each timekeeper on the General page of the Timekeeper Information dialog box For example you can create a slip from an email message When choosing the timekeeper for the new slip the Outlook Link will search through Sage Timeslips timekeeper records to match a timekeeper with an email address on the email message When choosing the client for the new slip the Outlook Link will search through Sage Timeslips client records to match a client with an email address on the email message However the Outlook Link will not match email addresses tha
108. the main toolbar to open the list of reports 2 On the Report List select the report that you want to duplicate 3 Click Duplicate to duplicate the report 4 You can then customize the report and save the copy as a new report See Customizing Reports on page 11 6 for more information on customizing reports Look up how to duplicate reports in the online Help system for more information on duplicating reports Help If you do not know which report you want to make a copy of you can use the Create a Report wizard to create the new report based on your selections How to create a new standard report 1 Click Create a Report from the main toolbar to open the Create a Report wizard 2 Mark Choose a standard report to customize and click Next 3 Use the views of this wizard to select the new report 4 On the Select a Report view select the report that you want to base the new report upon Create a Report Timeslips Select a Report Sage Timeslips displays the tic ice usd thet slp Fe ben 0 ion cack HUSK chi lk ii reports that match your selections Look up how to create selections Select a new reports based on report and click Next a E standard reports in Pre bill Worksheet Help the online Help for Replacement Slip Listing Slip Listing more information on Task Rate Analysis Timekeeper Rate Analysis creating standard User Defined Slip Listing reports lt Back Next gt Finish Cancel 5 You can
109. the tabs at the Budget Set top of the dialog seen box to switch to the different types of Firm By Client By Timekeeper By Task By Expense Client ABC 98 1011 budgets it x Break down by None v You can break From Date To Date Total Hours Billable Hours Unbillable Hour Total Fees Billable Fee budgets down toa 1 1 2005 6 30 2005 100 00 10 00 10000 00 second level For 71 2005 9 30 2005 50 00 45 00 5 00 5000 00 4501 example set Break 10 1 2005 12 31 2005 60 00 50 00 10 00 6000 00 5001 down by to Timekeeper to track budgets for individual timekeepers for a client gt Calculate Budgets Groups To enter a budget click New dp to open the Budget Entry dialog box You can define budgets in several ways A client budget simply budgets hours fees and costs for the client Create timekeeper task and expense budgets to budget the hours fees and costs for the client broken down by a selected timekeeper task or expense Use reference budgets to create separate budgets for specific client references Each budget can use a date range to budget for a specific period of time Budget Entry Client ABC Ner Date range for this budget optional Duplicate From 71 2006 To 12 31 2006 BR Timeslips can track First budget information SUBSE pe Fas for hours fees and ra conte Wr Erovioue costs Total j Bilable 90 00 3000 00 0 00 Newt Unbillable 10 00 1000 00 0 00 Last Bill
110. their information from your slips Choosing the slip entry method Because you may need to enter time and expenses in varying levels of detail Sage Timeslips offers multiple ways to enter time This allows you to choose the method that best meets your firm s needs Regardless of how you choose to create slips they will be available within Sage Timeslips so you can view them in various areas such as the Time and Expense Slip List dialog box include them on reports and bill them to your clients The following sections describe these slip entry methods Entering detailed time records on the Slip Entry dialog box Some professionals require a greater level of detail on slips For example some types of attorneys need to enter detailed descriptions for each individual time entry Using the Slip Entry dialog box these professionals can enter as much detail as needed to describe their work properly See Entering Time and Expense Slips on page 8 3 for more information about entering slips using the Slip Entry dialog box Entering time records in TSTimer Some professionals require the flexibility to enter and save partial time records that they can complete later For example while these professionals are tracking time for services they might not yet know which client or task they will charge for the work TSTimer allows you to save time records with as much or as little information as you want to enter When you want to include th
111. this client You can create and edit split billing rules for primary clients Active Split Billing Primary Client Rule Entry Client 01 3426 First plit bill information 012 569 8888 Previous Recurring ill format options Show the original value of the slips Show the distribution table on the bill Show on distribution table Name as N ickname 1 v Charges v Split bill information Payments T Cancel Click New in the Secondary Client rules group box to set up a secondary client and create a secondary rule for this client Splitting slip charges When you print a bill for a primary client the slips entered for that client will be split according to the split billing rules The split charges will appear on both the primary client s bill and the secondary client s bill When you approve this bill Sage Timeslips will modify the original slips for the primary client and will create new slips for the secondary client to reflect the split charges You can also enter slips for secondary clients These slips will not affect the primary client s bill and will appear in their own section on the secondary client s bill separate from the split billing charges When you print a bill for a client that is part of a split billing rule Sage Timeslips must also print bills for all other clients associated with the split billing rule 12 6 Preparing f
112. time sheet entries into slips See Creating and using time sheet slip templates on page 8 17 The columns of the dialog box represent days of the week The days of the week determine the Start date that Sage Timeslips uses on the time slips You can use the Date field to change the week currently displayed The intersection of a row and column forms a cell The values in each cell represent the total time spent on that day for all slips associated with the current time sheet slip template You can use the Time Sheet Slip Entry dialog box to review slip totals or you can enter time directly in a cell to create new slips You can customize the Time Sheet Slip Entry dialog box to suit your firm s needs Click Options t on the Time Sheet Slip Entry dialog box to access settings such as determining the first day of the week on the time sheet or the format for time entries on the time sheet Creating and using time sheet slip templates For more info 2 on time sheet slip templates Help look up time sheet slip templates in the online Help Before you can create slips using the Time Sheet Slip Entry dialog box you must create time sheet slip templates Time sheet slip templates provide names and other information needed to create slips from time entered on the time sheet Sage Timeslips provides two methods of creating time sheet slip templates 8 17 Tracking Time and Expenses Timeslips User s Guide
113. to open the list of clients Help look up overview of 2 Click New to open the Client Information dialog box and enter the nicknames for the clients in the online client Help 3 If you have set up templates for name information see Using new name defaults on page 7 4 you can select a template from the list 4 Click Apply Defaults Sage Timeslips divides the Client Information dialog box into several pages each containing related information Contact Info This page provides fields for the billing address and contact information It also includes the client status fields see Setting client status fields on page 7 10 In Reference To Use this page to enter free form text that describes the client case or project Custom Fields Custom fields allow you to track data that Sage Timeslips does not typically track They can classify clients into unique categories for selection and sorting on bills and reports see Creating and using custom fields on page 7 5 O Client Information aba fa Click a tab at the left Nickname 1 Atlantic 2 01 0900 Classification Open gt of the dialog box to NN a Ny 5 Full Name amp switch to a different Contact Info SIN auoriic warehouse a Surly A page of the Client In Reference To gt l Info rmation Rates Addresses dh d ia lo box Custom Fields Primary Other g i Group 1 100 Granite Avenue Arrangements gr Holds Charges Gloucester MA 01930 5 Layouts SS Racy AIR
114. to use features see Viewing Training Videos on page 3 7 Sage Timeslips on the Web Opens commands that access our Web site In order to use these commands you must have Internet access and a default browser set up Other Documents Opens commands that access documents to complement this user s guide and online Help system You will use Adobe Reader to open these documents 3 3 Using Online Help and Guides Timeslips User s Guide Understanding Help topics Click on underlined text to move to a related Help topic A Help topic is a single page in the Help system You can access Help topics in many ways including by pressing F1 clicking a Help button and searching the index The following sections discuss each method In any Help topic an underlined phrase typically indicates that more details are available about that topic Click the underlined phrase to move to that topic Each topic has a unique title allowing you to find it easily in the index Some topics contain additional links directly below the title that provide access to related information Click See also to open a list of related topics E Timeslips Help a e amp A Hide Back Print Howto Glossary Contents Index Search Type in the keyword to find eneral settings report overview gathering billing data general accounts general capacities general joumal entries QuickBooks general ledger TAL Pro
115. transactions you enter in Sage Timeslips Additionally you can print a Bank Deposit Slip Listing report select Reports A R Transactions to accompany the checks to the bank How to create and use a bank deposit slip 1 Select Transactions Bank Deposit Slips If you have not entered a bank deposit slip today Sage Timeslips prompts you to create a new bank deposit slip a Click Yes to open the Bank Deposit Slip Entry dialog box b Select a bank account and enter the total amount of the bank deposit Sage Timeslips automatically takes the Deposit Number from the Bank Account Entry dialog box You can control the starting number there Bank Deposit Slip Entry Bank Account First Bank o Deposit Number Next Date 6 9 2006 Total Planned 1300 00 i Cancel Help c Click OK to accept the setting for the new bank deposit slip Entering Client Funds Transactions Using bank accounts 2 At the bottom of the Bank Deposit Slips dialog box click New and select a transaction type from the menu that opens 3 Enter the details of the transaction as you normally would Sage Timeslips automatically marks the Deposit Slip check box and displays the bank account and bank deposit slip number next to it 4 Click Save and Return amp i to save the transaction and return to the Bank Deposit Slips dialog box The transaction you entered displays on the list 5 Continue entering the rest of the transactions for the curre
116. view Other additional fields Name Willis amp Henderson P C Aging Periods Address 133 S Main Street Rules Na Suite 1402 Nicknames Gity State Essex MA ZIP Code 01929 New Names Other Employee Titles Conflict Checking Phone Numbers Transactions j You can use phone numbers to dial directly from Sage Timeslips or you can indude them on Bills customized reports and bills Slips A R amp Funds Phone 1 978 555 2222 Phone 2 978 555 5435 Default Descriptions 4 Fax 1 978 555 2121 Fax 2 978 555 3579 Fee Allocation Payment Types OK cancel Help Depending on the size and resolution of your monitor you may be able to resize a dialog box to display more fields Using text fields You use text fields for direct entry of text or numbers Sage Timeslips inserts typed characters into the text field at the insertion point location Name and address Name ABC Corporation f Address 17 North Thunder Way Text fields accept a e direct entry of text Suite 1001 characters City Boston state Ma zip 02114 Country 7 7 4 8 For more info look up Help entering descriptions in the online Help For more info A look up Help abbreviations in the online Help Entering Data Using text fields Text fields support standard Windows editing commands and operations Click Clicking the mouse at any location in a text field places the insertion
117. will not update the linked name automatically l 7 Connecting with Your Accounting Program Timeslips User s Guide 17 10 Fields that TAL Pro updates when linked with QuickBooks The following list indicates how TAL Pro maps data fields between Timeslips and QuickBooks names During the synchronization process TAL Pro compares and updates data in mapped fields Timeslips client field Nickname 1 Name Address line 1 Address line 2 Address line 3 City State ZIP Address line 4 Phone Fax Home Other Email Address QuickBooks customer field Customer Name Name Bill to line 1 Bill to line 2 Bill to line 3 City State Province Zip Postal code Country Region Phone FAX Alt Ph Telephone 2 E mail Creating Slip Based on Accounting Transactions l 7 Linking Activity Names Creating Slip Based on Accounting Transactions g Help Your accounting program may use transactions checks bills payments or purchases to track money owed to vendors Because you may have incurred these costs on behalf of your customers TAL Pro can help you create slips based on these transactions to charge to your clients in Sage Timeslips For more information on creating slips look up creating slips from accounting transactions in the Sage Timeslips Help index Linking Activity Names Before creating slips based on accounting transactions you should establish links between expenses accounts or invent
118. will immediately display for the timekeeper in the Alert dialog box when it is triggered e Viewing alerts manually Timekeepers can review triggered alerts at any time using the Alert List dialog box 10 12 Using Alerts to View Data 1 0 Viewing alerts Sage Timeslips can display You can use the buttons on the alert to each alert separately or it TRIE dismiss the current alert remind you of can display a list of alerts A slip s Value is greater than or equal to 1000 00 the alert at a later time or open the record associated with the alert me again in 15 Minutes Slip Transaction ID 363 E Alert List The alerts being shown are for Timekeeper D Brickley You can use the toolbar buttons to view or dismiss the current alert Date Description Data that Triggered Alert 5 22 2004 A slip s Value is greater than or equal to 1000 00 Slip Transaction ID 36 S 5 24 2004 A Payment Value is greater than or equal to 500 00 Accounts Receivable Transe otal Balance is greater than 4000 00 counts Receivable Transa 5 28 2004 The count of all slips for a Task is greater than or equal to 5 iSlip Transaction ID 42 If you are viewing a Sage Timeslips Today template that contains a Sage Timeslips Message Center section Sage Timeslips displays the alerts here instead of the Alert dialog box Using the Alert dialog box Sage Timeslips opens the Alert dialog box to display individual alerts From this dia
119. window None x Billing Assistant Options Neo open window None Exit J T Confirm when closing except with File Exit Other F Back up the database Calendar Settings Alerts Database paths Report paths Other paths Some examples On Open Close Database V Remind me if a backup has not been made in b days Default Save As Retrieve l OK Cancel e When starting the program you can open the most frequently used data entry dialog box e Ifyou have customized your own navigator you can set it to open by default when you start Sage Timeslips When creating slips you can choose to copy the timekeeper client and other fields from the previous slip or start the timer on a new time slip e You can customize the keystrokes used when entering slips e You can set a default path for bills and reports that you print to file You can configure settings for checking for speller and grammar errors You can turn off special offers and product messages e When exiting Sage Timeslips you can choose to back up the database For more information on establishing preferences look up preferences in the online Help system Important Setup Options Before entering names Before entering names Before entering names you should consider the following checklist m O Determine if nicknames should follow a standard format see Formatting nicknames o
120. you can optionally correct the difference between the value of the slips and billed charges When you approve the final bill Sage Timeslips removes the slips from WIP and updates billed slip values and histories Progress billing by Activity This bill arrangement is similar to the Progress billing total arrangement but it allows you to view available WIP and determine new time charges by task or by activity category see Using activity categories on page 7 19 for more information Interim billing total This bill arrangement is similar to progress billing in that it tracks a cumulative total of slips and you determine the charges on each bill However with interim billing slips are printed and removed from WIP on each bill When you approve the final bill Sage Timeslips updates billed slip values and timekeeper histories Creating Clients Maintaining client history Interim billing by Activity This bill arrangement is similar to the Interim billing total arrangement but it allows you to view available WIP and determine new time charges by task or by activity category see Using activity categories on page 7 19 for more information Maintaining client history Help billing online For more information on client history look up client history in the Help Select a tab to view yea history totals by month quarter r or since client inception When you approve
121. your organization or to remove data For example you may increase your rates at the start of a new fiscal year as well as perform your year end procedures Over time your database will collect many records Although they are sometimes valuable older slips transactions and names may get in the way of entering data in Sage Timeslips or printing reports There are several ways to hide infrequently used data until you need it Keep in mind that as the size of your database increases it may take longer to perform some functions When data is no longer needed on reports you can purge it to remove it from the database Updating Rates For more info 2 on rate selection rules look up rate selection rules for clients in the online Help system Help 15 2 Every timekeeper client and task has an associated billing rate table that you can use when assigning rates to time slips You can also set up rate selection rules for each client that automatically assign rates to time slips based on the names selected At some point you may need to change a billing rate or rate selection rule For example as part of your firm s year end process timekeepers may increase their rates If there are unbilled slips in your database that use the changed rate you may want to update slips to reflect the new rate value The Update Rates wizard allows you to update rates on selected slips without having to edit each slip manually If you
122. 16 2 Setting global security Options c cece cseeeeeeeseeseteteeeeeees 16 3 Maintaining security profilessnui tsenoir 16 3 Setting timekeeper access rights s sessssssssssssssessesresressesressesseese 16 3 Auditing Sage Timeslips Data oe seeeseeeesseeeeeseeeeseeeeseeeeeeeees 16 4 Reviewing data with the Data Entry Assistant cccceseseseeees 16 4 Enabling audit trails goosideri ANEA 16 5 Using Station Administrator esesssseceseeeeseeeeeceeeeseeeeseeeeees 16 7 Protecting Your Database tesseseesesessseeeseeeeeceeeeeseeeeseeeeees 16 7 Making an effective backup plan wie eeeseseeeeeseseseseeeeees 16 8 Backing up and restoring your database cccecessseeeseseseeesesees 16 8 Verifying Data Integrity eeeeeseseeceseeeeseeeeseeeeeeseeetseeeeaeees 16 11 Sharing Data with Other Databases eseeesseeeeeeeeeeeeeeees 16 13 Using the exchange Process sscccssesseccsssssceecsessseessssseseeseeseeees 16 13 Maintaining connected databases cccscessssesssssseesseseeseeseeees 16 14 Sharing Data with Other Programs sesseeeseeceseseeeeeeeeesees 16 15 Importing data with TSIMport oe eeseseseseseseseseeesesesees 16 16 EXPOTting dioene na aa A a a seve 16 16 Chapter 17 Connecting with Your Accounting Program xii OVEDVIEW aisa aE E EE E E EE E 17 2 Setting Up the TAL Pro LinK s sssseesesessssseesesesserssssresesesseseresess 17 2 Synchronizing Names s sessseseesesesssresesesereresestsssrereseseesereneseeeese 17 4 Sett
123. 18 2007 700 00 500 00 200 00 ooo ooo 0o00 5 26 2008 G 10024 727 29 500 00 0 00 0 00 ooo 227 29 000 C Remaining amount applies to future invoice Apply All Apply One Clear Applies 6 Enter the transaction amount in the Amount field Please note that for some transactions the Amount can automatically default to the client s current A R balance total or you can enter an amount manually Look up Transactions page in the online Help for more info 7 If you are creating a payment from account a list of invoices with unpaid amounts appears below the Description field Use the buttons at the bottom of the dialog box to apply the payment see Applying payments and credits on page 9 5 9 14 Viewing Transactions Entering transactions 8 The Description field contains a default description for each transaction type Sage Timeslips stores this default text in the Transactions page of the General Settings dialog box Modify or replace the default description as needed Each client funds account is associated with a specific bank account Default descriptions for client funds transactions are contained in the Bank Account Entry dialog box for the associated bank account 9 Click Save amp to save the transaction Reviewing the Status column The transaction list contains a status column which identifies the status amp Proof Stage red envelope approved transactions yellow envelope transacti
124. 2013 Amica 614 01 04 11 2013 My Company 99 98 04 15 2013 Kelleher Brian amp Laura 51 00 04 15 2013 Kelleher Brian amp Laura 57 00 04 15 2013 Kelleher Brian amp Laura 57 00 04 15 2013 Kelleher Brian amp Laura 51 00 04 15 2013 Time amp Cents 4 00 04 15 2013 Kelleher Brian amp Laura 51 00 04 15 2013 My Company 52 00 04 15 2013 Kelleher Brian amp Laura 51 00 04 15 2013 Kelleher Brian amp Laura 51 00 04 15 2013 Kelleher Brian amp Laura 53 00 04 15 2013 Kelleher Brian amp Laura 57 00 04 15 2013 Kelleher Brian amp Laura 111 00 04 29 2013 Time amp Cents 1075 00 05 06 2013 Barsky Barbara 5000 00 2 genesis 1 The transaction list separates transactions available for slips from ignored transactions and completed transactions making it easy to review the status of any accounting transactions 2 You can filter the transaction list by date You can click the Options button to hide certain types of transactions from your accounting package and hide transactions that do not have customers assigned to line items 3 Select one or more transactions from the list and click Create Slips Note to select multiple transactions click the first transaction and then press the Ctrl key while you click additional transactions Choosing line items Creating Slip Based on Accounting Transactions Creating Slips 1 7 a Warning The QuickBoo
125. 7 11 7 13 7 14 7 14 7 15 7 15 7 16 7 17 7 19 7 19 7 21 7 21 7 Entering Names Timeslips User s Guide e Entering Names Overview When tracking time and expenses in Sage Timeslips you use names to specify who the timekeeper performed what activity the task or expense for whom the client These names are the building blocks that form the structure of your entire database In this chapter you will learn about creating clients timekeepers tasks and expenses These names that appear on slips transactions and other records in Sage Timeslips The Names menu contains the commands that you use to maintain this information Additional Names menu commands provide access to client references client history timekeeper history and budgets Because terminology is customizable the name terminology that we use in this guide timekeeper client task expense project and reference may differ from the terminology in your database You can use the Terminology page of the General Settings dialog box select Setup General to customize terminology to suit your business see Setting terminology on page 6 9 Creating Names When you create names you assign up to two nicknames to each of your timekeepers clients tasks and expenses You use nicknames to identify these names throughout Sage Timeslips when creating slips entering transactions and selecting records for bills and reports Selecting a nickname
126. 8 Editing bills OnSCYeeD ou eececseeteseseseteseeseeseesesesesetesesesesesesesees 12 39 Printing the Dill run sccsesssasssasevasssasevasesasevevesavevavesdsesasevavevavesess 12 40 Reviewing and Approving Bills eesseeeseeeeeeeeeeeeeeeaees 12 42 Placing bills on Proof Stage sssessesessessessessessesresresresreeseseseeses 12 42 Using Audit Stage with electronic bills 12 42 ADPYOVING 01l CARN seis sca A EEE et ettatecd 12 43 How approving bills affects Sage Timeslips 0 ceeeeeseseeeeeeees 12 44 Undoing approved bills ccc ceeeeeeseecseseseseeeseeseseeeseeees 12 45 Reprinting enai a csteetans tees cuesteevess 12 45 Printing Post Billing Reports sesssseceseseeseeeeseeeeeeeeeeseeees 12 46 Printing a history bll udcucvusciona i iian 12 46 Chapter 13 Generating Statements CDV EL VICW so csesesnescescssitsisestietescecesndtssensusetescystaccsevescendgsusziesnevsdieters 13 2 Setting up Clients to Receive Statements by Email 13 2 Determining the Appearance of Statements 13 6 Accessing statement layouts essesescssscscssssssssasssssesesesesees 13 7 A tour of the Design page cccsecsesesssssesesseessssessssssssssesessseees 13 8 Assigning statement layouts to Clients eseseeseeseeeeseeeseeneeeees 13 9 PHiTiting StateMENtS 2s scosscvsssssectesestevesszcctevsiscvenstidestesbiscesessstecs 13 10 Configuring the report defimition ee eessseseeeessseseteeeeeeseeees 13 10 Previewing statements to display e
127. AL Pro and printed on a statement If a payment is applied to an invoice that invoice must be fully paid and all payments applied to it must also be billed and posted to your general ledger if you have TAL or TAL Pro Additionally you cannot purge a fully paid invoice until you first purge the transactions that pay it off For funds transactions billed and closed means appearing on an approved bill and posted to your general ledger The billed and closed older than rule determines the number of months by date from the computer s system date For example if today is April 15th and you select billed and closed older than 1 month this rule will include slips and transactions with a date of March 15th or earlier For slips this rule applies to the end date You can also use the use filters option to set up your own filters Archiving slips when purging Although purging slips removes them from the database you may still want to keep the purged slips somewhere in case you need them at a later date On the Options page you can send purged slips to an archive file see Archiving Slips on page 15 10 Consolidating histories You may want to consolidate the historical totals that appear on the Client History dialog box or the Timekeeper History dialog box Consolidating histories merges separate months of historical totals into one total When you consolidate history Sage Timeslips merges months of historical data into the Pr
128. Alert Manager dialog box Triggering alerts Sage Timeslips reviews alert rules whenever a timekeeper saves data This is most common as timekeepers enter or edit slips and transactions Additionally Sage Timeslips reviews alert rules while saving data during advanced processes such as approving bills If data satisfies an alert rule Sage Timeslips triggers an alert If the timekeeper to be alerted is not logged into Sage Timeslips the alert will display when that timekeeper opens Sage Timeslips See Viewing alerts on page 10 12 for more information on how Sage Timeslips displays alerts You can also use the Alert Manager dialog box to maintain triggered alerts See Managing alert rules and alerts on page 10 14 for more information Viewing alerts Sage Timeslips triggers alerts that satisfy alert rule conditions when timekeepers save data see Triggering alerts on page 10 12 for more information Timekeepers can view triggered alerts in the following ways e Viewing alerts at startup When timekeepers start Sage Timeslips all alerts triggered since their last session are displayed Depending on the settings in the Alert Manager dialog box select Special Alerts Manager Sage Timeslips displays alerts in the Alert dialog box or the Alert List dialog box when you log into Sage Timeslips e Viewing alerts automatically as you work If the timekeeper associated with an alert is logged into Sage Timeslips the alert
129. E IVI W 222s E EEE 5 2 Using automated guides eesessesesssessescessesseecasseeeseesseseeeeeseeees 5 2 Getting additional information eeeeseseseseseseseeeeeeeee 5 2 Opening the sample database esesesesesesesesesesesesesesesesees 5 3 Quickstart PFEMISE sise tsccececdietasnetsateseckeatacartablasnel ees cectiedasest abet socked 5 3 Creating Names 8 sissies iG ue eet eee ae eh A ie Aes een tee ess 5 3 Creating timekeeper sicccccsesssesssasseasssadeeasestinerseersrersnersanneabrsetawnaes 5 3 Creating tasks and expenses cssssssssecsesseseesssseseseeesseseeeeesaeseeees 5 5 Creating A clhientin nsieket tiniani tiita 5 8 Tracking Time and Expenses on SlipS eessssseesessssssesesesssrerreresess 5 9 Creating a time slip seie aaae a i e deledadtidahi 5 10 Creating an expense slip aeiee O RA 5 12 Entering Transactions ciinii easiest errno insni ssss 5 13 Printing RepottSessasisinirericeiiiiinrasaiii 5 14 DASE SING AEAEE EE 5 14 Chapter 6 Creating a New Database ONE aa N P E T E 6 2 Identifying administratorS sssssssssssessessessesresressesreestereesesresressesses 6 2 Understanding Database Concepts ssessesseesesesssrsresesressreereresess 6 2 Using the Create a New Database wizard ssesssseeesesseeresesse 6 3 Establishing General Settings eeseseeseseeceseeeeseeeeceseeeeseeeeaees 6 9 Entering firm information 0 0 eeeeeeeesesesesesesesesesesesesesees 6 9 Setting CerMinGlOgy woeri i a a A Na 6 9 Determining aging peri
130. Edited first draft of project evaluation 3 00 125 00 hr 10 14 07 Drafted plan for spring promotional campaign 6 00 125 00 hr 10 26 07 Read first 15 pages of draft and returned them with extensive revisions 1 00 125 00 hr Professional Services Amount For professional services rendered 10 00 1 250 00 Additional Charges Qty Price Use bill layouts to set 10 30 07 Copies for October 60 6 00 0 10 which slip fields to Total costs 6 00 include for each charge Total amount of this bill 1 256 00 Previous balance 2 200 00 10 25 07 Payment Thank You 200 00 Balance due 3 256 00 Thank you for your business The two main items that determine the appearance of bills are e Bill layouts You can design bill layouts to control the format of the bill including the placement of fields fonts and graphics See the following sections for more information on designing bill layouts e Bill settings You can establish bill settings to determine which clients and which charges appear on the bill set sort options and set up billing options See Configuring the report definition for bills on page 12 37 for more information on bill settings 12 14 Determining the Appearance of Bills Understanding bill layouts Understanding bill layouts For more info on designing bills look up designing layouts bill layouts in the online Help Help g Help Your bills should pre
131. For more information on viewing enhanced navigators look up enhanced navigators in the Help online Help system 10 7 10 Reviewing Data Timeslips User s Guide Displaying an enhanced navigator You must first choose the navigator format and template to use You can display a navigator automatically when you start Sage Timeslips or you can open a navigator manually when you want to use it Choosing which navigator to display To choose the style of navigator you must edit your preference settings Select Setup Preferences to open the Personal Preferences dialog box and switch to the Navigator page Choose Enhanced Mode and choose a Template Displaying navigators automatically To open a navigator when you start Sage Timeslips you must also edit your preference settings Select Setup Preferences to open the Personal Preferences dialog box switch to the Startup and Exit page and set Navigator to Yes Displaying navigators manually Ifa navigator is not already open you can click Navigator lt j from the toolbar or select Special Navigator to display it Viewing data When viewing enhanced navigators you can refresh the data displayed or drill down to the source data Refreshing data The data displayed on enhanced navigators can originate from many different areas of Sage Timeslips To optimize program performance Sage Timeslips refreshes this data periodically usually every fifteen minutes You can also
132. Forms Bill Layout for Blank Paper or Letterhead When you create a bill layout that will be used to print bills on pre printed forms Sage Timeslips will position bill fields to line up with the form fields If you change the bill design please verify that bill fields still line up with form fields When you create a bill layout that will be used to print bills on blank paper or company letterhead you can design the bill anyway you like without having to design the layout to print on a bill form Visit www SageTimeslips com to purchase pre printed bill forms that you can use with Sage Timeslips Look up pre printed forms in the online Help system for more information on the bill forms that are available 12 15 12 12 Billing Clients Timeslips User s Guide The Bills page of the Bill and Statement Layout List dialog box lists the available bill layouts 12 16 Maintaining bill layouts You will most likely use one or two bill layouts for all of your clients However you can create as many bill layouts as needed You use the Bills page of the Bill and Statement Layout List dialog box to maintain bill layouts 1 Within Sage Timeslips select Bills Bill and Statement Layouts to open the Bill and Statement Layout List dialog box 2 Click on the Bills tab to switch to the Bills page E Bill and Statement Layout List You can use this dialog box to manage the layouts for your client s bills and statements Th
133. General Custom Rates Arrangement 1 Arrangement 2 Accounts Receivable Client Funds Layout Notes Accounts Name Auto Pay New Charges Replekish Minimum Current Balance Bank Account Bill Format Style Replentsh To Applies To General charges First Bank Pe 5Opii Balances total 9800 00 Click New below the list to create a new client funds account Enter the name of the new funds account in the Name field Use the Bank account field to select the bank account with which to associate the new funds account Use the Applies to field to choose the type of charges this funds account can pay and optionally mark Automatic payment of new charges on the bill Use the Current balance field to set the starting balance of the account Optionally set Style on the bill to choose to show funds activity from this account on the bill If you want to request replenishment automatically you can set the requirements for replenishment using the When the balance falls below and request replenishment to fields Enter the details of a funds account Entering Client Funds Transactions Client funds transaction types The replenish message uses the text associated with the Please replenish client funds with bill phrase see Setting global phrases on page 12 20 Client Funds Account Entry New Name Eastern vs Julius Bank account NationalBank ry Open First Applies to Fees Only Previous Cu
134. It contains margin positions used by the body of the report These margins indicate the leftmost and rightmost locations for report data By adjusting the margins you change the area used by the body of the report You can change the margins of the template by dragging the margin indicators 9 to the appropriate locations on the ruler It determines the width of the cells in a table section See Types of report sections on page 11 13 for more information about table sections Using the status line When you select one or more objects Sage Timeslips displays the following information about the object on the status line at the bottom of the template window The status bar displays information about the a selected field 3 27 inches Y 0 51 inches 1 field Data General Firm Name Location The left side of the status line shows the location of the object on the page For example X 3 27 inches Y 0 51 inches tells you that the upper left corner of the object is located 3 27 inches from the left edge of the page and 0 51 inches from the top edge of the section Number of objects selected If you have selected more than one object the middle of the status line shows the number of selected objects Object type The right side of the status line identifies the selected object by showing either its field name or field type 11 12 Customizing Reports 1 1 Designing report sections Types of report sections When you
135. Nickerson 01 8956 60 Notth Project1 02 0101 Notth Project2 02 0102 Pierce 01 3426 Nickname ranges Atlantic Warehouse amp Supply Bishop amp Sons Eastern Associates Kelley Engineering Services Nickerson Boat Yard North Lake Consulting North Lake Consulting Pierce Oceanics 1 Clear Ranges Transfer Range v OK Cancel Help 4 Click OK to save the new filter and then click OK close the My Client List Selection dialog box 5 Click Save jy to save the settings for the timekeeper When you open Sage Timeslips it uses My Lists for the currently logged in timekeeper See Associating Timekeepers with Databases in the online Help system for more info When you open Sage Timeslips it uses My Lists for the currently logged in timekeeper See Help 7 22 Associating Timekeepers with Databases in the online Help system for more info Click Selection to add a filter and create a custom name list Using My Lists to Filter Names Printing budget reports Setting up custom lists of tasks or expenses for each client You can use the Activities page of the Client Information dialog box to set up custom lists of activities for each client ims Client Information o Eo Nickname 1 Atlantic 2 01 0900 Classification Open zj Information Activity In Reference To Rates A Custom Fields J Group 1 Bills Arrangements Holds es a Charges Invoices Layouts A R amp Funds B
136. Prices Level defaults to save time aa ia R 7 i F R a when creating slips 8 75 0 00 0 00 0 00 0 00 0 00 Timeslips enters the z m e default values ay automatically when EDERSE Price Level 1 x Quantity 1 000 you use this expense Bill status Ignore X Hold Ignore K Description Most of the fields in the Task Information dialog box are also available here defaults for creating slips tax rate rules markup information and custom fields for expenses Setting up taxes In Sage Timeslips a tax profile is a combination of tax rate rules that determines how Sage RORMOTE Timeslips calculates taxes You can define tax profiles to accommodate any situation or locality information on with which you do business taxes look up Help taxes in the A tax rate rule specifies a tax rate percentage a jurisdiction such as federal state city or county and the type of charges to which the tax applies time expense or both After defining the appropriate jurisdictions you can create a tax rate rule to apply a tax rate to a jurisdiction When you generate a bill for a client Sage Timeslips applies taxes based on every tax rate rule in a tax profile online Help 7 17 7 Entering Names Timeslips User s Guide Select Setup Taxes to open the Taxes dialog box This dialog box allows you to set up tax profiles tax rate rules and jurisdictions Using the tabs at the top of the dialog Tax
137. Profiles Tax Rate Rules Jurisdictions ee box you can switch to the appropriate amp Rate Rule is a specific tax imposed by a Jurisdiction Rate Rules contain one page of the Taxes tax rate and a calculation rule Its attributes identify if it applies to time expense dialog box where pat you can maintain tax Tax Name Jurisdiction Rate _ profiles tax rate AL 4 0 ALUSA 400 BS AR 6 0 AR USA 6 00 J rules an tax AZ56 AZUSA 5 60 Jurisdictions CA 7 25 CA USA 7 25 CO 2 9 Co USA 2 90 CT 6 0 CT USA 6 00 DC 5 75 DC USA 5 75 FL 6 0 FLUSA 6 00 GA 4 0 GA USA 4 00 HI 4 0 HI USA 4 00 14 5 0 IA USA 5 00 ID 6 0 ID USA 6 00 IL 6 25 ILUSA 6 25 IN 6 0 IN USA 600 New Open Duplicate Delete Done Help There are several steps necessary to charge tax on a client s bill 1 Set up tax jurisdictions tax rate rules and tax profiles with the appropriate information Use the Taxes dialog box select Setup Taxes to enter this information Tax rates can change Please verify the tax rates that you are using 2 For each task that is taxable open the Billing page of the Task Information dialog box and mark the check box for any applicable tax rate rules 3 For each expense that is taxable open the Billing page of the Expense Information dialog box and mark the check box for any applicable tax rate rules 4 Inthe Charges page of the Client Information dialog box select a tax profile that includes the
138. Report Entry Slip Listing Name W Slip Listing Group Slips Selection Filters Sort and Subtotal Filter Groups Most Popular v Field Name Type From To Slip Classification Advanced Client Selection Slip Transaction Date DateRange 9 1 2003 10 31 2009 Logged In Timekeeper Reference Selection Slip Classification Slip Selection Slip Transaction Date Timekeeper Selection Click the Options button to set up report options and formats Of G ie SEELE l Overview t Options Global Options Print to Display Click the Design Reports button to design report sections 11 11 2 Help For more info on setting up filters look up selecting data for reports in the online Help Use the Filter Groups field to select a filter group Select a filter from the list and click Add 5 The filters available will vary from report to report When you set up report filters the report will include only those records matching the filters 11 8 The list of associated filters below will reflect the selected filter group Designing and Printing Reports Timeslips User s Guide Selecting data for reports While you may want to include all available data on some reports you will want to limit the data that appears on other reports You can set up report selection filters to limit the data that appears on a report While some reports include default
139. Santos D Brickl S Santos D Brickl DBeickl D Brickl D Brickl D Brickl D Brickl D Brickl Client North Project1 Nickerson North Project1 Nickerson Nickerson Pierce Pierce Seacoast Eastern Eastern 3477 06 Slip Totals Field s Time Spent Slip Value Billed Slip Profitability Client Seacoast Bishop Nickerson Atlantic WTD 0 00 00 0 00 0 00 0 00 Balance 4300 00 3000 00 2500 00 2000 00 Clients with Overdue Balances ITD 99 15 00 16490 03 16619 22 12919 Overdue Balance 4300 00 3000 00 2500 00 2000 00 ID 18 12 1 10 9 8 7 Slip Value Billed Slip Value Date 9 15 2008 12 31 2008 12 31 2008 12 31 2008 12 31 2008 12 31 72008 12 30 2008 Slip Value vs Billed Slip Value QTD _ Type PAY PAY INV INV INY INY PAY Last 10 A R Transactions Entered Client ABC Eastern Eastern Bishop Atlantic ABC ABC Value 2200 00 1700 00 1700 00 3000 00 2000 00 1600 00 3000 00 Total 2900 00 1 ce 2008 Last updated on 4 10 2008 at 2 39 36 PM 1263 76 0 00 2 November 2008 3 December 2008 Alerts Avou have never used the Audit trails feature Op Track time and expenses even while out of the office Using the Or Extend the power of Timeslips to each employee by adding additio Without Sage Timeslips Today you may have to open multiple dialog boxes and print various reports to find
140. Shipping to the database 1 Click Guides in the lower left corner to open the list of guides 2 Highlight How to add Expenses and click Play 3 After reading the Information message box click OK to close it Sage Timeslips opens the list of expenses defined for your firm 4 You want to create a new expense record Click New sp from the toolbar on the Expense List dialog box 5 The Expense Information dialog box opens Enter SPS Shipping in the Nickname 1 field and E108 in the Nickname 2 field These nicknames will identify this expense throughout Sage Timeslips Use slip making defaults to save time when creating slips Default values are used automatically when you select this expense Creating Names Creating tasks and expenses 6 Click Continue on the Automated Procedure Active control bar Automated Procedure Active Click here to continue Sage Timeslips shows the fields for this expense 7 Enter the full name Superfast Parcel Service shipment in the Name field The full name takes the place of the expense nickname on bills 8 You can enter up to 20 prices for an expense Enter 8 75 in the first Price field for shipments Enter 1 as the default Price Level 9 Enter 1 in the Quantity field as the default quantity for shipments 3 Expense Information toj E 1 SPS Shipping 2 E108 Classification Open nA General Billing ke Name Superfast Parcel Service shipment Category lt
141. Slip Value Billed Slip Profitability WTD 0 00 00 0 00 0 00 0 00 Clients with Overdue Balances Client Seacoast Bishop Nickerson Balance 4300 00 3000 00 4 2500 00 ITD 99 15 00 16490 03 16619 22 12919 Overdue Balance 4308 00 73000 00 2500 00 Adding or removing sections s Last 10 A R Transactions ID Date 12 12 31 2008 11 12 31 2008 10 12 31 2008 12 31 2008 12 31 2008 12 30 2008 Slip Value v8 Billed Slip Va Nip Value Billed Sip Value D Alerts Avou have never used OS Track time and expeng Op Extend the power of Use this dialog box to create or modify Timeslips Today templates Create add or remove sections on the template to fit your needs Default Custom Name A R Transaction List Billed Values Graph Billed vs Original Values Graph Blank Client Funds Account List Client Funds Transaction List Client List Clients with Overdue Balances Data Total Data Totals List Expense List Graph Graphic My Favorite Reports Other actions Overhead Cost vs Billed Values Graph Record Count Slip List Slip Values Graph Slips with Active Timers Station Licenses Task List lay x While in editing Sage Timeslips Today templates you can add or remove template sections To add a section click on the section from the section list to the right drag it onto the template where you want it and then release the mouse butt
142. TAL Pro Link on page 17 2 Design or modify the bill layouts that control the appearance of bills see Determining the Appearance of Bills on page 12 14 If you are preparing bills for electronic delivery set up formatting requirements see Using Audit Stage with electronic bills on page 12 42 Considerations for Databases with Multiple Users Sage Timeslips permits all licensed workstations to access the same database simultaneously When multiple users are accessing the database Sage Timeslips may restrict some actions There are three basic types of restrictions e Multiple timekeepers cannot edit the same record simultaneously If one timekeeper is editing a record the record is locked to prevent editing by other timekeepers Usually the dialog box title will have dashes added to indicate that the record is locked For example Client Information becomes Client Information If other stations attempt to edit the record Sage Timeslips notifies them to wait If a record has recently been edited on another station Sage Timeslips may notify you that a change has taken place and will update the record you are editing Certain commands can be performed by only one station at a time These include File Archive Slips Close Slips Setup Accounting Link Setup G L Accounts and printing bills to printer or to file Certain commands will run only when all other stations are out of the database Th
143. The Change Classification dialog box displays all open Sage Timeslips will issue warnings for names that you may not want to change names To change classifications for inactive or closed names change the Change classification from setting before clicking Change Classification e Change Classification fs eon Use this dialog to change the classification of open multiple cients at once Clients that are part of an unbilled split bill rule are not allowed to change their dassification Change diassification from Open to Inactive X Selection All X Client Balance Suspense A R Inc A R Dec Funds Inc Funds Dec Slips Bill Stg Bill Arg Warning Last Unbilled Activity Days Due Funds Bal Count Count Count Count Count Timers Split 4633 99 Undoable WARNING 11 Undoable WARNING Undoable f WARNING 500 00 Undoable i WARNING 8800 0 1 H i Undoable f WARNING 5 15 2015 12 H i lorth Projecti H i WARNING 5 26 2015 WARNING WARNING i 4050 00 WARNING 4 16 2015 120 days T 3 Mark the names that you want to change When changing the classification for Open clients Sage Timeslips will warn you of any conditions that may affect your decision If you have unbilled charges unbilled transactions a non zero A R or funds balance or a bill in Proof Stage or Audit Stage you may not want to make a client Inactive or Closed 15 7 Updating and Removing Data Time
144. Tim Roberts modifications for exclusive and non exclusive provisions termination and default provision and various other material provisions Reviewing Billing Data l 2 Using Firm Assistant to review billing data Using Firm Assistant to review billing data For more info on the Firm Help Assistant look up using the firm assistant in the online Help Use the Details page to review totals for each client Use the Summary page to review a summary of all clients Double click on a value to opens the dialog box associated with the value While you can use Billing Assistant to check which clients are ready to bill and review billing details for each client you can use Firm Assistant to review billing totals for all clients in your firm The Firm Assistant dialog box contains two pages for reviewing billing totals Details Shows the up to the minute status for each client in your database e Summary Provides grand totals for all clients in your database Double clicking on a total on the Details page will open the associated dialog box where you can review and edit the original source data For example double clicking on an Interest amount opens the Charges page of the Client Information dialog box where you can review or edit interest settings for the client Cal amp m iiag E e Firm Assistant Date Range Start Date BB End Date E Details Summary Client Billable Fees
145. Timeslips Shortcut Keys Timeslips provides many ways to access commands and dialog boxes These shortcut keys are available in specific areas of Timeslips To access a command press the key or keys indicated For example press Ctrl N to create a new record This means that you press and hold the Ctrl key and then press the N key Slip List dialog box New Slipin aii aneia aea diiis Ctrl N Duplicate Slip cvcicccsccieestiiesconcredecsressecressceueeees Shift Ctrl D Open slip FINS II E A satdenaui table GOHO Slipin giii Ctrl Shift G Bookmark slip Ctrl Shift K Start stop time on slip F5 Ctrl Shift T Print list OF SIPS sc hairis Ctrl P Update slip list cece eee eeeneerneeeeaeeeee Ctrl Shift L Delete selected Slip ecseccssscesscessecesseeesseessaeeeseens Ctrl Del Slip Entry dialog box New Slip rich csresteran cavemen ireaaaneneeseesireseunenes Ctrl N Duplicate Slip oo eee eee eee eteeeeeneeeeees Ctrl Shift D Clone field from the previous slip Ctrl Shift C Clone the rest of the fieldS ce eeeeeeeeeeeeneees Ctrl Shift E Add remove bookmark c cccseeeseeeeeeneeeeees Ctrl Shift K Use default rate Ctrl Shift b Update rate rule Ctrl Shift U Switch to Slip listron tothe ees Ctrl L Revert Changes on Slip eee ee cee cess eee eeeeeeeeeeeaeeeee Esc Save Slipicevacaviewtaren deli atechanlavatareiaatas Ctrl S Find slip Ctrl Shift F Go
146. Timeslips User s Guide You can specify the type of data to exchange with another database Maintaining You can view the name types connected to the current database 16 14 Exchange Data With Another Database E You are in the Source Database Send to the other database Slips use filters Once complete Mark Slips as Exported v New and changed Clients and associated References New and changed Timekeepers New and changed Tasks New and changed Expenses Receive from the other database C New and changed Clients and associated References CI New and changed Timekeepers New and changed Tasks New and changed Expenses Cancel Help Next mark options to indicate which types of data to transfer If you are transferring slips mark the Slips check box and choose which records to copy It is easiest to simply transfer all records not previously transferred To do this select not exported older than enter a minimum number of days old and set Once complete to Mark Slips as Exported When you are finished with your selections click OK and locate the other database You can select another Sage Timeslips database by locating main db After you select the database click Open to exchange data connected databases When you create a database with the File New Database Based On Current command Sage Timeslips can maintain connections for names in those databases You can review which databases ar
147. Understanding time billing processes How Sage Timeslips Implements Time Billing The following sections summarize time billing processes and describe how Timeslips implements time billing Understanding time billing processes Time and billing typically involves capturing time and expenses for each client and generating bills for each client You can also print and analyze reports about your practice ff Time and A Practice Expense Entries V Management Reports aA Timeslips Sy Payments Tracking time and expenses Primarily you use Sage Timeslips to account accurately for your time whether you plan to bill for it or not You can also track expenses whether they are reimbursable or not If you manage multiple projects or matters for clients you can record the amount of time spent and expenses incurred for each project Generating bills for clients Billing focuses on managing accounts receivable balances for your clients This includes generating professional looking bills and statements applying payments and credits to bills and calculating taxes interest for overdue balances and finance charges The bills that Sage Timeslips generate can include time and expense charges that are based on an hourly rate a flat fee or some other billing arrangement Receiving payments and other transactions After you generate bills some clients will owe you money their accounts receivable balance You can enter transact
148. You can use the Sort tab of the Report Entry dialog box to sort For more info on sorting statements Transactions that appear on statements automatically sort by date You can data look up sorting also sort clients by custom field reports in the online Help When printing consolidated multi project statements keep in mind that sorting by a custom field may force projects onto separate statements if they do not share the same value in the custom field Setting up statement options You can click the Options button to can set up additional options for the statement run For example you can reprint already finalized transactions suppress statements that are paid in full or have no new transactions or show payments distributed to multiple invoices See Customizing Reports on page 11 6 for more information on setting up selection filters sort keys and other options Previewing statements to display You can print statements to the Display to preview information before printing the statement run to the printer This allows you to quickly see if statements include the correct data sorting formats and design How to preview statements To preview statements to display 1 Select Bills Generate Statements 2 On the Report Entry dialog box set up the statement report 3 Set Print to to Display and click Print anchor button to preview Print to Display v Print statements 13 10 Help Pri
149. a bill Sage Timeslips updates history totals for each client Select Names Client History to open the Client History dialog box The pages of this dialog box organize history totals into different time periods Review the To Date page for the total billing history that also shows totals for month to date MTD year to date YTD inception to date ITD previous month and previous year Click View to set options that determine the types of data and amount of detail to display In addition to invoice and payment information client history includes many other details such as billable and unbillable totals for hours fees and costs Amounts are also shown for markups flat fees adjustments interest finance charges taxes and client funds accounts Client History Client ABC v 02 1001 Months Quarters Years To Date Prior May 2011 750 50 30 00 12 50 3 50 763 00 33 50 98 3617 89 5522 11250 53 781 75 9873 33 781 75 325 40 0 00 10198 73 781 75 96 8094 100 00 1051 80 0 00 10 313 0 00 1137 50 128 70 1137 50 128 70 0 00 0 00 1137 50 128 70 100 00 100 00 ITD Billable Hours Unbillable Hours Total Hours Billable Hours Actual Fees Billable Fees Unbillable Fees Total Slip Fees Billable Fees Profitability Fees Profitability Fees Actual Costs Billable Costs Unbillable Costs Total Slip Costs Billable Costs Profitability Costs Y Drofitshilitiu Casto 780 50 16 00 796 50 97 9912 12032 28
150. a of a dialog box The commands on shortcut menus differ depending on the area of the dialog box from which they are accessed When you right click on an area between fields the shortcut menu provides keystrokes for toolbar buttons Client Information 1 ABC 2 021001 Classification Open General Custom Rates Arrangement 1 Arrangement 2 Accounts Receivable Client Funds Layout Notes Name and address Name ABC Corporation Spell Check Current Word Spell Check Entire Field Shift F4 Grammar Check Entire Field Shift F5 Edit spelling and grammar preferences F7 Address 17 North Thunder Way Suite 1001 Undo Ctrl Z Cut Ctrl x Copy Ctrl C Paste Ctrl V Clear Ctrl Del Select All City Country Status C Maste C Slips n referer General i Phone numbers and Email addresses Phone 617 555 2313 Fax BJL a abc example com Alt Ins Ctrl F7 Insert Private Text Abbreviations Home Other Bold Italic Underline Email address CC Email addresses Shift Alt D Shift Alt M Insert Current Date Insert Current Time When right clicking in a text field the shortcut menu usually contains standard text editing commands spell checking and grammar checking commands Look up shortcut keys in the Help online Help for a detailed list of shortcut keys 4 4 and text formatting commands Many commands have keyboard e
151. ad debts It decreases the client s A R balance See Applying write offs on page 9 7 Refund Use this transaction to reverse the effects of an overpayment Sage Timeslips adds the amount to the client s A R balance to correct the overpayment See Applying refunds on page 9 7 Invoice An invoice transaction represents charges that you have billed It details amounts for fees costs interest and taxes on fees or costs Sage Timeslips creates invoice transactions automatically when you approve bills see Approving bills on page 12 43 You can also enter invoice transactions to represent a starting balance for a client See Creating invoice transactions on page 9 8 Reverse Payment Use this transaction to reverse the effects of a payment usually in the case of a returned check It increases the client s A R balance See Applying reverse payments on page 9 8 Transfer Use this transaction to distribute money from an overpayment to other projects See Transferring unapplied amounts on page 9 6 Transfer To Funds Use this transaction to send money from an overpayment to a funds account to use later See Transferring unapplied amounts on page 9 6 Discount Use this transaction to discount an invoice You may discount an invoice for example due to early payment You can also modify client settings to apply discounts automatically if payments are received early See Applying discounts on p
152. age 9 8 Special Credit Use this transaction to credit or discount an invoice that is already paid in full See Applying special credits on page 9 10 Reports based on A R transactions are available in the A R Transactions page of the Report List dialog box see Accessing Standard Reports on page 11 3 9 3 9 9 Entering Transactions Timeslips User s Guide Entering transactions The steps for entering accounts receivable A R transactions vary according to transaction type However some steps are common for each type Use these steps to enter A R transactions refer to the sections that follow for specific instructions on each transaction type How to enter an A R transaction 1 Click Accounts Receivable List amp from the main toolbar or select Transactions Accounts Receivable to open the list of A R transactions 2 Click New amp to open the Accounts Receivable Entry dialog box 3 Select the transaction type and enter the date of the transaction 4 Select the client for the transaction Optionally you can click Find Client by Invoice 9 to search for the client z The Accounts Receivable lt 2 i o Entry dialog box lists ID New the current accounts receivable and A F balance 8442 06 Total funds balance 0 00 Ke funds balances Tye Payment Check x Check No 2434 e Client aBC 02 1001 a ne Date 5 26 2011 BA Deposit Slip Amount 300 00 d B 7 Pay
153. ages assigning tasks or inviting contacts to meetings the Outlook Link also relies on client and timekeeper email addresses that you enter in Sage Timeslips You can enter email addresses for each client on the Contact Info page of the Client Information dialog box The Outlook link only uses the email address from the Email address field it does not use email addresses from the CC Email addresses field You can enter email addresses for each timekeeper on the General page of the Timekeeper Information dialog box When you create new Outlook records within Sage Timeslips the Outlook link uses the email address of the current timekeeper Look up associating timekeepers with databases within the Sage Timeslips online Help system for more information Creating Outlook records 14 8 There are two ways to create Outlook records in Sage Timeslips e Select the appropriate command from the Special Outlook submenu For example to create an Outlook task you could select Special Outlook Outlook Task e Select the appropriate command from the main toolbar For example to create an Outlook meeting you could click f on the Outlook button on the main toolbar and then select Outlook Meeting Populating Outlook fields with Sage Timeslips data The Outlook Link can use data in the current Sage Timeslips window to populate fields in the new Outlook record Email messages Sage Timeslips can populate the following fields when y
154. ail record indicates changes made to the database 16 6 Selecting which data to track A table is a collection of records in a database Sage Timeslips organizes your database into many different tables each containing a specific type of information You can enable audit trails for specific tables such as the Slip table By default all tables are enabled for tracking Within each table you can determine which fields to track The Fields list shows the fields that you can track for the selected table By default all fields are marked for tracking When you enable audit trails Sage Timeslips prompts you to add initial audit trail data This shows which entries existed before you enabled audit trails Viewing and printing audit trail data Select Special Audit Trails view audit trail data Use the fields at the top of the Audit Trails dialog box to determine the range of audit trail to display When you highlight a record on the list Sage Timeslips displays the changes to its fields in the Field Changes group box You can click Print amp to print the Audit Trails report for the data displayed You can also access this report from the Other page of the Report List dialog box Audit Trails Selection Table lt All gt v Timekeeper C Harding w ChrisH Start Date 3 End Date 3 Timekeeper User Source Table Action Tracked for Record Description i Security Cli Securty lip j 4 49 16 PME Both Transaction ID
155. ainst users entering invalid slips and transactions is to use security to limit who can access and enter data see Maintaining Database Security on page 16 2 However even after timekeepers have entered data you can audit who entered the new records and who changed existing records Sage Timeslips offers Data Entry Assistant to allow timekeepers to review the data they created or modified Sage Timeslips also offers audit trails to allow the Sage Timeslips administrator to review records for all timekeepers In order to use Data Entry Assistant or audit trails you must have security set up on the database requiring timekeepers to log in with individual passwords Additionally the Sage Timeslips administrator should use security settings to restrict timekeeper access to audit trail information Reviewing data with the Data Entry Assistant For more info 2 on Data Entry Assistant look up using data entry assistant in the online Help Help 16 4 The Data Entry Assistant allows timekeepers to review slips account receivable transactions and client funds transactions that they have created or modified Timekeepers can view all their work in a given time period as well as view a summary of their information This allows timekeepers for example to verify their entries at the end of the day Select Special Data Entry Assistant to open Data Entry Assistant Selecting which data to view Use the Timekeepe
156. al Slips require approval to be billed 8 25 8 8 Tracking Time and Expenses Timeslips User s Guide Entering slips When slip approval is enabled Sage Timeslips automatically sets the slip approval status for new slips to Pending fw G AE 2 slip Timekeeper enters PENDING PEZET reviews the slip APPROVED Approved slips can a new slip appear on a bill q re marks fi oe Timekeeper edits slip as indicated by approver Please note that when you print bills Sage Timeslips reviews the slip approval status only for those timekeepers that require approval Reviewing slips Before slips can appear on bills approvers must review pending slips for timekeepers that Look up require approval reviewing slips for slip Help approval in the online Help for more info Approvers will change the status for these slips as needed approving slips to appear on bills or rejecting slips that need corrections slip slip Timekeeper enters PENDING PEE reviews the slip APPROVED Approved slips can ES i i Approver A y e D e Timekeeper edits slip as indicated by approver fP Timeslips Approver To ae marks up JIN SIN marks 2S p appear on a bill Sage Timeslips offers many areas where you can review slips and change statuses such as the Slip Entry dialog box the Time and Expense Slip List dialog box and the Billing Assistant On the Time and Expense Slip List dialog box ap
157. al entry the Timeslips Import program and the Timeslips data conversion service see Data conversion services below Entering data manually g Help You must manually enter any past client and timekeeper histories other than billed slips if you want Timeslips to track them For more information about client and timekeeper histories look up billing history in the online Help Importing data with Sage Timeslips Import To avoid manual entry of large amounts of data Sage Timeslips Import TSImport can accept input from source files in a variety of formats TSImport can import ASCII files and use them to create several types of data in your Sage Timeslips database Within Sage Timeslips select File Import to run TSImport If you have clients with existing balances you must import the balances TSImport cannot import payments After you import clients with existing balances Sage Timeslips can properly age the first bill and update the figures from that point onward If you have been billing your clients from another billing system spreadsheet or database chances are you will be able to transfer name address and balance information electronically to Sage Timeslips with TSImport TSImport can import other types of data such as timekeepers tasks expenses time and expense slips and client references If you installed TSImport see the online Help system for TSImport for more information Data conversion services
158. alance gt P amp Funds Accounts Other Notes Acik This process uses familiar Selection dialog boxes allowing you to set up one or more filters that can limit the names displayed For example client Atlantic will be working with only those activities that have a nickname 2 beginning with A To be able to limit activity lists to those names you can set up custom list of activities for client Atlantic 1 On the Client Activities page of the Client Information dialog box click the activity Selection button to open the My Activity List Selection dialog box 2 From the Filters list add a Activity Nickname 2 filter The Filter for Activity Nickname 2 dialog box opens 3 Set up the filter to display only names beginning with a Filter for Activity Nickname 2 x Condition Begins with X Text to Find 4 E Case sensitive E Whole word only OK Cancel l Help 4 Click OK click OK and save the client 7 23 7 7 Entering Names Timeslips User s Guide Viewing My Lists in Timeslips When using Timeslips timekeepers can right click on any client list task list or expense list to toggle between all names and the names specified on My Lists When on a client list timekeepers can toggle between viewing all clients in the database by selecting All Clients and viewing only those clients on My Lists by selecting My Clients When on a task list timeke
159. and include their keystroke combinations and toolbar buttons when available Other Common Commands Show Navigator cceceeeceeceeeeeeeeeeeeeeeeeeeeeeeeeneeeeee Ctrl F10 Close all dialogs except the Navigator s Ctrl W Stop all timers for the current lOQiN eects Ctrl F5 Stop all timers in the current database eeeeeeee Alt F5 Show summary of Slip entry 0 0 cece eeeeeeeeeeeeeeeeeeeeeeeeeeees F9 Switch to Mini Slip View Ctrl Shift M RepOrtlist vk sides n aaa cetaceans Ctrl R Dial the phone secccsscessceneccssseessseseseeseseensessesessneees Ctrl D keeper List Expense List Create a Report os a e ea Anna g i Calendar 2 Help istant Reports List s Date Entry 4 December 2013 gt Sun Mon Tue Wed Thu Fri Sat 24 25 2 2 23 30 1 2 5 A 711 TTT 8 9 10 Previous Month PgUp 2O A A Next Month PgDn 2 3 3 Previous Year Ctrl PgUp co Next Year Ctrl PgDn First of Month Home Last of Month End First of Year Ctrl Home ok l Last of Year Ctrl End Sage Timeslips User s Guide License agreement You can review the license agreement at any time Within Sage Timeslips select Help About Sage Timeslips A link on this page will open the license agreement Copyright 2014 Sage Software Inc All rights reserved Portions of Sage Timeslips Sage Timeslips Import Mini Sage Timeslips Navigator Editor Procedure Editor Station Administrator related products and services and
160. approval Profiles Allows you to establish templates called profiles for security restrictions Timekeepers can share security profiles Timekeeper rights Allows you to assign a password and profile to the timekeeper and override profile rights when needed After you activate security and set up initial passwords timekeepers can change them with the Special Change Password command They can also use the Special Logout and Lock command to log out of the database without exiting the program This command is useful for securing your database when you are away from your desk Maintaining Database Security 1 6 Setting global security options Setting global security options Activate security to protect unauthorized database access See Approving Slips to Appear on Bills on page 8 24 for information about slip approval You can select Setup Security Global to set up global security options The first time you open the Global Security dialog box you should set your Supervisor password You can change this password at any time Mark the Require login and activate security check box to require users to log in Global Security Use these settings to enable and describe general requirements for security Require login and activate security C Password required to log in Security Supervisor s password Gey You can determine the security profile that Default Profile for a new Timekeeper Default new timek
161. art of the report You can also assign the report to another report group or change the report name Using report groups Each tabbed page in the Report List dialog box represents a report group Report groups are categories that you can use to organize reports You can use the Edit Groups dialog box to change the name ofa report group or change the order in which the report groups appear on the Report List dialog box For example you can create report groups for individual users Click Edit Groups q from the toolbar to open the Edit Groups dialog box where you can maintain report groups Printing Reports 2 Help After you set up filters sort keys and report options you are ready to print the report The Print to field determines the device where you will print the report or the format in which you will save the report Look up printing reports in the online Help for more information on the methods you can use to print reports Previewing reports to display You can print Sage Timeslips reports to the display to preview report information before printing it to a printer or file This allows you to quickly see if the report includes the correct data sorting formats and design See Customizing Reports on page 11 6 for more information on customizing reports 11 21 l Ji Designing and Printing Reports Timeslips User s Guide When you print reports to the display Sage Timeslips previews the report within the Pre
162. associated documentation were created by third parties and are hereby acknowledged Trademarks Sage the Sage logos and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software Inc or its affiliated entities Business Objects the Business Objects logo and Crystal Reports are trademarks or registered trademarks of Business Objects Software Ltd an SAP company in the United States and in other countries Microsoft Windows Windows Vista the Windows logo Excel and Outlook are trademarks or registered trademarks of Microsoft Corporation in the United States and or other countries Pentium is a trademark of Intel Corporation in the United States and or other countries AMD is a registered trademark of Advanced Micro Devices Inc QuickBooks is a trademark and service mark of Intuit Inc registered in the United States and other countries All other trademarks are the property of their respective owners Technical support Consult the Help system found in Sage Timeslips under the Help menu or our web site at http na sage com us sage timeslips before contacting us for technical support e Table of Contents e Chapter 1 Introduction to Sage Timeslips OVVIE Weneted eee iinet cee cbse a n a rA ia Las 1 2 Installing Sage Timeslips oeie 1 2 Using online Helpin suti acces gies Seces E aias 1 2 Other learning resources eseeseseeseseeeeeeseseeeeesseeeeeeesseseeeeesaesen
163. at are billed closed with an end data matching the criteria If you select use filters you can set up selection filters interface to select slips Click the Options tab Mark the Place purged slip transactions into an archive file in check box Enter a path and file name for the archive file Archive files use an extension of sar for example you can name the file C MyData 11 2012 Slips sar If the file does not already exist Sage Timeslips will automatically create it If you want to add records to an existing archive file mark Add to an existing archive and click Browse to locate the archive file Mark the Print a purged data report to check box and select Printer When you have modified the settings of the Purge dialog box click OK Sage Timeslips will first prompt you to make a backup of your data Since Sage Timeslips will delete records we recommend that you make the backup Click Yes After Sage Timeslips creates the archive file a dialog box confirms your intention to purge Click Yes to purge You can copy slips to a slip archive for retrieval later The archive file also provides a simple way to move slips between two databases that are not on the same network When archiving slips you can mark them as exported This helps you identify slips that have already been archived You can also use this indicator to purge the slips you have just exported Archiving slips while purging The Archive process does not remove s
164. at are tracked as a quantity multiplied by a unit cost such as mileage or photocopies as expense slips Exercise 6 Creating an expense slip You need to create an expense slip for a package you sent to Kelley Engineering by Superfast Parcel Service 1 Click New lt P from the toolbar on the Slip Entry dialog box to start a new slip By default Sage Timeslips copies the Timekeeper name from the time slip you made in Exercise 5 If you changed your preferences set the Timekeeper to C Harding Set Type to Expense to make the slip an expense slip Set Expense to SPS Shipping Notice that Sage Timeslips enters the slip making defaults you defined in Exercise 3 in the Price field and the Quantity field Set Client to Kelley Engineering Enter Sent lot plans to Benjamin in the Description field Enter 09 16 2013 for both the Start date and End date fields You can leave the remaining fields at their default values Click Save amp to save the changes made to this slip Press Ctrl W to close all open dialog boxes LO User s Guide For more information on creating expense slips see How to create an expense slip on page 8 6 Entering Transactions Creating an expense slip Entering Transactions Transactions are financial exchanges between you and your clients You can use transactions to pay a client s balance write off billable charges or transfer amounts to and from client funds accounts a
165. atement layout to multiple clients at once 1 Select Bills Bill and Statement Layouts to open the Bill and Statement Layout List dialog box 2 From the Statements page select a statement layout and click Assign 3 On the Assign Layouts to Clients dialog box mark the clients to associate with the current statement layout and click Assign 13 9 l 3 Generating Statements Timeslips User s Guide Printing Statements A statement will include all accounts receivable transactions created since you last printed statements Configuring the report definition Before printing statements you can set up selection filters sort keys and report options See Customizing Reports on page 11 6 for more information on setting up reports Select Bills Generate Statements to open the Report List dialog box to the Generate Statements report Set up this report like others with selection sorting options and formats see Customizing Reports on page 11 6 Selecting data for the statement run You can use the Filters tab of the Report Entry For more info dialog box to select the data to include on the statement run on selecting Help 92ta look up For example you can select specific clients for the statement run If you want to print selecting data transactions up to the end of the last period set the Date filter with the end date of the for reports in the last period online Help Sorting statement data
166. ation Administrator provides the Options Diagnose This Computer command to identify Help preventing and solve several different types of problems on your computer As a preventative measure you lt errors in the should use this command on each station after installing Sage Timeslips You should also use online Help this command if you encounter data corruption within Sage Timeslips on a particular station 16 12 Sharing Data Sharing Data with Other Databases 1 6 Using the exchange process Getting station information The About Sage Timeslips dialog box select Help About Sage Timeslips allows you to review installation settings and Sage Timeslips database characteristics and type It is a vital element in communicating with our Technical Support department You can print a report of this information from the About Sage Timeslips dialog box This dialog box also provides access to the Microsoft System Information program through the System Info button This program investigates the your system which may help identify solutions to problems with Sage Timeslips Getting additional help If you encounter problems with your database and the previously mentioned options did not solve the issues there are additional means of getting help for your database errors Technical Support Sage Timeslips Technical Support is a paid service that can help answer questions about problems and concepts with the program Refer to your te
167. ation dialog box you can set up default values for rate source and rate level for each client so that the correct rate is automatically assigned to each client s time slips You can also define rate selection rules that apply a particular rate based on the combinations of timekeepers and tasks that you select on slips for the client Creating and using custom fields When creating names you may want to enter data that Sage Timeslips does not normally track For example you may want to enter birthdays for each of your employees You can create new custom fields for clients timekeepers and activities tasks and expenses You can also use these custom fields to group information This is useful if you need to sort report records by one of your custom fields 7 5 7 Entering Names Timeslips User s Guide Select Setup Custom Fields to open the Custom Fields dialog box Click New to open the New Custom Field dialog box where you can create a new custom field m Date Type Custom Field Attributes x Use this dialog box to change the name required status or other details of a custom field The custom field Type determines the type of information this new Name Birthday field can store E This is a required field E Default to today for new names E Relative Date cannot be used as a sort field There are many types of custom fields available Text Use this type to enter a salutation a contact na
168. ation licenses 2 5 Installing Sage Timeslips 2 5 Understanding the installation process 2 5 How to install Sage Timeslips 2 6 Registering Sage Timeslips 2 8 Installing additional licenses or other add ons 2 8 Installing Sage Timeslips locally 2 8 Getting the Latest Release 2 9 Converting from Another Billing System 2 10 Entering data manually 2 10 Importing data with Sage Timeslips Import 2 10 Data conversion services 2 10 2 Installing Sage Timeslips Timeslips User s Guide e Installing Sage Timeslips Preparing to Install This chapter includes information about installing Sage Timeslips on a network drive and local workstations It also discusses installing Add On products and linking to third party programs Because installing Sage Timeslips involves some important decisions we suggest that only your firm s system administrator follow the processes in this chapter We suggest that you review this entire chapter before attempting these installation procedures The following sections describe information you need before you begin installation Reviewing system requirements Before upgrading Sage Timeslips verify that your system meets the necessary hardware and software requirements The following table lists the minimum and recommended requirements System Requirements Requirement Notes Operating system Windows 8 excluding Windows RT Windows 7 Ultimate or Professional See Microsoft s Web site or docu
169. ayout that you duplicated You can use the toolbar buttons and menu commands available on this page to customize the duplicated bill layout See A tour of the Design page on page 12 18 for more information 12 17 1 2 Billing Clients Timeslips User s Guide A tour of the Design page The Design page of the Bill Preview dialog box offers many tools and resources that allow you to design and customize sections of bill layouts Use menus to access commands Use the toolbar buttons to Using the Field List that help you design specific add or edit fields and toolbar you can click and sections or global options that objects on the bill layout drag database fields onto affect the entire bill Use the tabs to switch between the Design and Preview pages Use the Layout name field to assign a unique name to the bill layout Use the Go to section field or the scrollbar to move to a specific bill layout section Use the work area to add edit and format fields and objects on each section POF E A from within Sage Timeslips select Help Other Documents Bill Samples 12 18 Bill Preview Preview Design Layout Edit View Section Tools k T tN 4 ge G e ta PRE AAAS XK T Arial So A B ZUA Layout Name Detailed Bill Layout Goto section Bill Header First Page v the bill layout Firm Name Firm Address Standard Invoice submitted to Full Name Client Address Standard 1 Weise ila dee
170. ble Transactions on page 9 3 for more info Client funds transactions Client funds transactions allow you to manipulate a client funds account putting money into and taking money out of your clients funds accounts You can optionally apply money from funds accounts against the accounts receivable balance See Entering Client Funds Transactions on page 9 11 for more info Client information You can track extensive billing data and other related information for each client Sage Timeslips stores the client address so you know where to send bills You can use the email addresses to send a PDF copy of the bill Other client information determines the client s bill arrangement settings and bill layout See Creating Clients on page 7 9 for more information Tax information If your tax system has new rules or settings confirm that you have assigned clients the correct tax profiles Also confirm that tasks and expenses are using the appropriate tax rate rules See Setting up taxes on page 7 17 for more info Preparing for Billing Updating bill arrangements Updating bill arrangements For more info 8 on billing arrangements Help look up billing arrangements in the online Help As you prepare bills the most common element that you need to review is the setting of bill arrangements for each client Bill arrangements are rules for calculating new charges Many firms simply use the default sett
171. c bill sections 12 While you can use the Global Bill Layout Options dialog box to change settings that affect multiple bill sections see Setting options that affect multiple bill sections on page 12 19 you can also change individual sections This allows you to customize settings that affect specific bill sections For example the Phrases page of the Global Bill Layout Options dialog box includes all phrases that you can change on the entire bill On the Layout Options dialog box for the Time Charges from Slips section you can change phrases specific to the Time Charges from Slips section 1 From the Design page of the Bill Preview dialog box select Section Configure Layout Sections 2 Select a section from the list and click Options to open the Layout Options dialog box This button is not available for all sections 3 Select the appropriate page of the dialog box The following pages of this guide summarize the options available for each section These settings will vary for each bill layout section Setting section format options Use the Section Format page of the Layout Options dialog box to set up how this section appears on bills Layout Options Time Charges from Slips Time charges Slip style ltemize v Double space Show totals only Attributes Before this section Inset line separators from margins Inset line from left margin by 0 O Page break Space 1 Lin
172. can assign slip making defaults to these names This helps you when you create slips because Sage Timeslips automatically applies slip making defaults from the current task or expense to the slip See Creating Time and Expense Activities on page 7 15 for more information When you create clients you can set up rate selection rules These rules determine which billing rate Sage Timeslips will use on time slips for each client You can set up rate selection rules on the Rates page of the Client Information dialog box See Creating Clients on page 7 9 for more information You can also set up reference settings for each client These settings determine if Sage Timeslips will automatically assign a reference to a slip You can set up reference settings on the Client Setup page of the Client References dialog box See Creating Client References on page 7 14 for more information Understanding values on slips Each time and expense slip tracks two values e Slip value On a time slip this is the Rate multiplied by the Time spent On an expense slip this is the Quantity multiplied by the Price This value appears in the upper right corner of the Slip Entry dialog box Click on a slip s value to open the wi Slip Values dialog box P Value 390 00 i Billed value This reflects the effects of client bill arrangements such as flat fees and adjustments Slip based adjustments rounding and markups will also affect bille
173. can select a client and dial the phone using any of the client s phone numbers Dial the Phone Telephone numbers Client Sargent Supply Company Phone 678 555 6417 O Home 678 555 5014 O Other Slip creation Create a time slip for this call Bill to the Client above Create slip if not new Turn the timer on Task Conference vika oA Dialing device Madem v Dial Cancel Help Editing many slips at once You can export settings from one slip to other slips Click Export l to copy specific fields from the current slip to other slips Use this feature when you need to make the same change to a group of slips see Updating Slips on page 15 4 8 11 8 8 Tracking Time and Expenses Timeslips User s Guide Viewing the slip entry summary Select Slips Slip Entry Summary to open the Slip Entry Summary dialog box toolbar button to reset the summary values Slip Entry Summary Cam Pe ar the Clear F The Slip Entry Summary Since 8 17 2013 4 33 35 PM dialog box totals new d edited sli Stop watch and edited slips Count Manual time time Value New slips 3 2 30 00 0 40 03 200 70 Slip edits 3 8 12 09 1 02 41 2005 28 Total 12 10 42 09 1 42 44 2205 98 This summary shows totals for slips added and edited since the last time this summary was cleared It also shows the total amount of time entered manually and with timers Finding and viewing slips You can use t
174. cated just below the title bar of each application window The menu bar lists the major categories of operations available in each application The following menus are available in Sage Timeslips File commands that perform file related tasks such as creating new databases backing up and restoring files exporting and importing data and purging outdated information Edit standard Windows clipboard commands such as cut copy paste and delete Slips commands for entering and maintaining time slips and expense slips Transactions commands for maintaining accounts receivable transactions client funds transactions and bank deposit slips Names commands to define and update information related to clients timekeepers tasks expenses references and budgets Bills commands related to billing such as printing pre bill worksheets bills and statements accessing Billing Assistant and reprinting bills Reports commands to find reports that best meet your needs customize existing reports and create new reports Calendar commands to view calendars and create meetings events and to do items Special commands that perform special functions such as checking for spelling and grammar errors searching for text and displaying the navigator Setup commands to customize Timeslips set preferences for timekeepers enable access security and establish data entry shortcuts Window shows all open windows in the program along wi
175. ccceeeeeeeeeeeneeeeeneeees Ctrl PgUp Move to previous transaction ccccceeeeeeeeeteeeeeeeeeees PgUp Move to next transaction cece cece eeee eee eeeeeeeee PgDn Move to last transaction eee cece eee eeeeeeeee Ctrl PgDn Report List dialog box Nw ropot cesses cotsvencietecesvensietivedieceadaden sis eenebeviedens cates Ctrl N Open Teportis ie histidine E Ctrl O Print TO POl bees cccsceesccsves codes evnnenveenseveasecnedaedasesscenvetteceaves Ctrl P Acquire filters from other windows 0008 Ctrl Shift F Move to previous page of reports eee Shift F6 Next to next page of reports Delete selected report Report Entry dialog box NOW QOS g ASEPE TEET T Ctrl N PHN ODOM a ciicetseeccccecnrae secant nna a Ctrl P Switch to report list ee eeceeeeeeeeeeereeeeeeeeeeeeeeeereeeeeaes Ctrl L Acquire filters from other windows Ctrl Shift F Save report Revert report scssececscsesescsseseneesseesoeeseseesssessssenseeseneenes Esc Name List dialog boxes ex Client List dialog box N WiNAMC ie ch eave dain Ne wie NS Ctrl N OPEN NAME vec ces riei eeii eaaa Enter Ctrl O Sort by Nickname 1 Shift Ctrl 1 Sort by Nickname 2 Shift Ctrl 2 Delete name i R Ctrl Del Name Information dialog boxes ex Client Information dialog box Name liSt sescts ciscecscies srcavsevrcsnetocesust ceovtovdiecevcestereeureatieveetts New name A Revert changes ssessseseesrrssessrneenrnencsnre
176. ce management analysis Consider keeping slips available in the database for as long as you intend to use them in these reports If your timekeepers have entered thousands of slips into your database it will take longer to display slips and many reports will take longer to generate You can use selection filters to limit the records in some lists and reports but the process that prepares the list or report can still slow down dramatically You can avoid this delay by closing older slips periodically Closing slips You can close slips to hide them from Sage Timeslips while still being able to report on them Select Slips Close Slips to close slips Use the Limit slips to fields to determine which slips to close If you select use filters you can use the filters interface to specify the slips to close Otherwise you can use rules based on the age of the slips The rules billed not exported older than and billed exported older than use the computer s system date to determine which billed slips to close For example if today is April 15th and you select billed not exported older than 1 month you will close billed slips with an end date of March 15th or earlier The Include slips on undoable approved bills option determines whether you will close a billed slip that is on an approved bill for which you can undo approval After setting up your selection filters click OK to close the slips Once closed slips are no long
177. ch message indicating if a slip was created successfully Receiving slips from email messages After you have set up Sage Timeslips to receive slips by email Sage Timeslips can scan your email messages for new slips Depending on your settings for this feature the scanning process can start automatically when you open Sage Timeslips You can also manually scan for new slips at any time using the Slips Scan Email for Slips command If email messages are in the correct format Sage Timeslips processes them automatically and creates new slips 8 21 8 8 Tracking Time and Expenses Timeslips User s Guide The list of entries shows when email messages were received and when slips were created from them Entries that Timeslips cannot translate into slips are marked with an Error You must correct these entries before Timeslips can create a slip from them 8 22 Reviewing slips that Sage Timeslips receives When Sage Timeslips processes email messages it places the entries on the Entries from Email dialog box whether slips are created successfully or not You can open this dialog box by selecting Slips Slip Entries from Email Entries From Email Use the View by i field and Selection Meme 2 button to filter x entries on the list Status SentDate 5 i From Slip Created On Slip ID Slip Created 09 05 2008 46 sam example com Error 09 05 2008 29 tom example com i 03 06 2008 tom e
178. change a rate for a timekeeper client task or rate selection rule that is assigned to a slip Sage Timeslips opens the Update Rates wizard automatically Updating Rates l 5 How to update rates on slips We recommend that you make a backup of your Sage Timeslips database before updating rates See Making an effective backup plan on page 16 8 for more information 1 Select Special Update Rates to open the Update Rates wizard 2 Select the rate table containing the changed rate timekeeper client task or rate selection rules Update Rates mn oly imeslips Please identify the source of the rate changes Timekeeper rate table Client rate table OTask tate table Select the type of rate to update O Rate Selection rules Click Next to continue 3 Select the timekeeper client or task containing the changed rate Click Next to continue 4 Select the rates to update Sage Timeslips will update only slips that use the rate table you selected in step 2 Click Next to continue This view is not available if you are updating rate selection rules 5 Select the earliest date for the slips you want to update You can optionally use selection filters to limit the slips affected by this change Click Next to continue 6 The last view of the Update Rates wizard summarizes the settings you have selected If you need to change any settings click Back Otherwise click Finish to complete the update process 15 3
179. chnical support contract for your assigned support phone numbers For more information visit our web site at http www SageTimeslips com or by call 800 285 0999 Timeslips Web site The Timeslips web site includes a free knowledge base where you can find answers to many of your questions Visit our web site at http www SageTimeslips com Certified Consultants We also has trained and certified independent software consultants who can help you install learn about and solve problems with Timeslips You can find consultants in your area by visiting our web site at http www SageTimeslips com or calling 800 285 0999 with Other Databases If you maintain additional databases that are based on your main Sage Timeslips database you will most likely use them for data collection primarily tracking slips and clients You must send this data to the main database so that the slips can appear on bills and reports The exchange process can also update each database with new names Using the exchange process The File Exchange command opens the Exchange Data With Another Database dialog box You can use this command from either the main database or from a database that is connected to the main database Select You are in the Destination Database if you are in the main database receiving slips Select You are in the Source Database if you are sending slips from the current database to the main database 16 13 l 6 Managing Databases
180. ck No field In the Amount field enter 2200 for the amount of the check There are two open invoices listed below the Description field Click Apply All to apply the payment to both invoices The Paid columns reflect the amounts paid on the invoice If you want to apply a payment to a single invoice you can highlight an invoice on the list and click the Apply One button The payment amount exceeded the balance due mark Remaining amount applies to future invoice This amount 100 00 is indicated in the Not yet applied field 5 13 5 5 Quick Start Tutorial Timeslips User s Guide 11 Click Save amp from the toolbar to save the payment 12 The payment now appears on the list of transactions Click Yes if you want to view the Overview of Accounts Receivable Transactions topic 13 Press Ctrl W to close all open dialog boxes 22 For more information on accounts receivable transactions see Entering Accounts Receivable Kemi kms Transactions on page 9 3 User s Guide Printing Reports Sage Timeslips provides over 100 reports that help you analyze your data and generate bills and statements Exercise 8 Printing a Slip Listing report You want to view a report of all slips in the database In this exercise you will print a Slip Listing report 1 Click Guides in the lower left corner to open the list of guides 2 Highlight How to print a slip listing and click Play 3 After reading the I
181. come to Sage Timeslips dialog box opens at startup Welcome to Sage Timeslips x Sage Timeslips gt Open an existing database gt Create anew database gt Restore a backup e gt Explore the sample database gt Review Product Training Videos gt Exit Sage Timeslips Click Create a New Database to start the Create a New Database wizard Otherwise select File New Database to start this wizard Select a Database Style Sage Timeslips may be able to supply you with a database structure that suits your profession This can help simply the setup process for your firm s database These profession specific databases include terminology task names expense names and custom fields familiar to your industry 6 3 6 6 Creating a New Database Timeslips User s Guide If you purchased an electronic billing or audit house link Sage Timeslips also provides databases that contain custom fields and activity names required to audit your billing data Q Create a New Database pee Select a Database Style You can create __ The database style can provide a starting set of tasks expenses and custom fields You a database can choose Empty to install only necessary information into the database or choose one of p re pop u lated with our pre defined professional style databases data for a specific Empty Database profession or create an Professional Database empty database Descri
182. commands on the shortcut menu Mark Remove Mark All and None Mark and Remove Mark work on the currently highlighted items while All and None work on all items in the list Filter for Client Selection You can select individual records by marking them in the list or by a range of nicknames You can use a combination of both methods There is a limit of 350 records you can select from the list If you need to select more use the Transfer Range commands to move items from the list to Nickname ranges If you want to include all records except a few choose Excluded Then mark the records to exclude in the list or Nickname ranges The selected items will be Ll Included v X M Nickname 1 Nickname 2 Full Name ABC 02 1001 ABC Corporation Atlantic 01 0900 Atlantic Warehouse amp Supply Bishop 03 0400 Bishop amp Sons Eastern 00 0700 Eastem Associates Nickerson 01 8956 Nickerson Boat Yard J 08 North Project1 02 0101 North Lake Consulting O Notth Project2 02 0102 North Lake Consulting Pierce 01 3426 Pierce Oceanics Seacoast 00 9425 Seacoast Marine Corporation ickname ranges 1 v Clear Ranges OK Cancel Help Using My Lists to filter names Sage Timeslips allows you to set up custom lists My Lists of clients tasks and expenses Timekeepers can view data from these custom lists throughout Sage Timeslips instead of having to search through the complete lists of names Use the My List Setup page of the Timek
183. convention 7 2 The primary nickname Nickname 1 is required for all name records It can contain up to 30 characters and should store an easily identifiable name In addition each Nickname 1 must be unique The secondary nickname Nickname 2 is optional It can contain up to 15 characters and is often used for codes such as your office s internal work codes for tasks and expenses Use names or codes to establish a convention that best suits your business You can use any naming convention such as initials abbreviations code numbers or names and codes Sage Timeslips can accommodate any system you might devise but you should consider the implications for bills quick retrieval of slips and alphanumeric sorting on reports g Help for more info on these formatting options Creating Names Selecting a nickname convention Formatting nicknames The Nicknames page of the General Settings dialog box select Setup General contains several Look up settings that can affect the format of nicknames You can set the number of characters available formatting nicknames in the online Help formatting rules to enforce a consistent You can set up naming scheme 3 General Settings Firm J i RA Names Nicknames Terminology Client Project i Determines the character used to identify dient projects You can use the Client project naming a system to define each matter or file for a dient Other Fi ial j
184. cord The Delete Temporary Slips command will not delete any names that you have added to a database Managing Databases 16 Overview 16 2 Opening Databases 16 2 Maintaining Database Security 16 2 Setting global security options 16 3 Maintaining security profiles 16 3 Setting timekeeper access rights 16 3 Auditing Sage Timeslips Data 16 4 Reviewing data with the Data Entry Assistant 16 4 Enabling audit trails 16 5 Using Station Administrator 16 7 Protecting Your Database 16 7 Making an effective backup plan 16 8 Backing up and restoring your database 16 8 Verifying Data Integrity 16 11 Sharing Data with Other Databases 16 13 Using the exchange process 16 13 Maintaining connected databases 16 14 Sharing Data with Other Programs 16 15 Importing data with TSImport 16 16 Exporting data 16 16 16 Managing Databases Timeslips User s Guide e Managing Databases Overview Whether you are using Sage Timeslips on one workstation or many timekeepers in your firm are using Sage Timeslips preventive maintenance is important to safeguard your valuable Sage Timeslips data This chapter contains recommended procedures for the Sage Timeslips administrator to perform This chapter also discusses topics related to safeguarding the validity and integrity of your investment your databases These topics include maintaining security using audit trails reviewing data entry and protecting your databases through backups Opening Databases
185. custom terminology for each bank account Bank Account Entry Name First Bank New Applies to All Charges v Default First Type A R and Funds v ans Description PO Box 123321 a Boston MA Next Contact Linda Shaw a Last Default descriptions on transactions A Payment from account Duplicate Payment to account Deposit to account Withdrawal from account Starting balance Bank deposit slip information Next deposit number 101 a Cancel Help 9 11 9 9 Entering Transactions Timeslips User s Guide Using funds accounts on funds Each client can have multiple funds accounts This allows you to track funds for different cases For more info or matters separately Help accounts look Use the Funds Accounts page of the Client Information dialog box to maintain funds accounts for up funds accounts in the online Help each client How to enter a new funds account 1 The Balances total field totals all funds accounts for the current client Click New to create a new funds account or click Open to review the details of a funds account 9 12 From the Client List dialog box select the client for whom you want to add a funds account and click Open w Switch to the Funds Accounts page of the Client Information dialog box The Accounts list displays the current funds accounts ce Client Information 1 Easten 2 00 0700 Classification Open
186. d as described later in this chapter you may want to change the client label When you change a terminology label menus and dialog boxes will reflect the new label 6 9 6 6 Creating a New Database Timeslips User s Guide Use the fields on the Cy ceneerseaee Be Terminology page Firm i to A deci RiGee Firm Terminology termi nology Lorena If you change the default terminology your custom terminology will appear throughout Sage th roug hout Other Timeslips on slips in menus and dialog boxes and on reports and bills Sage Timeslips naar Singular Plural Rules Timekeeper Timekeeper Timekeepers Sense Client Client Clients Nidnames Time Activity Task Tasks New Names Expense Activity Expense Expenses Employee Titles Any Activity Activity Activities Conflict Checking Reference Reference References Transactions Project Project Projects Bills Slip Custom Field Extra Extras Slips A R amp Funds Category Category Categories Default Descriptions Fee Allocation Payment Types Phone Number 1 Phone Phone Number 2 Fax Phone Number 3 Home Phone Number 4 Other Address Line 4 Country Split Bill Info Split bill information OK Cancel Help Q For more information on changing database terminology look up terminology in the online Help system Help Determining aging periods The Financial page of the General Settings dialog box determines the aging periods used by your firm to track o
187. d values Depending on settings like bill arrangements and slip adjustments the billed value may differ from the slip value 8 9 8 Tracking Time and Expenses Timeslips User s Guide Sage Timeslips calculates the Profitability of a slip by subtracting the Slip Value from the Billed Value On the Slip Entry dialog box click Slip Value E at the top of the slip to open the Slip Values dialog box This dialog box lists the slip value billed value and profitability of the slip Slip Values 3000 e Slip Value Billed Value Profitability 120 00 Note Billed Value has not reached its final value Understanding slip classifications A slip s classification determines how Sage Timeslips can use the slip When you create a new slip it is considered an open slip As you maintain your database you may alter names or slips which in turn may change the slip classification Slips can have the following classifications Open When you create a slip it has a classification of Open Open slips are visible throughout Sage Timeslips and are available for reporting and billing Closed Closed slips are not visible in Sage Timeslips nor are they available for billing however you can include them on reports You can reopen closed slips for further use or purge them from the database if you no longer need them See Closing and Reopening Slips on page 15 5 Inactive If you change a client s Classification to Inactive
188. d expenses Before you attempt to use TAL Pro be sure that you understand accounting concepts Consult with your accountant if you have questions about the accounting methods your business uses Posting Entries to Your General Ledger Understanding Accounts Like the other modules of your accounting system TAL Pro transfers data into your general ledger by updating accounts Therefore you must be sure that you have defined the accounts needed by Timeslips in your chart of accounts Using TAL Pro you will assign accounts from your general ledger to TAL Pro account categories TAL Pro will transfer information from Timeslips to these accounts The following table shows the accounting categories used by TAL Pro TAL Pro Account Categories Account Name Type Increased by Tracks in TAL Pro Cash Asset Debit Payments Charges Revenue Credit Billed charges Write ups Revenue Credit Positive adjustments Write downs Expense Debit Negative adjustments Tax Payable Liability Credit Taxes paid to you Accounts Receivable Asset Debit Billed but unpaid charges Tax Receivable Liability Credit Billed but unpaid taxes Suspense Revenue Credit Unapplied payments decreased by a debit when money is applied to the invoice Credit Expense Debit Credits offsetting entry decreases A R with a credit Allowances and Discounts Expense Debit Discount transactions Write offs Expense Debit W
189. d printer settings Timeslips may not apply the selections you make here to printed pages Check the printer settings before Printing this report to confirm the page orientation Please review the Help documentation for more information Margins inches Left 0500 Right 0 500 Orientation Portrait O Landscape Paper Size Letter v OK Cancel Help 12 21 12 1 2 Billing Clients Timeslips User s Guide Hiding or reordering bill layout sections There can be over 30 bill sections that appear on the printed bill You may need to hide some sections change the order in which they appear or set options for specific sections For example you may want a bill message to appear at the beginning of the bill or you may want to include a page break before the timekeeper summary table The Configure Layout Sections dialog box lists all bill layout sections that you can show hide or reorder 1 From the Design page of the Bill Preview dialog box select Section Configure Layout Sections 2 Select a bill layout section from the list and use the Show check box to show or hide the selected section You can also use the Move Up and Move Down to change the order of the section Finally you can click the Options button to set section specific options Configure Layout Sections Order your sections the way you want them to appear on your bill Use the show checkbox to indude or exclude the section from your bill
190. database fields within cells of the table The rows and columns of the table align fields on the bill z On free form sections such as the Bill Header First Page section you can place fields anywhere in the section and you can also add graphics lines and boxes to the section BiUPreview Pri Deag Lys Ed Yem Secten Jos T SN a aan x Bru yous rune Detailed Gi Goto smeten GM Header Fest Page Firm Address Standard Invoice submitted to Full Name Client Address Standaed Reference To Invoice lnwoice Numbg HeeRate On table sections such as the Time Charges Itemized section you use tables to align fields within a bill section You can place only text fields and database fields within this section Bil Preview Proview Dea Las Ed Yew tou Layout nyme Dosia at Tana Chupa Iteenana Feii Giap Actrety Peki Lt Fd Name Fd Nowe ot Mi Fed Nise ct Mick 6 17 2004 Intiats Ful Name or Nickname 1 Descrition Nickname 1 Meine 1 Neina 2 Full Name or Nickname 1 Description Nickname 1 Days 0 00 Fem Phone 1 Senice Taxi Prev Balt Payments New Ghost See Adjusting section columns on page 12 26 for information on adjusting columns in table sections The Sample Bills Guide includes many examples of how you can design specific sections of your bill layout To open this guide from within Sage Timeslips select H
191. date of the invoice Withdrawals Refunds and Transfer to Funds post as General Journal Entries Checks Payment From Account F Transfer Payments From Account as checks Sage Timeslips will look for a vendor in QuickBooks with this name If it cannot be found Sage Timeslips will attempt to add the name automatically Write separate checks for each PFA in a posting Write one check for all PFA in a posting Payee Time amp Cents Billing Prompt for transfer after generating bills V Prompt for transfer after undoing bills Use the Transfer Accounts Taxes page to determine if fees and costs will be transferred to general accounts or specific accounts and if tax rules are overridden Transfer Accounts Taxes Specific accounts Fees Charges l Clients zZ Adjustments Separate write ups and write downs x Costs Charges l None Z Adjustments None Taxes V Use Tax Rate Rule override settings for Accrual accounting 17 15 l 7 Connecting with Your Accounting Program Timeslips User s Guide Use the Transfer Entries page to determine the format of entries transferred to your general ledger Transfer Entries Detail Entries Next journal number 127 Journal Prefix TS Reverse Journal Prefix TSR Memo comes from Transaction description Z Summary and WIP Entries When posting as Summary or WIP many transactions are combined into one journal entry You can cus
192. depend on the selections you make on the previous views How to create an alert rule The steps below show you how to create an alert rule In this example you want to notify D Brickley when a timekeeper enters a slip for client Fastern that is greater than 1000 1 Select Special Alerts Manager to open the Alert Manager dialog box 2 Click New F to open the Alert Rule wizard 3 The Select Timekeeper to Notify view opens In this example you want Sage Timeslips to notify David Brickley when this alert rule triggers an alert Select D Brickley and click Next 4 The Select Name Type view opens Use this view to select the name type that the alert reviews In this example you want to review data for a specific client Select Client mark Select from a list of names and click Next 5 The Specific Client Selection view opens Use this view to select the specific clients that this alert rule will review In this example you only want to review slips for client Eastern Mark Eastern on the list and click Next 6 The Select Data Type view opens The data available on this view depends on the selection you made on the previous view In this example you want to review slip data Select Slip and click Next 7 The Select Data Fields view opens This view contains a list of the available data fields that you can review In this example you want to review the slip value Select Value and click Next 8 The Select Field Details view opens Us
193. der Craig Crider Craig Ignore Add to QuickBooks Add to Timeslips Ignore DI s Computers DI s Computers Eastern Eastern Link Ecker Design Ecker Design Golliday Sporting Goods Golliday Sporting Goods Golliday Sporting Goods 155 Wi Golliday Sporting Goods 155 wil Golliday Sporting Goods 75 Sun _ Golliday Sporting Goods 75 Sun Gregory Dru Gregory Dru Heldt Bob Heldt Bob Hermann Jennifer Hermann Jennifer Hermann Jennifer Residential i Hermann Jennifer Residential I Hughes David i Hughes David Jasmine Park Jasmine Park Jim s Family Store Jim s Family Store ol Clear Ignore Clear Ignore Clear Link Refresh Print Clear All Cancel Help 1 TAL Pro separates the list of linked names from unlinked names and ignored names making it easier to find names that you want to link 2 When viewing unlinked timekeepers QuickBooks only or clients you can add the name to your accounting package with a click of a button 3 When viewing unlinked employees QuickBooks only or customers you can now add the name to Sage Timeslips with a click of a button Select Accounting Manage Name Links Timekeepers to set up links between Timeslips timekeepers and employees in your accounting database manually This synchronization ensures that information for timekeepers and employees is maintained correctly in the two databases without double entry Select Accounting Manage Name Links Activi
194. design report sections there are two types of sections that you will most often design free form sections and table sections On free form sections such as the Header First Page section you can place fields anywhere in the section and you can also place graphics lines and boxes in the section Print Preview User Defined Stip Listing Preview Desig Leroy Edt Yew Section Ioh T WN a Header Fest Page gt a Gane Basu Field Group Genea Field Lint i f K 2 r Fam Address Standard In free form sections you i Ae eA ee ee ee ee ee Fam Adee Standard No Conn k em Address Al Lines can move objects anywhere Fam Aeess Al Unes No Comma Fam Address Line 1 a 120000 PM Report Name Fam Addhess Line 4 You can also add lines and boxes to these sections Repot Name User Delrred Sip Latro Goto section Header Fest Page Logn T mekeepes irssi Firm Name pe eh te i ogn Timekeeper Nickname pecs Nene Logn Timekeeper Nickname 2 Page Nunber Time Estimated Slip Value Product Vernon Tune Spent Report Name Sp Repat Type Revaed Dale Nickname 1 0 00 30 00 Tine 01 Day Nickname 1 0 00 odn Osie Nickname 1 On table sections such as the Slip Details section on a user defined slip listing report you use tables to align fields within a report section You can place only database fields within this section You can also use text fields to set up column headings Print Preview User Defin
195. dialog box TAL Pro starts the synchronization process when you open Sage Timeslips or when you open this specific database When you start the synchronization process in this way TAL Pro will review already linked names Updating name information when generating bills When Synchronize linked clients when generating bills is marked in the Linked Names Options page of the Set Up Accounting Link dialog box TAL Pro updates data between linked client and customer names when you print a Generate Bills report select Bills Generate Bills Updating names in your accounting package when adding or editing Timeslips names When Edits made to Timeslips names immediately transfer is marked in the Linked Names Options page of the Set Up Accounting Link dialog box TAL Pro updates employee names when you edit linked timekeeper names in Timeslips and edits customer names when you edit linked client names in Timeslips If Prompt before adding names is also marked when you add a new name to Timeslips TAL Pro will prompt you before adding that name to the accounting database 17 7 17 l 7 Connecting with Your Accounting Program Timeslips User s Guide 17 8 How TAL Pro synchronizes names TAL Pro follows the process below when synchronizing data 1 TAL Pro reviews each open Timeslips timekeeper and client name and does one of the following a If the Timeslips name is already linked with a name in the accounting database TAL Pro checks
196. dit 5215 1330 ther Current Asset Lexis Westlaw Allowances and Discounts 8000 1340 ther Current Asset Filing Fees Write Off 8000 1350 ther Current Asset Court Reporters Increase Invoice Details 4900 1360 ther Current Asset Mediators Arbitrator Services Decrease Invoice Details 8000 1487 ther Current Asset Cash Escrow In Interest 7000 1488 ther Current Asset Cash Escrow Out Refund Payable 2020 1489 Other Current Asset Cash Suntrust Escrow Out ap Cash Escrow In ped ap Cash Escrow Out 1488 1500 Fixed Asset Furniture and Fixtures Bank Account from Funds 1020 1520 Fixed Asset Machinery amp Equipment dh Client Escrow 2020 1600 Fixed Asset Accum Depr Furniture amp Fixt Progress Billing Offset Unassigned 1620 Fixed Asset Accum Deore Machinery amp Equio gt i View more details about accounts m el There are several filters and options to simplify linking accounts 1 You can set Show account type to All to see all available accounts 2 You can mark Hide assigned accounts to filter the account categories to show only those that are not yet set up The number of required accounts not yet set up is also listed at the top of the dialog box 3 You can mark Show lowest subaccount only to filter the available accounts to show only the lowest subaccount QuickBooks only 4 You can click column headings to sort the account list by account number type or name This makes it easier to find the account you want In order to transf
197. e Table of Contents Timeslips User s Guide vii Table of Contents Timeslips User s Guide Chapter9 Entering Transactions OV EIVIGW Gari Sia Stes aieeaa n taurine tela ecules 9 2 Types Of transactions anionini aei 9 2 Entering Accounts Receivable Transactions cscceseeeseeees 9 3 Accounts receivable transaction types sssssesseeseeseeseesrereeseeseeseee 9 3 Entering transacti nS u tsistit aiii 9 4 Applying payments and credits ss ssssssssssssssessrsessesreessessseesseessess 9 5 Transferring unapplied aMOUNtS sissies 9 6 Applying write Offs sississcsesisesssssisescsssisisesesinnsasavesasesavesescotsisesesesioene 9 7 Applying reruns ondeunde svn iniii 9 7 Creating INVOICE transactions esisiini sa 9 8 Applying reverse payMent anarie irrar E 9 8 Applying discounts sccesssisssisssssescsescsesesisesesesesesesesnsesnsesesisesesesesesesese 9 8 Applying special crediticias cai a 9 10 Creating bank deposit SIPS nennodcsisancaanasenimovaans 9 10 Entering Client Funds Transactions essseesseessreeresrerrereseeressee 9 11 Using bank accounts isicscccscscsssoscsesesesedavedesedaveievtieveieveiastiessievesevess 9 11 Using funds accounts hurisee 9 12 Client funds transaction types eeeseseeseesseseeeessseeeseeeeaseeseeees 9 13 Entering transactions nirna aunen anen en e A 9 14 Viewing Transactions iessen e e a a 9 15 Chapter 10 Reviewing Data O aA E E E snmnaie eens 10 2 Viewing reportu asetit reiont oae enano 10
198. e Atime slip records your services for billing and reporting purposes Each page contains a list of procedures e Guides These are the interactive tours that provide you with step by step instructions for completing a particular task Some examples are creating clients creating time slips and printing reports Your Own You can create your own automated procedures to streamline your work Timeslips displays these procedures on this page allowing you to access and play them easily Select Special Automated Procedures to access these procedures On Navigator The procedures associated with the current navigator are displayed here Using the Tip of the Day 3 Playing guides Playing guides To use any guide simply highlight its name and click Play While a guide is playing you will notice the Automated Procedure Active control bar in the top right corner of your screen It will contain messages and sometimes prompts you to click the Continue button When a guide pauses on a dialog box a hint for the current field opens You can move through the fields to view the hints by pressing the Tab key or by clicking on the field you want You can also move between fields and hints sequentially by clicking Previous W and Next H buttons on the Hints dialog box ID New A R balance 1310 71 Total funds balance Hints provide instructions and Teak E additional information Client ABC v 3810011 ja throughout guides
199. e Billing the primary client which invokes the split billing rules 12 1 2 Billing Clients Timeslips User s Guide Setting up rules for split billing Before you can split charges you must first set up split billing rules Use the following dialog boxes to maintain split billing information e Select Bills Split Billing Rules to open the Split Billing Rule List dialog box where you maintain rules for primary and secondary clients Split Billing Rule List You can set up split billing rules for primary and View by an x secondary clients Primary Client rules Client Split bill information Recurrit Invoice Number Invoice Date New Atlantic 012 854 8460 Ea No G 10028 111 3072005 Pierce 012 569 8888 Yes G 10023 11 30 2005 Open Pierce 012 569 8888 Yes G 10025 12 31 2005 Pierce 012 569 8888 Yes G 10027 13 24 2006 Delete Pierce 012 569 8888 Yes G 10031 14 1 2006 When you select a primary Pierce 012 569 8888 Yes G 10056 14 24 2006 RETTE i Pi 012 569 8888 Yes G 10062 15 2 2006 ba eeann client rule you can view the er SS a SEa secondary client rules associated with it Secondary Client rules Client Split bill information Fees Costs New Nickerson 1012 569 8888 H i GUD Associates 1012 569 8888 i 30 00 10 00 Open Delete Duplicate Totals 65 00 30 00 Click New in the Primary Client rules group box to set up a primary client and create a primary rule for
200. e Font toolbar select the font name font size and other font options to use for the selected field Firm Name You can also use font styles to change the font used for specific types of data on the bill Select Layout Global Options to open the Global Bill Layout Options dialog box and switch to the Font Styles tab When designing free form sections you Help can use grids to help align fields Look up moving layout fields and objects in the online Help for more info Determining the Appearance of Bills 1 2 Designing bill layout sections Formatting fields You can format fields on the bill layout to appear in a different style For example you can change the format of the date field on the bill header to include the day of the week To format a field 1 Click a field on the bill layout section to format BA on 2 Select Tools Format to open the related Format dialog box 3 Select the new field format For example you could select Full with day of the week for a date field Wednesday May 18 2005 Aligning fields to each other You can align fields with each other on the bill layout to provide a more professional appearance To align fields with each other 1 Select the fields to align Sage Timeslips will align the selected fields with the last field you select For example you can align a Phone Number text label with the Firm Phone 1 database field If you want to align the database
201. e available for setting up lists of clients and activities Timekeeper Information 1 C Harding 2 ChrisH Classification Open v t General Custom My List Setup ee PE t 7 21 7 7 Entering Names Timeslips User s Guide For example Chris Harding will be working with only three of the clients in the database To be able to limit client lists to only those three clients Chris can set up a custom list of clients To set up the custom name list 1 On the My List Setup page of the Timekeeper Information dialog box click the client Selection button to open the My Client List Selection dialog box 2 From the Filters list add a Client Selection filter 3 Select the three clients to add to the My Lists for clients E Filter for Client Selection You can select individual records by marking them in the list or by a range of nicknames You can use a combination of both methods There is a limit of 350 records you can select from the list If you need to select more use the Transfer Range commands to move items from the list to Nickname ranges If you want to include all records except a few choose Excluded Then mark the records to exclude in the list or Nickname ranges Mark the clients to The selected items willbe Included v Wa on e X M Nickname 1 Nickname 2 eI My Clients list abc 02 1001 ABC Corporation BA Atlantic 01 0900 Bishop 03 0400 Eastern 00 0700 Kelley Engineering 05 0165
202. e connected to the current database and the status of record connections with the File Connected Databases command The Connected Databases dialog box lists each connected database identifying the types of names in the Connected To column that are linked Connected Databases The databases listed below are connected with the current database Timeslips can automatically update data in connected databases based on changes in either database Timeslips can establish connected databases automatically for example using the File New Database Based on Current command Third party programs that can share data with Timeslips can also establish connected databases Database Connected To Established Last Updated Consultants Timekeeper 5 28 2003 5 18 45 PM Consultants Client 5 28 2003 5 18 49 PM Consultants Task 5 28 2003 5 18 47 PM Consultants Expense 5 28 2003 5 18 49 PM Disconnect View Records Sharing Data with Other Programs l 6 Maintaining connected databases You can click View Records to see how names in your database are connected to the other database and whether they will update when you exchange data next Here you can change the status of these connections Record Connections Database Consultants Connected to Timekeeper You can view the connected status of os Name_ Connected Updated Ih BenjaminH 5 F each name CC Harding Update No Update Done Help To cha
203. e number for Nickname 2 1 4 default reference for this client and require references on slips for this client References on slips Default lt None gt Ir E Required Import fl Export OK Cancel Help Creating global references In addition to defining specific references for each client you can also define references for template clients Using references from a template client is useful if your references tend to be global the same for all clients 7 14 Creating Time and Expense Activities Entering task information If you assign a template client in the Client Reference Setup dialog box the Show References for the Template Client button at the bottom of the dialog box allows you to easily switch between reference lists for the client and its assigned template client Using references After you have defined references you can assign them to slips When generating bills and reports you can then use references to select records for the report or to sort information on the report Sage Timeslips cannot track accounts receivable balances for references and cannot make payments to a particular reference If your references require separate bills and billing records you should use the client project method instead see Using client projects on page 7 11 Creating Time and Expense Activities The term activity refers to any job or part of a job that you normally undertake for a cli
204. e options here allow you to create new layouts edit existing layouts assign layouts to clients and delete layouts no longer used Bills Statements Adjustment Note Bill Detail Bill Detail w Funds Bill Summarized Bill Summarized w Funds History Bill History Bill w Cover Page My Bill Layout Wax Ey 3 Use the toolbar buttons to the right to maintain bill layouts To open an existing bill layout 1 Open the Bills page of the Bill and Statement Layout List dialog box 2 Selecta bill layout and click the Open toolbar button 3 Sage Timeslips opens the selected bill layout in the Design page of the Bill Preview dialog box Use the toolbar buttons and menu commands on this page to edit the bill layout as needed See A tour of the Design page on page 12 18 for more information Determining the Appearance of Bills l 2 Understanding bill layouts To create a new bill layout 1 2 The settings on the Create a New Layout wizard determine how Sage Timeslips initially formats your bill layout After creating your new bill layout you can change any of the settings on the bill layout as needed Open the Bills page of the Bill and Statement Layout List dialog box Click the New P toolbar button Sage Timeslips opens the Create a New Layout wizard Create a New Layout Bill Layout The bill layout determines bill formatting characteristics Select the layout template to use when p
205. e selected template or create a new template Specify the subject line of the email message Specify the body text of the email message a Delete Click New Duplicate or Open to open the Email Template Entry dialog box where you can specify the name of the bill email template the subject of the email message and body text of the email message Email Template Entry Name Monthly Bill Duplicate Subject Your monthly bill First Body For your convenience your bill is attached to this message Previous Please review the attached bill and submit your payment Next If you pay your entire balance by Early payment discount Date Due you will receive a Early payment discount Amount discount Last Thank you 12 7 12 Billing Clients Timeslips User s Guide 12 Select the bill email template to use for each client Use the buttons on the right to duplicate edit or delete the selected template or create a new template Sage Timeslips will send bills to marked email addresses This list includes all clients on the bill run that have email addresses It automatically selects clients that have Send bills via email marked within the Client Information dialog box 12 8 On the Invoices page of the Client Information dialog box use the Email options fields at the bottom of the page to select the bill email template for each client Email tem
206. e separator style Inset line from right margin by 0 After this section O Page break Space 0 Line separator style None Characters w Characters v OK Cancel Help 12 25 Billing Clients Timeslips User s Guide 12 For sections that include tables you can specify column widths set gaps and include lines on the table You can edit each phrase that appears in the current bill layout section Phrases that have been edited are bold in the list See the Phrase Description to review the purpose of each phrase 12 26 Adjusting section columns Use the Columns page of the Layout Options dialog box to format widths spacing and lines for columns appearing in the current section Layout Options Time Charges from Slips The Time Charges from Slips section and the Time Charges from Slips Split Billing section both utilize the same options When this window is accessed from either section any changes will impact both sections Section Format Columns Itemize Phrases Font Styles Columns Leave the width value blank to allow Timeslips to automatically calculate the width of the column based on the data contained in the field that is included in the column Columns that are automatically calculated will display the word Auto in the ruler for that column 1 Width 12 Characters Gap 1 Characters Characters Lines None Characters Characters Characters Keep if Em
207. e the Date Range dialog box 11 Since Willis amp Henderson does not use the Time estimated field you will leave it at 0 00 00 12 The meeting ran longer than the default of two hours Enter 2 5 in the Time spent field When you click in a different field Sage Timeslips automatically converts the decimal number into an hours minutes seconds format Nicknames identify who is doing what type of work for which client You can enter free form text to describe the work performed User s Guide 13 14 Tracking Time and Expenses on Slips Creating a time slip You can enter unbillable time as a separate slip or as part of a slip with billable time You will charge Kelley Engineering for only a portion of the meeting You want to assign a half hour of the meeting as unbillable time Enter 5 in the Do Not Bill time field at the bottom of the slip If the Markup Adjustment and Do Not Bill time fields are not visible click Markup Adjustment and Do Not Bill time on the time slip To see how unbillable time will affect the slip value click on the slip s Value at the top right of the slip Note that the Billed Value is 180 00 reflecting the reduced billable time Click Done to close the Slip Values dialog box 15 Ifyou had a file attachment related to this work you could attach it to the bottom of the slip You do not have an attachment for this slip a Q Slip Entry o 5
208. e the fee allocation features were designed with the legal profession in mind any firm that pays commissions to its employees can use them Maintaining timekeeper history Sage Timeslips records monthly and inception to date billing history totals for each timekeeper Billing history consists of many values that Sage Timeslips collects as you approve bills For example Sage Timeslips maintains historical totals for hours fees and costs with separate values to distinguish billable from unbillable amounts Select Names Timekeeper History to open the Timekeeper History dialog box See also Maintaining client history on page 7 13 Creating Clients 7 Entering client information Creating Clients The term client refers to the person organization or project that you are billing for work performed by your company You will use the Client Information dialog box to track the nicknames contact information and extensive billing information for each client This dialog box contains many more pages than the Information dialog boxes for timekeepers or activities This is due to the amount of information tracked for each client and level of customization available to clients when setting up billing options Additional dialog boxes maintain client references and client history totals Entering client information To add a new client For more info on client fields 1 Select Names Client Info
209. e this database with the quick start tutorial in this chapter How to open the sample database 1 Click Guides in the lower left corner of the Sage Timeslips window to open the Guides page of the Guides and Procedures dialog box Select Switch to sample database at the bottom of the guides list Click Play Sage Timeslips will switch to the sample database Quick start premise Your name is Chris Harding You are a new attorney at Willis amp Henderson P C You are responsible for several clients and will generate bills each month Your responsibilities require you to learn the setup and operation of Sage Timeslips Creating Names When tracking time and expenses in Sage Timeslips you use names to specify who the timekeeper performed what activity the task or expense for whom the client These names are the building blocks that form the structure of your entire Sage Timeslips database Creating timekeepers At the firm of Willis amp Henderson P C all employees who track time are set up as timekeepers Exercise 1 Adding a timekeeper As a new employee you will define yourself as a new timekeeper and enter your billing rates 1 Click Guides in the lower left corner of the Sage Timeslips window to open the list of automated guides Highlight How to add Timekeepers and click Play After reading the Information message box click OK to close it Sage Timeslips displays the list of timekeepers in your firm
210. e this view to determine how this alert reviews individual slip values or the total value or all slips In this example you want to review slips individually Select Value and click Next 9 The Select Comparison Type view opens In this example you want to trigger alerts when a slip s value is over 1000 Select Is greater than enter 1000 in the right most field and click Next Select Comparison Type Use this view to determine additional details of this alert For example if you want to display an alert when a Timekeeper enters more than 1 000 in charges select Is greater than and enter 1000 Select the comparison type and the Value and click Next or click Finish to create the alert rule Show alert when a slip s Value Is greater than or equal to w 1000 0000 lt Back Next gt l Einish J Cancel 10 11 Ji 0 Reviewing Data Timeslips User s Guide 10 The Select Date Range view opens You can use this view to set a date range for the alert In this example you do not want to limit the alert to a date range Click Finish to create the alert rule and close the Alert Rule wizard Sage Timeslips displays the new alert rule in the Alert rules list The alert s description reflects the selections oe Alert Description you made on the Alert A slip s Value for Easter is greater than or equal to 1000 00 Rule wizard See Managing alert rules and alerts on page 10 14 for more information on using the
211. ead Cost Unbillable Slip Value Unbillable Time Spent Variance lt Back Next gt l Einish Cancel 5 You can optionally use the remaining views of the wizard to customize the new report 6 If needed you can also use the Design page of the Print Preview dialog box to add and remove fields manually Look up creating reports in the online Help for more information on creating user defined reports Help Adding New Reports l Ji Creating new graph reports Creating new graph reports You can create new graph reports This is useful when you want to graph specific slip information How to create a new graph report 1 Click Create a Report from the main toolbar to open the Create a Report wizard 2 Mark Create a completely new slip based or client based report and click Next 3 Select Graphs Slips and click Next 4 You can use the remaining views of the wizard to customize the new report On the Report Format view use the Graph this field and Also graph this field settings to choose the data values to graph Create a Report Slip Information Graphs 4 Report Format Timeslips Choose the data values that Te pee aroa eRka Saati acral you want to graph You may also click the Print Now button to print the report immediately Help Name Settings Graph this field Slip Value Also graph this field not on pie charts Billed Slip Value Show selection criteria Yes E l lt Bac
212. ead F Hours HH MM 40 00 per Week X Hourly cost 60 00 Calendar Settings F Allow my calendar to be shared with others Click Save amp from the toolbar to save the new timekeeper If Sage Timeslips prompts you to check for conflicts click OK User s Guide 5 4 Most toolbar buttons such as Save amp and New F have keyboard accelerators The shortcut menu accessed by right clicking on the toolbar lists the accelerator equivalents for toolbar buttons 15 16 Sage Timeslips asks you if you want more information about timekeepers Click Yes to view the Overview of Timekeepers Help topic or No to close the Confirm dialog box The new timekeeper now appears on the Timekeeper List dialog box Click Close F to close the Timekeeper List dialog box For more information on creating timekeepers see Creating Timekeepers on page 7 7 CD Creating Names 5 Creating tasks and expenses Creating tasks and expenses Tasks are the activities that timekeepers perform the individual events that make up the whole day or the parts of a particular job Tasks are typically measured in hours Examples of tasks include meetings and research Sage Timeslips calculates the value for most time slips slips created with a task by multiplying the hourly rate by the number of hours Expenses are reimbursable costs Expenses are measured in units other than hours Examples of expenses include photocopies and mi
213. eceipts You can confirm that you received a payment from a customer by generating payment receipts that you can print for the customer or send by email For more information on payment receipts look up payment receipts in the online Help unapplied amounts If you use client projects see Using client projects on page 7 11 you may receive a check paying bills for several projects Or if you maintain client funds accounts you may receive a check that pays new charges and also includes a deposit to a client funds account Sage Timeslips provides two transaction types Transfer and Transfer To Funds for distributing one payment among multiple projects or funds accounts While you can enter these transactions manually the Transfer Money dialog box provides a more convenient method When you enter these transactions your client will see the correct check amount on the bill even if the payment was divided into several transactions How to transfer money to projects or funds accounts 1 Enter the full amount of the payment as normal see How to enter a payment or credit on page 9 6 After applying the correct amount to the current client the Not yet applied field shows the unapplied amount You can distribute this amount to other projects or funds accounts 2 Click Transfer Money to transfer the unapplied money Entering Accounts Receivable Transactions Applying write offs 3 To transfer an amount to another projec
214. ect a report group from the Reports menu to open the Report List dialog box For example if you want to print a timekeeper based report you can select Reports Timekeeper to open the Timekeeper page of the Report List dialog box Report List Billing Slips 4 R Transactions Funds Transactions Client Timekeeper Activity System Tax Other Name Preview Aged A F Balances Aged A F Balances by Date Bill Stage Listing Hamn Servers Corporat Firm Assistant Listing a Firm Assistant Totals Listing Generate Bills Generate Statements Global Message Listing History Bill Split Billing Distribution Split Billing Rule Listing Totals Only Worksheet af CH Xue How is this report used View Full Example The Pre Bill Worksheet is a detailed list of all the activity affecting a client s next bill Use this report to review the data and calculations being used to create a client s bill Change your report settings by double clicking the report name or selecting the report and clicking the Open toolbar button Date Range From H to If you don t know which report you want to print you can select reports from the list and view the report examples and description to the right you can click Overview to read additional details about each report or you can use the Find a Report wizard select Reports Find a Report to find a report l Ji Designing and Printing Reports Timeslips User s Guide For more info Q
215. ection Maintaining statement email templates When you send statements via email Sage Timeslips sends a text email message to your client and attaches the finalized statement as a PDF portable document format file Sage Timeslips uses email templates to determine the subject line of the email message and the body text appearing in the email message The PDF file of the statement will be attached to the email message Sage Timeslips provides statement email templates for each of your firm s aging periods When you send statements by email Sage Timeslips automatically uses the email template associated with the client s oldest balance You can use the Statements page of the Email Template List dialog box select Setup Email Templates to edit statement email templates Setting up Clients to Receive Statements by Email 1 3 Email Template List You can use the templates below to customize the message Clients receive with emailed Sage Timeslips statements The email template corresponding to each Client s oldest balance will be used as provides a gabody text of the emailed statement statement email template for each aging period and for the current period Bills Statements Charges Due in Current Period Charges Due in Period 1 Charges Due in Period 2 Charges Due in Period 3 Charges Due in Period 4 Email Template Entry Specify the subject line of the email message Subject Statement of Overd
216. ed 0 00 0 00 Calculate OK Cancel Cx Calculating budgets Clicking the Calculate button opens the Budget Calculation dialog box displaying the current status of budgeted vs actual values along with several analysis columns difference percent difference billed and WIP It is important to calculate budgets before printing budget reports 7 20 Searching for Conflicts of Interest Printing budget reports Printing budget reports Although calculating budgets allows you to compare budgets to actual values onscreen budget reports can analyze your budget data and provide a hard copy The Report List dialog box contains many types of budget reports For example the Timekeeper page select Reports Timekeeper contains several reports that focus on timekeeper budgets and the Client page select Reports Client contains several reports that focus on client budgets Searching for Conflicts of Interest For more info look up conflict checking in the online Help Help When entering new clients or timekeepers you can automatically search throughout your database for potential conflicts of interest Select Setup General to open the General Settings dialog box and switch to the Conflict Checking page Use the options here to determine if Sage Timeslips will search for conflicts automatically and in which areas Sage Timeslips will search When viewing details of any client within the Client Informati
217. ed Slip Listing Preview Design Lan Ede Views Sectone Toke R T Sip Detak CA wae x Finks Goong actly Report Name User Onined Sip Listng Goto section Si Detak Fela j Wks Far ee r Fid Name ce Nickname 1 Ful Nome ce Nickname 2 Nehnome 1 Nickname 2 5 18 2005 Firm Name 1200 00 PM Repon Name In table sections you can 2000 PM Fa Na add text fields and er _ database fields within Cie Time Spent cells of the table Nickname 1 Nickname 1 Nickname 1 The rows and columns of the table align fields on the report You can use the following methods when designing report sections 11 13 11 Designing and Printing Reports Timeslips User s Guide 11 14 Adding text fields You can add text fields within a report section as field labels headings or custom messages To add a text field 1 Click the Text button T from the toolbar 2 Click within the report section where you want to place the new text field Sage Timeslips places the new text field on the report Sage Timeslips highlights this field so you can edit the text ext field 3 Enter the new text for the text field Note This report contains confidential information Adding database fields You can add database fields within a report section to display additional values on the report To add a database field 1 From the Field List toolbar to the right set the Field Group to the appropriate group For example to add data about
218. edule a backup Look up scheduling 1 Select File Schedule Backups to open the Scheduled Backups dialog box Help backups in the Schedule Backups Timeslips The Schedule Backups wizards walks you through the process of creating scheduled _ online Help for 2 From the list of schedules click New from the toolbar Sage Timeslips opens the Schedule more info Backups wizard Welcome to the Timeslips Schedule Backups wizard This wizard will guide you through a series of steps that will help you schedule unattended backups of your database You can schedule recurring backups to occur on a daily or weekly basis or you can schedule a backup to occur just once at a specified date and time Select one of the choices below then click Next to continue I d like to back up my database Daip O Weekly O Once Cancel 3 Follow the onscreen prompts to determine the frequency start time and location of backups Click Finish to save the new schedule 16 9 16 Managing Databases Timeslips User s Guide 16 10 Restoring backups You can restore a Sage Timeslips database to replace the current database with the contents of the backup How to use the Restore command 1 2 5 6 Select File Restore to restore a database backup Click Browse to locate the backup that you want to restore Select the backup file and click OK If you want to overwrite the current database mark Current da
219. ee Entering Time and Expense Slips uu eeeeeeeeeeee Creating time Slips ariei Timing SLPS Mennen i hash eae ae ila Creating expense SLIPS csssseseseseseseeeeseseeeeeeeeaees Using slip entry command Sunprime Understanding values on Slips ccceseseseseseeeeeees Understanding slip classifications Using other slip entry features cc eeeeeeseeeeees Finding and Viewing Slips eseeseseseseeeeeeee Using Mini Slip VieWevssesosssopsssoponsisii Entering Time Using TimeCapture eee Starting TimeCapture occ esecceeeeecseeeeeeeeeee Editing Time Entries eseseseseeeesesesesesesees Setting Up Rules cicciscccsvedeiiedcd ated cderadecs Converting TimeCapture Entries ccs Deleting Time Entries eesessseeseeeeseeseseeeeeeees Entering Time Using the Time Sheet Creating and using time sheet slip templates Entering time in time Cells eeseeeeeeeeeeees Saving time sheet entries ssrusrcssiiissiioniio Viewing and editing cell entries eee Receiving Time and Expense Slips by Emaail Setting up Sage Timeslips to receive slips by email Receiving slips from email messages Correcting entries With errors s ssssssssssreseesreseesees Approving Slips to Appear on Bills Setting up slip approval oo eeeeeseeneeeeeeeees Entering Slips nonora n ERARA Reviewing SLIPS cerea AARAA ARRANA Correcting rejected slips s sssessessesseressessesressesressesses Including approved slips on bills 0 ee
220. eeper Information dialog box to set up these custom lists Right click on a client task or expense name list to toggle between the full lists of names or your custom lists Timekeeper D Brickley v DavidB Task i l T143 New Shift Ctrl N Client Harper Open Shift Ctrl O 05 65270 Reference Palmer v H y Nickname 1 Shift Ctrl 1 Harper 002 Nickname 2 Shift Ctrl 2 Extra B 7 a ug All Tasks Shift Ctri A ES v Task Shift Ctri 3 Expense Shift Ctrl 4 Entering Data Using action buttons For more info on setting up and using My Lists see Using My Lists to Filter Names on page 7 21 Using action buttons Action buttons perform an operation that uses the data or settings entered into a dialog box In most cases selecting an action button closes the dialog box before the action is performed The three most common action buttons are OK Cancel and Help 0K Cancel He Using check boxes Check boxes designate a setting as being marked or unmarked blank A marked setting is on For example mark a bill format option for that option to affect the bill Clicking the check box toggles the mark Status v Master Client Overhead only Slips default to No Charge Restrict slip entry Using option buttons You can use option buttons to select from among mutually exclusive items Click an item to mark e it Use option buttons to selec
221. eepers use Guests log in without a password using lt None gt v Enable Slip Approval OK Cancel Help Sometimes someone who is not a timekeeper may need to log in to Sage Timeslips You should create a timekeeper named Guest for this purpose Assign this timekeeper to the Guests log in without a password using field and anyone who logs in with this timekeeper name will not require a password Assign this timekeeper s access restrictions carefully Third party programs that access the Sage Timeslips database are subject to security settings Some programs may automatically attempt to log in with the Guest login Other programs will display the login prompt Maintaining security profiles A security profile is a combination of access rights Select Setup Security Profiles to open the Security Profile List dialog box where you can maintain security profiles You can create a separate profile for each group of similar users for example you can create security profiles by department or position You can name each profile to reflect the profile s restrictions Sage Timeslips offers restrictions in various areas You can use restrictions for most types of data such as slips clients timekeepers and budgets to prevent specific types of changes like adding editing deleting and purging records or printing reports Some restrictions are very specialized For example timekeepers cannot view others slip
222. eering 14 Click Guides in the lower left corner to open the list of guides 2 Highlight How to enter time slips and click Play 3 After reading the Information message box click OK to close it Sage Timeslips opens the current list of slips entered for your firm 4 Click New lt P from the toolbar on the Time and Expense Slip List dialog box to create a new slip 5 You want to enter a time slip Set Type to Time 6 Set Timekeeper to C Harding ry After clicking within any of the nickname lists you can use the speed search feature As you Ss begin typing the letters of a nickname Sage Timeslips will jump to the closest match on the i list Tip 7 Set Task to Counsel Notice that Sage Timeslips enters the slip making defaults for you within the Description field and the Time spent fields You defined these defaults in Exercise 2 8 Set Client to Kelley Engineering 9 Enter upcoming court date after the text in the Description field to describe the work represented by the slip 10 The Start date and End date fields are automatically set to today s date In this case you will enter a different date for the meeting Click next to the Start date field to open a calendar a Set the Month to September set the Year to 2014 and then click on the 16th of the month b In the Ending date fields on the right side of the dialog box click Same As to make the ending date the same as the starting date c Click OK to clos
223. ees 1 2 How Sage Timeslips Implements Time Billing 1 3 Understanding time billing processes cssseseseseeseeseseseesesesees 1 3 Types of Information Entered in Sage Timeslips esses 1 4 Programs Installed with Sage Timeslips occ eeeseseseseseeeeeeee 1 5 Sage Timeslips Features eesssseecessessesseeceseeeeceseeecsseeeaeeeeeeeeees 1 6 Disabling features ainsi aaa A A e 1 6 Purchasing add on products cceeeseseseseseseseseseeescseseseseseseseeese 1 6 Other Reference Materials sact ciusteceiat i sasatiensatiebastabivintecelplcasonses 1 6 Technical SUpport nesini dere eaire ea ee anias 1 7 Chapter 2 Installing Sage Timeslips Preparing to Install eesseeseeeseeceseeeescsesecsceeeaeeeeatseeesseeeeaees 2 2 Reviewing system requireMent csseeessessessesessssessessesseseessesees 2 2 Finding the serial number and configuration code ue 2 3 Understanding single user configurations ccsseseeeeseseeesees 2 3 Understanding network configurations s sesesssssssesresreeseeseesessese 2 3 Understanding station licenses ccseseseseseseeseesesesesesesesesesesens 2 5 Installing Sage Timeslips eeseseseeeeeeseeeeseeeeceseeeeseeeeaceeeeeeeees 2 5 Understanding the installation process ss ssssssssessesresresseeseeseesees 2 5 Downloading the installation file eee eseeeeeeeseseeeseseeeeees 2 5 Registering Sage Timeslips 0 eeseeseseseseseseeeseseseseseseseseseeees 2 8 Installing additional licenses or other add on
224. eft mouse button drag the mouse cursor past the bottom right corner of the field to end the box The box covers the field Firm Name Firm Address Standard 3 With the new box still selected select Tools Field Layer Move to Back to move the box behind the address fields Firm Name Firm Address Standard 11 19 l Ji Designing and Printing Reports Timeslips User s Guide Working with cells in a table When you work with table sections Sage Timeslips uses the table s cells to align report data so your report formatting options are limited See Types of report sections on page 11 13 for more information about report sections If you want to add more fields to a table than can currently fit on it you can use buttons on the toolbar to add rows or columns gt Selecta cell in the table and click Insert Column a to insert a column to the left of it Select a cell in the table and click Insert Row 2 to insert a row above it If you have removed fields from a table you can delete rows or columns Select a cell in the table and click Delete Column a to delete the current column gt Selecta cell in the table and click Delete Row a to delete the current row Using the ruler you can also determine the width for each column of cells Report Name User Defined Slip Listing Go to section Slip Details v kA Ago Auto iuto Auto T 1 ERRN AnA Cetonia cc a Peete tl T
225. el reports Help 11 28 Billing Clients Overview Preparing for Billing Entering billing data Updating bill arrangements Splitting charges on bills Setting up clients to receive bills by email Reviewing Billing Data Determining the Appearance of Bills Understanding bill layouts A tour of the Design page Hiding or reordering bill layout sections Designing bill layout sections Assigning bill layouts to clients Including messages on bills Generating Bills Configuring the report definition for bills Previewing bills to display Editing bills onscreen Printing the bill run Reviewing and Approving Bills Placing bills on Proof Stage Using Audit Stage with electronic bills Approving bills Undoing approved bills Reprinting bills Printing Post Billing Reports 12 2 12 4 12 4 12 5 12 5 12 7 12 9 12 14 12 15 12 18 12 22 12 28 12 35 12 36 12 37 12 37 12 38 12 39 12 40 12 42 12 42 12 42 12 43 12 45 12 45 12 46 12 Billing Clients Timeslips User s Guide e Billing Clients Overview 12 2 You can print bills to charge your clients for services rendered to them or costs incurred on behalf of them Sage Timeslips provides many tools to help you create accurate presentation quality bills Printing bills is a simple process you select Bills Generate Bills you choose the clients and charges that you want to include on bills and then you print the bills However there are a number of
226. elect the output device using the Print to field and click Print When you print statements to the printer or to a file Sage Timeslips prompts you to finalize the report Finalizing a statement marks the transactions you included on the statement so they do not appear on the next statement However you can override this marking if needed Printing matching envelopes or mailing labels After printing statements Sage Timeslips will prompt you to print envelopes or labels for the clients in that statement run If you do not want to print envelopes or labels at this time click Cancel If needed you can unmark the Print matching envelopes or labels option to prevent this step in the future 13 11 Ji 3 Generating Statements Timeslips User s Guide 13 12 Linking Sage Timeslips with Outlook Overview Synchronizing Names Setting up name synchronization Linking client fields with contact fields Linking client names with contact names Understanding the synchronization process Creating Outlook Records within Sage Timeslips Enabling auto population Entering email addresses Creating Outlook records Example of auto population Creating Slips within Outlook Entering email addresses Creating time and expense slips Using the Create Slip from Outlook dialog box Examples of auto population 14 2 14 3 14 3 14 4 14 5 14 5 14 7 14 7 14 8 14 8 14 10 14 11 14 11 14 11 14 12 14 14 l 4 Linking Sage Timeslips wit
227. elp Other Documents Bill Samples You can use the following methods when designing bill layout sections 12 29 12 Billing Clients Timeslips User s Guide 12 30 Adding text fields You can add text fields within the bill layout section as field labels headings or custom messages To add a text field to the current bill layout section 1 2 Click the Text Tool button T from the toolbar Click on the bill layout section where you want to place the new text field Sage Timeslips places the new text field and highlights it so you can edit the text ext field Enter the new text for the text field If you have any questions about your bill call Paul 555 0312 Adding database fields You can add database fields within the bill layout section to display up to date values on the bill To add a database field to the current bill layout section 1 From the Field List toolbar to the right set the Field Group to the appropriate group For example to add a client related field to the current section set Field Group to Client From the field list below the Field Group click on the appropriate field and drag it onto the bill layout section For example you can add the client s email address to the current section Email Address You can now move or format the field as necessary Determining the Appearance of Bills l 2 Designing bill layout sections Adding graphics You can add graphics to free form sec
228. elp new users and upgraders learn features and functionality in Timeslips including The Help system This details every aspect of the program It includes context sensitive information for each screen overview topics that explain program concepts and step by step instructions See Using the Online Help System on page 3 3 for more info Training Videos These videos introduce some common features and provide step by step instructions on how you can use them to implement Timeslips in your firm See Viewing Training Videos on page 3 7 for more info Interactive Guides These tours demonstrate how to perform a task by using the actual commands and screens They are designed to get you involved entering data while learning about Sage Timeslips See Using Automated Guides on page 3 8 for more info Navigators These provide a graphical interface to the commands found on the menus Navigators can open automatically when you start Sage Timeslips See Using Navigators on page 4 5 for more info Quick Start Tutorial Chapter 5 of the user s guide allows you to use the sample database to become familiar with the basic data entry and reporting functionality in Sage Timeslips Tip of the Day This provides tips for Sage Timeslips Tips can include data entry shortcuts and an additional information about functionality See Using the Tip of the Day on page 3 9 for more info Using the Online Help System Understandi
229. enebens 3 9 Using the Tip of the Day esessssseesesesssresesesseresesesrsseresesrseseresrseese 3 9 Chapter 4 Using the Sage Timeslips Interface OVERVIC Ws evivesnssa E ENVERE OTARRA 4 2 Selecting Commands eessssesseceseeeeseeeeeseeeesseeeaeseeeeseeeaeeeeees 4 2 USINE MENUS aeterne anen eaa e e E Eo A OVATA EEE EEEE 4 2 Using toolbars aiceann i A 4 3 Using shortcut menus and shortcut keys wees 4 4 Using Navigators sis t isissiatsciicissssiteertaaachioraesiiadin pisitzaaisusieaieatase 4 5 Choosing the type of navigator tO USC eseseeeeseeseeeeseeseneeeeaeees 4 6 Displaying the NaviGatOL v c tievctcvcrevctevereuetevereusleueveucensrenctaverensbenersts 4 6 Playing Procedures sceiviasssesituens esis avin aus uateavagavessenenieease 4 6 Creating your OWN procedures ou eeesesssseeeseseseeeeseseteteeeeseeeseeeeees 4 7 Entering Data visciiacsscisiecesiessvsssctsictatacesssd estates letasbeacecasetstuassteabaacd 4 7 Selecting fields lt si ic cuteeteenNbesiti eaten heute 4 7 Usitig dialog DOR Sunnan a a a cofvensbentvensbestesededvesdens 4 8 Using text Helds iain E KRKE Rii 4 8 Usmelistsoftdata aeree na ERREEN E ERRAN ARR 4 11 Using action buttons s seseseesessessesesresesresesesresesresesresesreseereeeeresessesee 4 13 USING CHECK DO KES a onanan a a ch aati tits E 4 13 Using option buttons oo esse seeecseseteeeeeeseeeeecasseseeeeesseseeeesaeees 4 13 Table of Contents Timeslips User s Guide Chapter5 Quick Start Tutorial OV
230. ent Sage Timeslips differentiates time activities from expense activities Time activities are services rendered at either an hourly or flat rate Examples include conferences research and court appearances Expense activities are costs incurred or an item purchased and are measured by quantity and price They may represent an inventory of items purchased and sold to clients or charges incurred on behalf of clients such as photocopies or long distance telephone charges Along with nicknames each activity can have a full name of up to 60 characters Sage Timeslips can use this name instead of nicknames on bills and reports Entering task information For more information on Hel tasks fields EP look up tasks in the online Help To add a new task 1 Select Names Task Info to open the list of tasks 2 Click New F to open the Task Information dialog box and enter the nicknames for the task 3 If you have set up templates for name information see Using new name defaults on page 7 4 you can select a template from the list 4 Click Apply Defaults In addition to the rate table you can indicate whether the task is billed at an hourly or flat rate There are also several fields whose values you can use as defaults when making a new time slip 7 15 7 7 Entering Names Timeslips User s Guide e Task Information 1 Counsel Classification Open x General Billing Name
231. epers can toggle between viewing all tasks in the database by selecting All Tasks and viewing only those tasks on My Tasks by selecting My Tasks When on an expense list timekeepers can toggle between viewing all expenses in the database by selecting All Expenses and viewing only those expenses on My Expenses by selecting My Expenses Example For example when David Brickley enters slips he does not want to see all clients Instead he wants to see only the three clients on the My Clients list On the Slip Entry dialog box right click on the Client field and select My Clients Client E p v 7 New Shift Ctrl N Select My Clients from the shortcut menu to view only v Nickname 1 Shift Ctrl 1 those clients on the Nickname 2 Shift Ctrl 2 My Clients list CLE Il Clients Shift Ctrl 4 Sage Timeslips will now display only the three clients that are on the My Clients list Client v Atlantic I 01 0900 Eastem 00 0700 Pierce 01 3426 7 24 Tracking Time and Expenses Overview Choosing the slip entry method Entering Time and Expense Slips Creating time slips Creating expense slips Finding and viewing slips Using Mini Slip View Entering Time Using TimeCapture Starting TimeCapture Editing Time Entries Setting Up Rules Converting TimeCapture Entries Deleting Time Entries Entering Time Using the Time Sheet Creating and using time sheet slip templates Entering time in time cells Saving time sheet entries
232. er available for billing and are not visible within Sage Timeslips Closing slips does not remove records from your database or reduce the size of your database Including closed slips on reports When filtering slips by classification you can mark Closed to include closed slips on the report Closed slips are available on most slip based reports By default Sage Timeslips will omit closed slips from reports Sage Timeslips uses the Slip Classification selection filter to determine if closed slips will appear on reports You can edit this filter and mark the Closed check box to include closed slips on the report Filter for Slip Classification Select Items to be Included O Temporary OK Cancel Help 1 5 Updating and Removing Data Timeslips User s Guide Reopening slips You can set up selection filters to choose which closed slips to reopen Note If you need to access closed slips you can reopen them Use the Reopen Slips dialog box select Slips Reopen Slips to select closed slips to reopen Reopen Slips The Reopen Slips command changes selected slips with a Closed classification to an Opened classification Opened slips are available for editing and bills Use this dialog to select the slips to be reopened Available filters Selected filters Filter groups Client v Name Description Pere nicer i Clie Selection Include Atlantic Client Nickname 2 Client Full Name Client Billing cycle
233. er data from Timeslips to your general ledger you must assign accounts to TAL Pro account categories We cannot recommend account practices for your business We strongly recommend that you contact your accountant for advice on choosing the accounting method that is best for your business 17 20 Posting Entries to Your General Ledger Linking Clients to Customers How to assign an account to a TAL Pro account category 1 2 3 Select Accounting Link Accounts to open the Account Links dialog box In the Sage Timeslips Accounts list highlight the account category In the Accounts list to the right highlight the associated general ledger account that you want to link Click Link TAL Pro assigns the selected general ledger account to the account category Repeat this process for each TAL Pro account category that you want to use Be sure to assign accounts to all account categories that appear in red A message above the list will indicate when all required accounts have been assigned Once you have finished assigning accounts click OK to save your changes and close the Account Links dialog box Linking Clients to Customers TAL Pro can post entries only for Timeslips clients that are linked to customers in your accounting database If needed you can set up these links manually See Linking names on page 17 6 for more information 17 21 17 l 7 Connecting with Your Accounting Program Timeslips User s Guide Re
234. ers footers Willis amp Henderson P C column headings and 133 S Main Street h Suite 1402 much more Essex MA 01929 After creating or editing statement layouts you ABC C rpaietion can assign them to each 17 North Thunder Way i Suite 1001B client Boston MA 02114 May 05 2008 In Reference To General counsel Use the Report Entry dialog box to select data to include Date Description Balance set sort options and Beginning Balance 37 79 more 4 24 2008 Invoice 10049 464 42 4 29 2008 Invoice 10118 894 67 5 2 2008 Invoice 10159 1 433 42 5 5 2008 Payment Thank You Check No 456 733 42 Ending Balance 733 42 Amount Due 733 42 Current 30 Days 60 Days 90 Days 120 Days 733 42 0 00 0 00 0 00 0 00 Use statement layouts to determine if messages and tables will appear and to establish project settings The two main areas that determine the appearance of statements are Statement layouts You can design statement layouts to control the format of the statement including the placement of fields fonts and graphics Statement settings You can establish statement settings to determine which clients and which charges appear on the statement set sort options and set up statement options 13 6 Determining the Appearance of Statements Ji 3 Accessing statement layouts Accessing statement layouts When generating statements for your clients Sage Timeslips uses statement layouts to
235. es The Charges page of the Client Information dialog box contains settings that determine the nature of the discount You can enter the discount percentage and the number of days after billing for which the discount is available Additionally you can decide whether the discount should apply to fees costs both fees and costs or fees costs and interest For example suppose you bill a client 1000 00 consisting of 800 00 in fees and 200 00 in costs You set up a 10 discount for 20 days applied to fees only The potential discount is 80 00 on fees Once the client pays 800 00 toward the bill within 20 days they will receive the discount applied to their next bill Because you applied the discount to fees only you must apply the total amount of the 800 00 payment directly to fees in order for the client to receive the discount Tip Entering Accounts Receivable Transactions Applying discounts Viewing potential discount amounts The bill will show the discount amount and the date by which the client must make a payment in order to take the discount You can edit the discount phrase along with other phrases that appear on the bill Setting global phrases on page 12 20 When you approve the bill Sage Timeslips creates an invoice transaction The Accounts Receivable Entry dialog box for the invoice transaction will contain a Discount page that shows the potential discount amount and the date through which the client is eli
236. es that you do not want to bring over to Timeslips you can delete them from the list Select the entries to delete and click X from the toolbar 8 16 Entering Time Using the Time Sheet Creating and using time sheet slip templates Entering Time Using the Time Sheet The days and dates for the current week are listed across the top of the time sheet You must create time sheet slip templates to enter time on the time sheet The time sheet totals each day at the bottom of the time sheet As an alternative to the detailed method of time entry see Entering Time and Expense Slips on page 8 3 timekeepers can quickly enter time on a time sheet The time sheet enables timekeepers to track their time for a given week using a familiar spreadsheet format Time Sheet Slip Entry D Brickley v DavidB 3 24 08 E gt g cp m EN x Sun Mon Tue Wed Thu Fri Sat W 3 23 08 3 24 08 3 25 08 3 26 08 3 27 08 3 28 08 3 28 08 Totals ABC Bismarck v ABC Counsel a 2 00 5 00 ABC Longley v ABC Counsel a 600 8 70 Nickerson Counsel 2 25 2 25 Pierce Counsel 1 50 1 50 Seacoast Marine Counsel 0 00 EE EEEE 0 00 Non template Totals Daily Totals ABC Longley v ABC Counsel You can click Print from the toolbar to print the current time sheet The rows of the dialog box represent time sheet slip templates Time sheet slip templates provide information needed to convert
237. es to the client funds balance Typically you increase the client funds balance with a payment or deposit to the account and you decrease the client funds balance by withdrawing funds to pay the account receivable balance For more information on client funds transactions see Entering Client Funds Transactions on page 9 11 How Sage Timeslips Implements Time Billing Programs Installed with Sage Timeslips Client history and timekeeper history As you approve bills Timeslips keeps monthly records detailing the billing totals associated with each client and timekeeper For more information see Maintaining timekeeper history on page 7 8 and Maintaining client history on page 7 13 Programs Installed with Sage Timeslips ey sy y Many firms will use only the main Sage Timeslips program to track time and expenses and print reports and bills Timeslips also includes several supporting programs This section provides a brief description of each program available with Timeslips For more information on any of these programs refer to the online Help included with each program Sage Timeslips Sage Timeslips is the main application that you will use to enter names track time and expenses print bills statements and reports and track accounts receivable balances and client funds balances You can also use Sage Timeslips to customize database settings and set up preferences for each timekeeper Mini Timeslips
238. ese are called critical functions They include the File menu s Backup Restore Data Verification and Purge commands and the Setup menu s General Custom Fields and Security commands No other station will be able to use the database until a critical function is complete You can use the Station Administrator program to view other stations that are accessing the database See Using Station Administrator on page 16 7 for more information Sage Timeslips will also prevent critical functions if other programs on the same computer are accessing the Sage Timeslips database such as Timeslips Import or third party programs Entering Names Overview Creating Names Selecting a nickname convention Accessing names Setting name classifications Assigning billing rates Creating and using custom fields Creating Timekeepers Entering timekeeper information Using My Lists to Filter Names Allocating fees to timekeepers Maintaining timekeeper history Creating Clients Entering client information Using client projects Using bill arrangements Maintaining client history Creating Client References Entering reference information Creating Time and Expense Activities Entering task information Entering expense information Setting up taxes Using activity categories Setting Up Budgets Printing budget reports Searching for Conflicts of Interest 7 2 7 2 7 2 7 4 7 5 7 5 7 5 7 7 7 7 7 21 7 8 7 8 7 9 7 9 7 11
239. ese charges on reports or bills you can convert them to time slips and enter additional information as needed TSTimer also allows professionals to enter time records without having to open the full Sage Timeslips application See Entering Time Using TimeCapture on page 8 13 for more information about entering slips using TSTimer Entering Time and Expense Slips 8 Choosing the slip entry method Entering time totals on a time sheet Some professionals will prefer to enter only totals of their time For example consultants and other service professionals often do not need to record time in the level of detail that attorneys or accountants require These professionals will often have a greater number of smaller tasks involved in their projects They can quickly enter their time spent at the end of the day using the Time Sheet Slip Entry dialog box as a weekly time sheet This method is also convenient for quickly reviewing many entries at once See Entering Time Using the Time Sheet on page 8 17 for more information about entering slips using the Time Sheet Slip Entry dialog box Entering time and expense slips by email Timekeepers who are out of the office may not have access to Sage Timeslips or Sage Timeslips eCenter These professionals can still enter time and expense slips if they can access email Using this method timekeepers send specially formatted messages to an email account that Sage Timeslips can access Sage Ti
240. essage Subject Create Slip From Outlook Email Message Type Time v Value Timekeeper fc Harding ing Task E Client ABC ha Reference lt None gt E Phone conference Start date 5 3 2008 E Time estimated 0 00 00 End date 5 3 2008 iB Time spent 1 00 00 Billing status Billable X I Hold Rate Client v 1 i 125 00 Hourly DA Cancel Help You can set values for the remaining slip fields or edit any of the slip fields as necessary Creating Slips within Outlook l 4 Examples of auto population Using the Create Slip menu command You are reviewing your tasks in Outlook list and want to create a slip from a task Within Outlook you highlight the task from which you want to create a slip D Subject Date Completed Due Date E You can highlight an Outlook record and select Timeslips Create Slip to create a new slip based on that record Fri 4 13 2008 Thu 4 19 2008 Review Atlantic case file Meet with Jones this week about budget ee A With a task highlighted select Timeslips Create Slip The Outlook Link prompts you to create a new slip The Outlook Link populates many of the slip fields of the Create Slip from Outlook dialog box with Outlook task fields For instance the Time estimated field is populated with the Total work amount and the Time spent field is populated with the Actual work amount Create Slip From Outlook Task Type Time Ca Value T
241. et up rules that rename group or merge entries based on the application or windows being tracked You can set up rules that assign Sage Timeslips names to entries based on the application or windows being tracked Converting TimeCapture Entries You can convert all entries or specific entries into time slips for reporting and billing To convert a single entry 1 Open the group containing the entry 2 Right click on the entry and choose Create Slip 3 To confirm slip creation click Yes To convert a batch of entries at once 1 Click Convert to Slips at the bottom of the Sage TimeCapture entry list to start this process Convert timers to slips xs Only timers with all information needed to create a slip are shown here If you don t see a timer return to the main list and ensure it has all information needed to create a slip Timers that are slip ready will have a green arrow next to them e Caption Duration W Client ABC 0 18 15 Wv ateme 0 04 31 W Google Chrome 2 21 15 There are 3 items selected totalling 2 39 30 2 OK l Cancel 2 Allentries that are assigned names and are ready for transfer are included in the list Unmark any entry that you do not want to convert at this time 3 The total of entries that will be converted is included at the bottom of the list 4 Click OK to convert time entries into time slips so you can include those slips on reports and bills Deleting Time Entries If there are entri
242. etermining the Appearance of Bills on page 12 14 for more information on how to edit bill layouts and statement layouts The Sample Bills Guide includes many examples of how you can design bills and statements To open this guide from within Sage Timeslips select Help Other Documents Bill Samples Ne Within the Sample Bills Guide see Working with Specific Layout Sections on page 16 e Previewing statements While designing statement layouts you might want to see the effects of your design decisions before printing a statement run You can click the Preview tab to preview your statement layout Click the Preview tab Statement Preview to switch to the i Design Preview page reviews Vero Assigning statement layouts to clients After creating statement layouts you can assign them to your clients You can use the Client Information dialog box to assign statement layouts to individual clients or use the Bill and Statement Layout List dialog box to assign statement layouts to one or more clients Using the Client Information dialog box On the Layouts page of the Client Information dialog box use the Statement Layout field to select the statement layout for each client You can assign statement layouts to Statements clients for use when Layout My Statement Layout v printing statements Using the Bill and Statement Layout List dialog box The Bill and Statement Layout List dialog box allows you to assign a st
243. etting Up Timeslips I Tracking Time and Expenses Timeslips compiles comprehens Double click on a closed 8 Entering Transactions Choosing reports to print 4 Viewing Timeslips Data book to open it Printing Reports Select a report group from the ly Blo verview of Reports box you can access the repo 2 Printing Reports Each report is different in hov Double click on a page 2 Designing Reports you can select the report nam to view that Help topic Bore Printing Bills If none of these reports suits 2 Connecting to other applications customize a report Online User s Guide other overview topics nni ting designing and cu S How To procedural topics Creating gning gt Administrator s Guide Timeslips provides many way Glossary of Terms Creating Reports This allc Additional Timeslips Help Files installed with Timeslips Using the Online User s Guide The online user s guide opens when you select Help Online User s Guide This guide organizes information into general categories Click on any topic to learn more about it For example first time users of Sage Timeslips that want information on the settings available can choose Setting Up Timeslips from the Online User s Guide Using How To topics We also provide an index of all How to topics Select Help How To to open this list of topics Click on any topic any of the subject areas for quick access to the related topics
244. f these transactions Sage Timeslips displays a yellow envelope ma on the Accounts Receivable List dialog box and the Client Funds List dialog box You can no longer edit these transactions When viewing transactions details billed transactions will include the invoice number and date Sage Timeslips creates a new invoice transaction for any clients that included new charges on the bill New transactions are created in association with automatic payments from client funds early payment discounts and progress bill credits Client information The Last bill date field is updated for each client This field is located in the Charges page of the Client Information dialog box This date determines when balances will age and it also affects interest calculations Billing arrangements are updated Status and billed totals are updated for flat fees that cover multiple bills Non recurring adjustments are deleted Billing history values Client billing history reflects the updated totals in the current month and any month containing A R transactions or client funds transactions Timekeeper history reflects updated totals in the current month Reviewing and Approving Bills Undoing approved bills Undoing approved bills Help Sage Timeslips maintains details on the most recently approved bills If a client reports an error on the bill you can undo approval of the bill make any necessary change and print a new one To undo bill ap
245. f you want to track billing and revenue amounts for fees by each timekeeper and transfer the data to the corresponding income accounts in your general ledger Or you can transfer costs to individual expense accounts such as photocopies postage and courier accounts rather than a single cost account provided in the general accounts You can also use specific accounts to track transfer and report adjustments entered in Sage Timeslips This lets you for example track the full billable amount for each timekeeper separate from adjustment bill arrangements You can transfer write ups and write downs into separate accounts or to a combined account Depending on your company s needs you may want to consider defining additional accounts TAL Pro Specific Account Categories Account Name Additional Accounts Cash Fees costs specific bank accounts Charges Fees specific names on fees costs specific names on costs Specific names include timekeeper client task activities expense activities and timekeeper type custom fields Write Ups Fees costs Write Downs Fees costs Tax Payable Fees specific tax rate rules on fees specific tax rate rules on costs Accounts Receivable Fees costs Tax Receivable Fees specific tax rate rules on fees costs specific rate rules on costs Client Escrow Specific bank accounts Cash Escrow Specific bank accounts You do not need to define additio
246. ferences for the client you Optionally enter extra text Use the Extra field to enter up to 16 characters of free form text You can use this text to select slips on bills and reports Optionally describe the items purchased Use the Description field to describe the expense further This text can appear on bills and reports Sage Timeslips offers many tools to help entering descriptions such as abbreviations spell checking formatting fonts and resizing fonts Look up entering descriptions in the online Help for more information You can also use Windows Speech Recognition to narrate slip descriptions Look up speech recognition in the online Help for more information Enter the date range covered by the slip By default Sage Timeslips enters today s date in the slip s Start date and End date fields You can enter a new date in the Start date field press T for today s date or click the Date button to select the date See Entering dates on page 4 10 for information Enter the expense quantity Use the Quantity field to enter the number of items For example this could be the number of copies made or miles driven 8 7 8 Tracking Time and Expenses Timeslips User s Guide Enter the expense price Use the Price field to enter the unit price of each item For example if the slip is for mileage you might charge 29 cents a mile In that case enter 29 as the Price and the number of miles as the Quantity
247. ffers many tools to help you design reports Using design menus The commands on the design menus allow you to maintain reports and design report sections Use the commands on the design menus to design report sections Layouty Edity View Sections Tools Look up design menus in the online Help system for more information on the each of these menus Help 11 11 l Ji Designing and Printing Reports Timeslips User s Guide Using design toolbars The buttons available on the design toolbars provide quick access to many of the commands you can use to design report sections Use the buttons on the main toolbar to maintain reports or zx cut copy and paste fields ia Md Aaen x Use the buttons on the design toolbar to add or edit objects ee in y and fields on the report et Ne ea i0 Use the buttons on the font toolbar to change the font of Th Arial JicomMliazrua lzeez the selected field Look up design toolbars in the online Help system for more information on each of these Help menus Using the ruler The ruler is located at the top of each report It can help you in three ways You can use the ieport Name UW bip iota Go to section Header Fust Fage ruler to set margins a ERAR E OR E EA EAEAN Pe AOA E AA EN AR AE OE BE EAE RA N for the report JE e It assists in positioning items in the work area You can also use the Status Line or the Dimensions dialog box to do the same
248. field to the text label first click on the database field and then hold the Ctrl key while clicking on the text label The status bar will indicate the last field selected and will also indicate the number of fields currently selected hone Number P Fim Phone 1 2 Select Tools Align Fields Align Top to align the Last Bill Date database field to the top of the Last bill date label Phone Number Firm Phone 1 When aligning fields you may also want to justify the text of those fields 12 33 12 Billing Clients Timeslips User s Guide 12 34 Aligning fields to margins You can also align fields with report margins to provide a more professional appearance To align fields with margins 1 Select one or more fields to align The status bar will indicate the last field selected and will also indicate the number of fields currently selected pr Address Standard Firm Phone 1 2 Choose how to align fields For example you can align the fields with the left margin Select Tools Align Fields Snap to Left Margin a Address Standard o irm Phone 1 When aligning fields you may also want to justify the text of those fields Justifying field text You can justify the text within fields to align on the left right or center of the field This is useful when you move or change the alignment of the field on the bill layout To justify text within fields 1 Select one or more fields for which you wa
249. financial exchanges Accounts receivable transactions These transactions increase or decrease a client s accounts receivable balance the amount owed for the services that your firm provides to the client Invoices refunds and reverse payments increase a client s balance Payments credits and write offs decrease a client s balance Click Accounts Receivable List 4 from the toolbar or select Transactions Accounts Receivable to open the list of accounts receivable transactions See Entering Accounts Receivable Transactions below for more info Client funds transactions These transactions move money into and out of client funds accounts A client funds account is a balance that represents funds your firm stores for a client Perhaps you charge a retainer for future services or have control over a trust fund for a client Client funds accounts allow you to keep track of these funds and provide a clear audit trail on reports and bills Click Client Funds List from the toolbar or select Transactions Client Funds to open the list of client funds transactions See Entering Client Funds Transactions on page 9 11 for more info Entering Accounts Receivable Transactions Accounts receivable transaction types Entering Accounts Receivable Transactions Sage Timeslips maintains an accounts receivable A R balance for each client You can use transactions to detail increases or decreases to a client s A R balance
250. force Sage Timeslips to update data Right click on any data section and select Update Section or Update All Sections Drilling down to source data When viewing lists of records within an enhanced navigator you can easily drill down to the specific area of Sage Timeslips that contains that data For example if a navigator section includes a slip list you can double click on a slip from the list to view or edit slip details within the Slip Entry dialog box Modifying enhanced navigators 10 8 Sage Timeslips provides pre made navigator templates that you can use to access commands and view data Enhanced navigators are composed of many elements that advanced users can modify For example you can change which Sage Timeslips Today template is used or you can customize sections that display data Opening the template you want to modify You must first display the enhanced navigator template that you want to modify See Displaying an enhanced navigator on page 10 8 for information on displaying an enhanced navigator Using Navigators to View Data l 0 Modifying enhanced navigators Selecting the Sage Timeslips Today template to display The first page of an enhanced navigator displays a Sage Timeslips Today template You can use the template that displays by default you can display another pre made template you can modify a pre made template or you can use a template that you created When you have decided which Sage Times
251. formation on setup options For more information on setting up TAL Pro look up setting up TAL Pro in the Sage Timeslips Help index You can then choose if you are setting up TAL Pro for Sage 50 or for QuickBooks Help Setting up access rights Allowing program access and setting security options also differ for Sage 50 and QuickBooks For more information on setting up TAL Pro look up security rights considerations for TAL Pro in the Sage Timeslips Help index You can then choose if you are setting up TAL Pro for Help Sage 50 or for QuickBooks 17 3 l 7 Connecting with Your Accounting Program Timeslips User s Guide Synchronizing Names TAL Pro enables you to synchronize names in Sage Timeslips with names from your accounting package This synchronization ensures that information for clients and customers and timekeepers and employees is maintained correctly in the two databases without double entry Setting Up Name Synchronization Before TAL Pro can synchronize names you must set up synchronization options Use the Linked Names pages of the Set Up Accounting Link dialog box to set up synchronization options Use the Linked Names Data page to enable synchronization Mark Clients with Customers and Timekeepers with Employees to allow TAL Pro to synchronize names E Set Up Accounting Link x Connection Linked Names Data Settings Transfer Data to synchronize Met
252. g bills Using the Bills Generate Bills or Bills Billing Assistant commands to print bills and place them in Proof Stage while you review them See Generating Bills on page 12 37 Reviewing and approving bills Using the Bill Stages dialog box to indicate whether the printed bills are ready to be sent to clients See Reviewing and Approving Bills on page 12 42 Printing post billing reports Reprinting bills printing other reports such as statements Aged A R Balances and the G L Transfer Register See Printing Post Billing Reports on page 12 46 The following sections of this chapter will discuss each of these steps in detail Definitions Some businesses use the terms bills invoices and statements interchangeably Sage Timeslips defines these as separate concepts A bill is a document that you send to the client that describes new charges and states changes to the client s accounts receivable balance and funds account balance An invoice is a portion of a bill that reflects new charges When you print and approve a bill Sage Timeslips creates an invoice transaction that represents the totals of new charges time expense interest and tax A statement is a document that shows a history of invoices payments and other transactions with a running balance Statements are useful to remind clients of balances due In addition Sage Timeslips uses the terms fees and time charges interchangeably and the terms co
253. g box to open the Client Information dialog box Enter Kelley Engineering in the Nickname 1 field and 06 0165 in the Nickname 2 field These nicknames will identify this client throughout Sage Timeslips In the Set up this record to match fields from list highlight Client defaults Click Continue on the Automated Procedure Active control bar Automated Procedure Active Click here to continue gt Sage Timeslips opens the Client Information dialog box Enter Kelley Engineering Services in the Name field Enter the following items in the remaining fields Address 2765 Commercial Street City Wakefield State MA ZIP 01880 Phone 781 555 3042 Fax 781 555 9910 Email Address kelleyeng example com Tracking Time and Expenses on Slips Creating a client y O Client Information The Contact Info page of e the Client Information feet dialog box includes oa information about each So Sas client including the See F aie Group 1 client s billing address 5 roup 2 Arrangements Holds Charges Invoices Layouts Balance Funds Accounts Notes Activities Nickname 1 Kelley Engineering gt A R amp Funds Other 2 06 0165 Full Name Kelley Engineering Services Addresses Primary 2765 Commercial Street Wakefield MA Phone numbers Phone 781 555 3042 Fax 781 555 9910 Home Other Cad Cad Cal Cal Status Master Client E Slips default to No Charge eel n
254. g data from timekeepers Some examples include Fee Allocations Overhead Cost by Period and Timekeeper Collections See Chapter 7 Entering Names for more info on timekeepers Activity Contains reports involving data from tasks and expenses Some examples Task Budgets Markup Analysis and Task Rate Analysis See Chapter 7 Entering Names for more info on tasks and expenses System Contains reports listing global information Some examples include Abbreviation Listing Category Listing and Custom Fields Listing See Chapter 6 Creating a New Database for more info on databases Tax Contains reports involving tax data Some examples Tax Collection Summary Tax Jurisdiction Listing Tax Profile Listing and Tax Rate Rule Listing See Chapter 7 Entering Names for more info on taxes Other Contains miscellaneous reports Some examples Convert to Accrual Method Firm Budgets with Groups and G L Transfer Register You can print reports right from the Report List dialog box This allows you to print the report using the report s standard settings or any settings that you have saved with the report If needed you can edit report settings before printing the report See Customizing Reports on page 11 6 Accessing Standard Reports 1 1 Additional resources How to print a report from the Report List dialog box 1 Click Reports i from the main toolbar to open the Report List dialog box 2 Fro
255. ge When you create a new statement layout or open an existing statement layout to edit it Sage Timeslips opens the statement layout in the Design page of the Statement Preview dialog box Use the toolbar buttons and menus to access commands that help you design and edit statements Use the tabs to switch between the Design and Preview pages Use the Layout name field to assign a unique name to the statement layout Use the Go to section field to move to a specific statement layout section Use the work area to add edit and format fields and objects on the statement layout 13 8 Use the Field List toolbar to add database fields to the statement layout Statement Preview DER Layat Ede Yew Section Ss SEL Ei Statement Header First Page Bry Layout name Goto secon Statemert Heades Fust Page RTT Chart fuddiees Slandard Chek Ciy State Zip Cheek Name and adders Standar Chert Name and Ackiess US Pe Cheek Name and adders w o coe Custom Frekt Emad Address Ful Name Ful Name or Nickname 1 Ful Name of Nickname 2 Fim Name Finn Address Standard Full Name Cliem Address Standard is abanne To iekname Nickname 2 Pimay Chant Ful Name State n Reference To ZIP Code Determining the Appearance of Statements Ji 3 Assigning statement layouts to clients You will use the same resources and methods to design statements that you use to design bills See D
256. ge Revision Stage and Audit Stage This also prevents you from undoing approved bills for selected Clients Funds balances C Rebuild funds balances OK Cancel All tables in the database Analyzes all tables files with a specific type of data for problems Sage Timeslips displays the results in a report at the end of the process Accounts receivable balances Recalculates aged accounts receivable balances from existing transactions Funds balances Recalculates funds balances from existing transactions 16 11 1 6 Managing Databases Timeslips User s Guide Verifying all tables in the database There are two settings that apply to general database errors Look for errors Analyzes all tables looking for problems in the structure of the data When you mark Look for errors you can also attempt to repair errors We recommend that you first run Data Verification with only Look for errors marked Attempt to repair Attempts to repair errors that are found Mark Rebuild data indices to rebuild all table indices Each table keeps a copy of some of its data in separate files for quick searches These are index files If they become corrupt lists will appear out of order and data entry may be prohibited This process rebuilds data indices it does not affect real data Mark Validation errors to set invalid field values to their defaults and remove unidentifiable records Mark Integrity erro
257. gible for the discount The Entry page contains an Apply New button that allows you to apply a discount Prepayment and automatic payment from client funds You may have a prepayment or have set up automatic payment from a client funds account If the available money satisfies the discount requirements Sage Timeslips will automatically create the discount when you approve the bill Entering a payment for a client who is eligible for a discount When you enter a payment that meets the discount requirements for a client Sage Timeslips asks if you want to apply the discount Click Yes to create a discount transaction Sage Timeslips applies the discount amount to the invoice first If the payment amount exceeds the amount due on the invoice after the discount is applied Sage Timeslips applies the difference to a future invoice Manually entering a discount You can apply a discount manually by creating a new transaction and selecting Discount as the transaction type You can apply the discount to any open invoice You must fully apply the entire amount of the discount You cannot apply any of it to future invoices If you have not set up the automatic discount for the client enter the discount amount If you have set up the automatic discount Click Apply Discount To One to let Sage Timeslips calculate the amount of the discount and apply it to the selected invoice 9 9 9 9 Entering Transactions Timeslips User s Guide Applying specia
258. h Outlook Timeslips User s Guide e Linking with Outlook e Overview For more info about the Hel Outlook Link eP look up Outlook in the Sage Timeslips online Help 14 2 The Outlook Link allows you to connect your Sage Timeslips database with Microsoft Outlook This link offers functionality that enhances both products e Synchronizing clients with contacts When you link Sage Timeslips client names and Outlook contact names the Outlook Link can automatically update a name when you change the name linked with it This eliminates double entry For example client Eastern in Sage Timeslips is linked with contact Eastern in Outlook When you update the address for Eastern in Sage Timeslips the Outlook Link automatically applies those changes to Outlook See Synchronizing Names on page 14 3 for more information Creating Outlook records within Sage Timeslips When you create Outlook email messages tasks meetings or appointments within Sage Timeslips the Outlook Link can populate some fields in Outlook for you For example while viewing a slip in Sage Timeslips you create a new Outlook email message The Outlook Link can automatically populate the message s To and Subject fields See Creating Outlook Records within Sage Timeslips on page 14 7 for more information e Creating Sage Timeslips slips within Outlook When you create Sage Timeslips time or expense slips within Outlook the
259. h type of name timekeeper client task and expense you can select a template name as a source for billing rates custom fields and other values General Settings e Firm J New names can i r Names New Names automatically use s a Terminology ven default values from Calendar Terminology The fields determine the source of default settings for new clients For each area you can select name templates None Template or Master Other Einanciai Client Information Default X Rules nero hoi Laut Nicknames Rates Template v Charges Notes Template v New Names Employee Titles Custom Template v Invoices Reference Setup Confit Checking Activity Filters Transactions J Bills Other Names Slips A R amp Funds Determines the name template to use as a source of default settings when you create new names ARA Use the check boxes to the right to select which fields to copy Default Descriptions General Biling Custom Fee Allocation Timekeeper Information Default X V v Payment Types Task Information Default X Wv E v Expense Information Default X v V v ae Gees Gea If you are using the client project naming system see Using client projects on page 7 11 you can choose to draw default values from the master client associated with the new project you are creating Accessing names Each type of name record has a List dialog box that you use to select and
260. habetical order the list supports speed search For example if you type the letter e the highlight will be positioned on the first item on the list that begins with e Sometimes it is easier to find data when you group the list by a specific field Click on column headings to sort the list of data by that field 4 11 4 4 Using the Sage Timeslips Interface Timeslips User s Guide Instead of selecting names individually you can enter a nickname range to select Right click on a name list to toggle between your custom list of names 4 12 and all names Selecting data from list boxes List boxes display a list of possible values for a field You typically use list boxes to select names For example the Client field within the Slip Entry dialog box shows the available clients You can use this field to select a client for the slip Client Harper 05 65270 Eastern 92 07005 05 65270 01 8956 94 01001 94 01002 01 3426 Seacoast Marine 00 94253 Selecting data from group list boxes Sage Timeslips uses group list boxes when a field can have multiple values For example when you are choosing names for a report you can use a group list box to mark each name to include A Y to left of an item indicates that item is selected as part of the group You can toggle a highlighted name between marked and unmarked by clicking the check box next to it The V can also be added or removed using the four
261. harges section In Sage Timeslips The Previous A R Balance section appears after the Total New M Charges section M A iTotal New Charges Previous A A Balance Accounts Receivable Transactions iNew A F Balance On the printed bill Total amount of this bill 1 986 77 The printed bill reflects Previous balance 450 00 the order of bill sections Total payments and adjustments 75 00 Balance due 2 361 77 InSage Timeslips The Previous A R e Balance section appears b i Previous A R Balance before the Total N R Total New Charges VOTE Me Ea NEN Rf Accounts Receivable Transactions Charges section M New A R Balance On the printed bill nis v o a Previous balance 450 00 The printed bill reflects the new order of bill Total amount of this bill 1 986 77 sections Total payments and adjustments 75 00 Balance due 2 361 77 Accessing section specific options You can use the Options button to open the Layout Options dialog box where you can set section specific options See Setting options that affect specific bill sections on page 12 25 for more information 12 24 Setting options that affect specific bill sections You can set the style for some sections which allows you to detail or summarize records in this section You can include page breaks spaces or lines before or after this section Determining the Appearance of Bills Setting options that affect specifi
262. he highlighted item to perform the same function The shortcut key is Ctrl O or Enter Save the current record The shortcut key is Ctrl S If the dialog box was opened from within another dialog box this button is replaced by Return which saves the record and returns you to the original dialog box Bo e Discard any changes made to a record that you are editing The shortcut key is Esc Delete a record from the database Deleting a record is often a serious operation that can affect other areas of the database We recommend that you perform a database backup before using this command The shortcut key is Ctrl Del x Display a list of records You can use the list to view or go to other records The shortcut key is Ctrl L eo Display the first record The shortcut key is Ctrl PgUp Display the previous record if any The shortcut key is PgUp Display the next record if any The shortcut key is PgDn Update the list or report with any changed information such as changes that occurred Display the last record The shortcut key is Ctrl PgDn on other stations The shortcut key is Shift Ctrl L 4 3 4 4 Using the Sage Timeslips Interface Timeslips User s Guide Using shortcut menus and shortcut keys Many commands are also available on shortcut menus A shortcut menu opens when you click the right mouse button or right click while the cursor is positioned on a specific are
263. he File Combine command to import the slips see Restoring Archives on page 15 11 Restoring Archives When you want to use the slips that are stored in an archive file you must restore the slips through the Combine function This function uses TSImport to import slips from the specified archive file to your Sage Timeslips database When combining slips from the archive you can use the features of TSImport such as record selection and translations to simplify the process Refer to the TSImport Help file for more information on these features How to combine slips from an archive file 1 When you select File Combine the TSImport program will open with a template to read archives called Combine tpl see Importing data with TSImport on page 16 16 fea Timeslips Import C Program Files Timeslips combine tpl File Templates Special Help Put data into Default C Program Files Timeslips E xplore Custom Get data from amp 42003slips SAR Make the records Open B C Limit records Verify that Put data into is set to Default and that the path to your database is correct Specify the file path to your archive file in the Get data from field By default TSImport will import all slips from the archive The Make the records field allows you to open or close slips upon import However you may need to access the archived slips temporarily for reporting purposes If you set Make the records to Temporary the sl
264. he bill run For example you can select specific clients for the bill run You can use a Slip Date filter to select slips and transactions within a specific date range You cannot print a bill for a client with a bill in Proof Stage See Placing bills on Proof Stage on page 12 42 for more information Sorting billing data You can use the Sort tab of the Report Entry dialog box to sort slips on bills by several levels However you can calculate subtotals only for the top level For example you may want to sort slips by Activity with subtotals and then by Slip Date You cannot sort bills by Nickname 2 or Full Name because Sage Timeslips uses Nickname 1 to establish multi project bill groupings Setting up bill options You can click the Options button to open the Report Options dialog box where you can set up additional options for the bill run Bill options include printing the Bill Summary Worksheet a variation of the Totals Only Worksheet checking for spelling and grammar errors or displaying bills that are on Proof Stage See Customizing Reports on page 11 6 for more information on setting up selection filters sort keys and other options 12 37 12 12 Billing Clients Timeslips User s Guide Previewing bills to display You can print bills to the Display to preview bill information before printing the bill run to the printer This allows you to quickly see if your bills include the correct data so
265. he column indicators on the ruler establish the widths of columns on reports For more information on working with table sections look up working with tables in the online Help system Help Previewing reports While designing reports using the Design tab of the Print Preview dialog box you might want to see the effects of your design decisions before printing the report You can click the Preview tab to preview your changes Print Preview Slip Listing Click the Preview tab to preview the report Preview Design Layouty Edity View Sectiony Tools THAN a i Ly See Previewing reports to display on page 11 21 for more information 11 20 Printing Reports 1 1 Saving reports Saving reports You can select the page of the Report List dialog box where this report will appear Choose the settings to save with the report As you make changes to reports you might want to save certain settings with the report For example you may always want to use the same sort settings with a specific report or you may want to send the report to a particular printer From the Report Entry dialog box click Save i to open the Save dialog box Type Slip Listing Name Slip Listing Save these settings Report Filters Print to choice v v Report Sorting Report device options and print setup Options OK Cancel Help Mark the settings you want to save as p
266. he slip list select Slips Time and Expense Slips to view all slips at once You can pee info also find the specific slips you want to review ook up Help ee lips Sage Timeslips offers many ways to limit this list to show a smaller group of your open slips The a4 Se oa following fields are located at the top of the slip list elp You can use the Time Expense Both tabs to view only time slips only expense slips or all open slips You can use the View by field to view all slips that match a simple filter like all slips for client Atlantic You can use the Selection button to view all slips that match multiple filters like all slips for client Atlantic that have not been billed When you find the slip that you want double click on the slip or click Open amp to view the details of the selected slip You can also use the buttons on the toolbar to navigate through the other slips that you have found You can review slip information in many other areas of Sage Timeslips See Chapter 10 Reviewing Data for more information Using Mini Slip View Selecting Slips Mini Slip View reduces the size of the Slip Entry dialog box to fit in a corner of your screen This is useful when you want to work in another program while timing your work in Sage Timeslips The shortcut right click menu includes additional commands _ Mini Slip View Sage Timeslips o a displays slips in a much smaller Price 125 46 Ka
267. heet You can also display daily totals from slips that do not match an existing slip template Click Options i to open the Time Sheet Slip Entry Options dialog box and mark Show non template totals to include the Non template Totals field at the bottom of the time sheet When displaying non template totals Sage Timeslips also includes these values as part of the Daily Totals at the bottom of the time sheet Receiving Time and Expense Slips by Email Some timekeepers need to create time and expense slips while they are out of the office Sage Timeslips can create slips from information it receives within specially formatted email messages Help 8 20 For more information look up creating slips from email messages in the online Help Other ways to create slips while out of the office Sage Timeslips offers other solutions for timekeepers who need to track time while out of the office Please visit www SageTimeslips com for information on Sage Timeslips eCenter Receiving Time and Expense Slips by Email Setting up Sage Timeslips to receive slips by email Setting up Sage Timeslips to receive slips by email Use the Message filtering options to determine which messages Sage Timeslips will accept Please note that you have to enter a Subject line indicator in order to use this feature Use the Name selection options to determine the format Sage Timeslips expects for name fields Before Sage Timeslips can
268. hod Style V Sage Timeslips Clients with QuickBooks Customers Ern Address Lines 1 2 City State and Zip Accounts Taxes Entries V Country to QuickBooks Country Region Closed Periods V Phone to QuickBooks Phone Linked Names J W Matter No to QuickBooks Fax Data aa j V Home to QuickBooks Alt Phone Options Other j V E Mail Address Log File E Sage Timeslips Timekeepers with QuickBooks Employee Mail Address View Training Video OK Cancel J Help 17 4 Synchronizing Names l 7 Establishing Name Links Manually Use the Linked Names Options page to determine when TAL Pro synchronizes names between Timeslips and your accounting package Mark one or more options to enable automatic synchronization of names s Set Up Accounting Link Connection A Settings Linked Names Options Transfer When to Sync Method Style V Edits made to Sage Timeslips names immediately transfer to QuickBooks ee V Prompt before adding names to QuickBooks Accounts Taxes _ Entries Synchronize linked names when opening the Sage Timeslips database Closed Periods E Synchronize linked clients when generating bills Linked Names J Data Rules Options When the Sage Timeslips name and the QuickBooks name both change Other Copy data from Sage Timeslips to QuickBooks Log File Copy data from QuickBooks to Sage Timeslips E When you dear data from a field also dear the field for the linked name
269. hould use a classic navigator 4 5 4 Using the Sage Timeslips Interface Timeslips User s Guide Classic navigators Classic navigators group related commands together Classic navigators provide Basic Navigator access to groups of commands fa pa Prepare and A Review Client Ww c02 Click a topic icon to Print Bills Information change the topic displayed New Slip en Slips Hew as Show 2s ea on the navigator KSR e p Time and a bA Expense fa 8 i oe Pre bill Worksheet Generate Bills Billing Assistant Accounts gt J Receivable ADD Click a navigator button to is f play the associated procedure macro Edit Bill Layout a Aged AR Balances Approve or Clear Proof Bills Choosing the type of navigator to use Each workstation can set up preferences to determine which type of navigator to use Select Setup Preferences to access preferences and then switch to the Navigator Procedures page Set the Format to either Classic or Enhanced and then choose the Template that you want to use Displaying the navigator You can use preferences to open the navigator automatically when Sage Timeslips opens Select Setup Preferences to access preferences switch to the Startup Exit page and set the Navigator to Yes You can click Navigator from the toolbar to open the navigator manually Playing Procedures While you will typically use navigators to play automated procedures you can also play these
270. ical Support Purchasing add on products File Eda Slips Transactions Names Bis Reports Calendar Special Setup Window Help bh L VBR a5 TOS Go2 B Product Enhancement Program Guides View Training Videos Sage Timeslips on the Web Other Documents About Sage Timestips Database Monitor Full Name Create Data Bill Samples 02 1001 ABC Corporation Repor Samples Anantic 01 0900 Asantic Warehouse amp Supply Bishop 03 0400 Bishop amp Sons Eastern 00 0700 Eastern Associates __TAL Pro for QuickBooks Guide Nickerson 01 6956 Nickerson Boat Yard North Project 02 0101 North Lake Consulting North Project 02 0102 Noth Lake Consuming Pierce 01 3426 Pierce Oceanics 00 9425 Seacoast Marine Corporation TAL Pro for Sage 50 Guide SP Guides C Program Fies x36 Timesipe 2013 Expiore Biling Date Today 2 5 2012 Technical Support Before contacting our Technical Support department please consult this user s guide and the online Help system If you require technical support after reviewing these resources please refer to http na sage com sage timeslips Support or call 800 285 0999 for your support options 1 7 1 l Introduction to Sage Timeslips Timeslips User s Guide 1 8 Installing Sage Timeslips Preparing to Install 2 2 Reviewing system requirements 2 2 Finding the serial number and configuration code 2 3 Understanding single user configurations 2 3 Understanding network configurations 2 3 Understanding st
271. iles x86 Timeslips 2012 DATA01 m o 6 4 Choose how Sage Timeslips tracks and displays numerical data Using the Create a New Database wizard Identifying administrators 1 Select the folder where you want Sage Timeslips to create the database If necessary click Browse __ to select a different location 2 Click Next to continue creating the new database Enter Firm Name Your firm name will appear on reports and bills that you print through Sage Timeslips Q Create a New Database lt n Enter Firm Name Enter the name of your firm This name will appear on bills and reports You can enter more information about your firm at any time within the General Settings dialog box Willis amp Henderson P C kS Firm Name a 1 Enter the name of your firm 2 Click Next to continue creating the new database Select the Number of Decimal Places Sage Timeslips allows you to select how it tracks and displays numerical values such as rates fees markups and discounts Select the number of decimal places that you want to track when storing numeric values 9 Create a New Database Select the Number of Decimal Places Sage Timeslips stores multiple numeric values within a database which include rates fees adjustments interest rates markups and discounts Select the number of decimal places that Sage Timeslips will track 5 Whole numbers 100 5 1 Decimal Place 100 0 a
272. imekeeper This allows timekeepers to view shorter lists of names throughout Sage Timeslips instead of having to search through the complete lists of names For more information see Using My Lists to Filter Names on page 7 21 Changing rates on slips As part of your year end process you may update the billing rate of timekeepers Sage Timeslips offers the Update Rates wizard to simplify this process For more information see Updating Rates on page 15 2 Security and logins Sage Timeslips implements database security through timekeepers If security is enabled a timekeeper must log in to access the Sage Timeslips database usually by entering a password This allows the Sage Timeslips administrator to regulate timekeeper access to each program area For more information see Maintaining Database Security on page 16 2 Allocating fees to timekeepers For info on B setting up fee allocation look Help i up fee allocation in the online Help Fee allocation allows you to compensate employees according to income received by your firm There are two ways to determine fee allocation By contribution You can allocate fees according to the timekeeper who performed the tasks recorded on the time slips for a client By percentage For each client you can assign an allocation percentage to as many as three timekeepers It does not matter if the timekeeper did any of the work for the client Whil
273. imekeeper C Harding ha Task Client Reference lt None gt X When the Outlook Link prompts you to create a new slip some of the Review Atlantic case file slip fields can be populated for you Start date 5 5 2008 A Time estimated 7 00 00 6 End date 5 5 2008 Time spent 6 00 00 Billing status Billable X I Hold Rate Timekeeper 1 DA 100 00 Hourly X Cancel Help You can set values for the remaining slip fields or edit any of the slip fields as necessary 14 15 l 4 Linking Sage Timeslips with Outlook Timeslips User s Guide 14 16 Updating and Removing Data Overview Updating Rates Updating Slips Closing and Reopening Slips Closing slips Including closed slips on reports Reopening slips Hiding Names Changing name classifications Purging Data and Closing Periods Purging names Purging slips and transactions Consolidating histories Completing the purge function Archiving Slips Archiving slips while purging Moving slips between databases Restoring Archives Including temporary slips on reports Removing temporary slips from the database 15 2 15 2 15 4 15 5 15 5 15 5 15 6 15 6 15 7 15 8 15 8 15 9 15 9 15 9 15 10 15 10 15 10 15 11 15 12 15 12 15 Updating and Removing Data Timeslips User s Guide e Updating and Removing Data Overview During the course of your business you may need to update your Sage Timeslips data to reflect changes in
274. imeslips clients and Outlook contacts based on the settings in the Linked Fields page of the Outlook Link Settings dialog box See Linking client fields with contact fields on page 14 4 for more information Preventing synchronization through security You can use security settings to prevent unauthorized users from synchronizing names Use the Outlook Link Name Synchronization option in the Other area of the security profile controls access to synchronization See Controlling access to Sage Timeslips on page 6 13 for more information about program security Creating Outlook Records within Sage Timeslips You can use the Outlook Link to create Outlook email messages tasks meetings and appointments within Sage Timeslips Enabling auto population When creating Outlook records within Sage Timeslips you can set up the Outlook Link to auto populate some Outlook fields for you How to enable auto population for Outlook records 1 In Sage Timeslips select Setup Sage Timeslips Outlook Link Settings 2 The Outlook Link Settings dialog box opens Switch to the Synchronize page 3 Within the Creating email messages tasks meetings or appointments group box mark Auto populate Outlook fields with Sage Timeslips data 4 Click OK to save the settings and close the Outlook Link Settings dialog box 14 7 14 Linking Sage Timeslips with Outlook Timeslips User s Guide Entering email addresses Help When sending mess
275. inactive or closed Timeslips names that you have marked to ignore using the Accounting Manage Name Links command Names in your accounting package marked prospect or inactive in the accounting package Names from your accounting package that you have marked to ignore using the Accounting Manage Name Links command The links that you establish between Timeslips activities and expense accounts or items in your accounting package are used only to determine the default activity that is assigned to slips when creating slips based on line items These links do not transfer in the same way as clients timekeepers and customers employees Synchronizing Names l 7 Synchronizing Names Fields that TAL Pro updates when linked with Sage 50 The following list indicates how TAL Pro maps data fields between Timeslips clients and Sage 50 customers During the synchronization process TAL Pro compares and updates data in mapped fields Timeslips client field Nickname 1 Name Address line 1 Address line 2 City State Postal code ZIP code Address line 4 Phone Fax Other Email Address Sage 50 customer field Customer ID Name Address line 1 Address line 2 City State Postal code Zip code Country Telephone 1 Fax Telephone 2 E mail TAL Pro uses values in the Nickname 1 field in Timeslips and the Customer ID field in Sage 50 only when linking names or creating new names When you edit these fields TAL Pro
276. inal bill you should move the bill to Revision Stage Revision Stage remembers the data that originally appeared on the bill You can use Billing Assistant select Bills Billing Assistant to add or remove items from this bill Using Audit Stage with electronic bills 12 42 Help If you have installed an electronic bill delivery add on product or audit firm add on product you cannot approve bills immediately after printing Instead you must export the bills and send the files to an audit firm for review Setting up the electronic bill delivery feature Before using an electronic bill delivery feature you must configure it according to instructions provided with the add on Each firm has unique settings and file formats Select Setup Audit Houses to set up electronic billing templates to use with your audit firms You must also associate clients with the audit firm On the Invoices page of the Client Information dialog box use the Electronic Delivery field to assign an electronic billing template to each client For information on setting up an electronic billing add on look up electronic billing in the online Help Reviewing and Approving Bills l 2 Approving bills Printing bills After setting up electronic billing you will print bills and place them on Proof Stage Next select Bills Send Bills to Audit Houses to choose which bills to send for review Click Export and Sage Timeslips prompts you for the location of the e
277. ine Style dialog box where you can change the style of the current line You can also automatically add lines before or after bill sections See Setting section format options on page 12 25 for more information 12 31 12 Billing Clients Timeslips User s Guide 12 32 Adding boxes You can add boxes within the bill layout section to surround or call attention to items on the bill To add a box to the current bill layout section 1 Click the Rectangle button 1 from the toolbar 2 Click on the bill layout section where you want to place the top left corner of the box and while holding down the left mouse button drag the mouse cursor to where you want to end the box 1 3 Release the mouse button when you are at the position where you want to end the box 4 With the box still selected you can click the Line Styles button from the toolbar to open the Line Style dialog box where you can change the style and fill of the current box When drawing boxes you can place the box behind another field or object for a more complex effect See Layering fields on page 12 35 for more information Changing font styles You can change the font styles used to display data within bill layout sections For example you can change the font and bold the font for the firm name on the bill header To change font styles 1 Within a bill layout section click on a text field or database field Firm Name I 2 Using th
278. information in the Billing Overview to the right AS00805 Billing Assistant Billing Assistant List View Include Nickname 1 For more info on All clients with new charges Nickname 2 Hold Atlantic Bishop Eastem Nickerson Notth Project1 Notth Project2 Pierce Seacoast P Go to Billing Details Stage a Get Updates amp e Change Billing Rule Balance displaying clients Hel on this list look R p how to select which clients appear in billing assistant in the online Help 4148 65 5123 98 0 00 4710 35 2781 31 677 70 1355 69 5736 12 Reviewing details for a specific client When you click on a client from the list you can review billing information for that client You can review totals for the next bill to the right If you see a problem click on a link to drill down to more detailed information For more info on displaying details of totals look up Help how to review details of each total in billing assistant in the online Help Bill Overview Total fees time charges Total costs expense charges Total fees and costs Total interest and finance charges Total taxes Previous balance Total payments and other A R transactions New balance Funds accounts balance Funds accounts replenishment Client hold Days since last bill Root ee The Billing Overview section to the right of the screen displays totals and other azs informa
279. ing S when the cursor is in the field Time Range Start time 3 30 00 PM Use the Options Semio A500 field to choose to Total 1 15 00 add to subtract from or replace the Options Replace duration with this amount v current duration ok Cancel Help Using time cells When entering time on the time sheet select Slips Time Sheet Time Entry you enter your time for a particular day in a cell The simplest way to enter time here is to click on a cell and enter the time spent directly within that cell You can enter the time spent in either hours decimal format or hours minutes format You can also select a cell and click Timer to track time as you work Using lists of data Use buttons on the toolbar to maintain items on the list Tabs at the top of lists separate different types of data i a Poa OA M Nickname1 lt Nickname 2 aki Name ABC Atlanti 0 f Sage Timeslips uses lists to display groups of data The functionality of these lists depend on the type of list you are using Using lists to view data When you view a list of data such as names slips or transactions Sage Timeslips provides tools to help you find the data you want tet gt a aieaaareaaeo r m Click on column Open Templates Inactive Closed headings to sort the list You can use the arrow keys to move through the list to select an item If the items on the list are arranged in alp
280. ing Up Name Synchronization s sssessseeseseesesreresreserreseerrseeresee 17 4 Establishing Name Links Manually ss sssesesseesessessessessersessessesseese 17 5 Synchronizing NaM srucs uti enG una 17 7 Creating Slip Based on Accounting Transactions 17 11 Linking Activity Names eeseseseeeseeeseeeseseseseseseseseeeees 17 11 ETEATING SPS a E a A 17 12 Posting Entries to Your General Ledger n se 17 14 Setting Up Transfer Options eessesssseeeeteseeseeeseeeneeeseeeeees 17 14 Understanding Account nesccscmocsnoncoannssinonasaad 17 16 Assigning Accounts to Account Categories cccccssssseeeeees 17 19 Linking Clients to Customers s ssesssseeseseesessesesresesresesreseeresesresess 17 20 Reviewing and Posting Entries ccssssesecsessseesseessseeseesesesees 17 21 Reviewing Past Transfers ssssssssssecssesseseccsceeseeeesseeeeeseseeees 17 23 Introduction to Sage Timeslips Overview Installing Sage Timeslips Using online Help Other learning resources How Sage Timeslips Implements Time Billing Understanding time billing processes Types of Information Entered in Sage Timeslips Programs Installed with Sage Timeslips Sage Timeslips Features Disabling features Purchasing add on products Other Reference Materials Technical Support 1 2 1 2 1 2 1 2 1 3 1 3 1 4 1 5 1 6 1 6 1 6 Introduction to Sage Timeslips Timeslips User s Guide e Introduction to Sage Timeslips Overview Welcome to Sage
281. ing for bill arrangements which is to bill clients only for the charges that appear on time and expense slips However if your firm needs to bill a different amount than the charges on slips you can use bill arrangements to determine the amount to bill Using bill arrangements When working with bill arrangements you will most likely need to update flat fees add adjustments write ups and write downs or determine amounts for progress or interim bills Flat fees often change from one bill to the next Some flat fees may require a different fee amount For flat fees that have been distributed across a series of bills called a job you may need to indicate that this is the final bill of the job You enter bill arrangements in the Arrangements page of the Client Information dialog box See Using bill arrangements on page 7 11 for a description of the available bill arrangements Excluding slips from bill arrangements or holding charges Time and expense slips can also affect bill arrangements You can exclude a slip charge from being covered in the bill arrangement charge by setting its Billing status to Override You can also exclude a slip from the next billing entirely by marking its Hold check box If you want to hold all slips from billing for a client you can use Hold options on the Holds page of the Client Information dialog box Adjusting bill amounts If you are not using a flat fee your slip charges may exceed or fall short
282. ink between Sage Timeslips and QuickBooks This link can transfer transaction information to QuickBooks synchronize names and create slips from QuickBooks transactions Supports QuickBooks 2011 2013 I do not use an accounting package OK J Cancel Help 17 2 Setting Up the TAL Pro Link 1 7 After choosing which link to use select Accounting Set Up Accounting Link to set up options for the link Select a group of Set Up Accounting Link a options from the left Connection c r s 4 5 onnection Settings side of the screen Settings g Transfer Database Method Style Database Options wii Accounts Taxes di Style Entries Closed Periods Connecting on startup will leave the data connection open the entire time Sage Timeslips is open Connect when needed will open and dose the data connection as needed _LinkedNames Data Connect at startup Options Connect when needed Other Workstation Log File If you do not have your accounting package installed on this workstation you can shut off the link for this workstation without affecting the database This is the same setting that can be found within the Performance Settings dialog box F Enable accounting link on this workstation View Training Video l OK J Cancel Help Connection settings The connection settings differ for Sage 50 and QuickBooks Please refer to the Help system for more in
283. invoice transactions in several different ways e When you approve a bill Sage Timeslips generates an invoice transaction automatically Ifyou create a new client and enter starting balances on the Balance page of the Client Information dialog box Sage Timeslips generates invoice transactions automatically for each balance You can also enter an invoice transaction manually to represent a starting balance or balance correction for a client Applying reverse payments When reversing a payment you can also 9 8 apply a finance change When entering a reverse payment you must select a specific payment transaction to reverse When you save a reverse payment you can charge a finance charge as a fee for the reverse payment Fee on Reversed Payment Should there be a finance charge for this Reversed Payment O No fee for this Reversed Payment Yes Add this Finance Charge to the next bill 20 00 Description Fee for returned check If your bank assesses a fee for a returned check you can use this finance charge to pass along the fee to the client On the transaction list the original payment is marked REV in the status column to indicate that it has been reversed Applying discounts The discount transaction type allows you to offer clients an incentive to pay bills early by giving a discount Setting up automatic discount You can set up rules that will automatically apply a discount to eligible charg
284. ion and various other material provisions 5 2 2008 Review fax from Longley and then responded with proposed settlement 3 75 600 00 documents phone calls to the office of Mr Howard Follow up correspondence to 160 00 hr Mr Howard with requested clarification Draft Release Correspondence to Mr Black 9 26 2008 Met with Mr Whitley to review details not discussed in the original meeting 4 00 700 00 175 00 hr Removing slips from the current bill To remove slips from the bill click Remove slip from the toolbar and click on the slip to remove 1416 2008 Preparation of review of Patent License Agreements irom Mr Whitley at ABC to 1 00 100 00 Tim Roberts modifications for exclusive and non exclusive provisions termination 160 00 hr and default provision and various other material provisions 9 26 2008 Met with Mr Whitley to review details not discussed in the original meeting 400 700 00 Sage Timeslips does not delete the slip it just removes it from the bill If you close the Print Preview dialog box before printing the bill Sage Timeslips will not remember which slips you removed from the bill The next time you print bills Sage Timeslips will include the removed slips 12 39 12 Billing Clients Timeslips User s Guide Removing bills from the bill run To remove a specific bill from the bill run use the Filter clients control to move to the client that you want to remove Click the Remove from Bill Run button t
285. ion can access like a network folder or a floppy disk Click Save to back up the database Sage Timeslips compresses all database files into the backup file that you specified When the backup is complete click OK to return to Sage Timeslips Protecting Your Database 1 6 Backing up and restoring your database Scheduling backups Use the File Schedule Backups command to set up backup schedules These schedules can create backups automatically at the times you specify Scheduled Backups This list details backups that you have scheduled for the current database There are many ways that you can schedule backups such as daily weekly or a one time backup One time backups that have already been completed will not This li h d il appear in this list The Last attempt and Result columns show the results of the last backup attempt You can use the is list shows details toolbar buttons to maintain scheduled backups of backups that are scheduled File Name Schedule Next Attempt Last Attempt Result Timeslips Backup yypy mm dd Scheduled at 12 00 PM every day 3 12 2006 Scheduled at 11 00 PM every Saturday 3 18 2006 B m xX Ke Use the toolbar buttons to maintain backup schedules Please note that in order for a scheduled backup to be created successfully Sage Timeslips must be closed and no other applications such as Mini Sage Timeslips or TSTimer can be accessing the database How to sch
286. ions to track the payments you receive from clients and other actions that increase or decrease their accounts receivable balance Printing practice management reports Practice management includes analyzing various elements of your business such as employees clients fees and rates Sage Timeslips provides a wide variety of reports that evaluate the performance productivity and profitability of your business 1 3 l Introduction to Sage Timeslips Timeslips User s Guide Types of Information Entered in Sage Timeslips You can ie customize the terms used to Note identify names throughout Timeslips For example you can replace the default term timekeeper with attorney 1 4 When tracking time and expenses and generating bills for clients there are several types of information that you will use in Timeslips Timeslips stores this information in your database Timekeepers clients tasks and expenses Timeslips uses many types of names to help track your time and billing information A timekeeper is the person whose time is spent working for the client e Aclient is the person organization or project being charged for the work being performed by timekeepers at your firm Tasks are time based services rendered to the client They are typically billed at an hourly rate Expenses are costs incurred on behalf of the client or items purchased for the client They are typically measured by quantity and price
287. ior column of the History dialog box based on the number of months specified Before consolidating history you should consider the number of months for which you still want to be able to view detailed history figures Completing the purge function For more info on purging look up purging data in the online Help Help When you have established all settings click OK Sage Timeslips prompts you to make a database backup We strongly recommend that you make this backup in case you remove some data accidentally see Making an effective backup plan on page 16 8 Before completing the purge function Sage Timeslips prints the purged data report and generates the slip archive if you selected those options Finally a dialog box asks you to confirm that you want to purge records When completed Sage Timeslips displays a summary of what was purged 15 1 5 Updating and Removing Data Timeslips User s Guide How to purge slips While you can purge many types of data using the Purge dialog box the most common use of the Purge process is to purge slips 1 Archiving Slips Select File Purge to open the Purge dialog box This dialog box offers options to delete several types of data For this process mark the Slip transactions check box Use the fields to the right of the Slip transactions check box to determine which slips to purge If you select billed and closed older than you will purge slips th
288. ips sesssessessssssssesesssrsresesssseresesesseseessses 15 5 Closing Slips sasysnnosanonocanyss os on R OUDON 15 5 Including closed slips on reports sseessssessssessseessesesrsesrsresrereseese 15 5 Reopening Slips iescadscacecedecadevadecsducsdaca A N 15 6 Hidi NaMe Sprissioni a a a 15 6 Changing name classifications sseesseeessesessssesesresesresresesreresreresesee 15 7 Purging Data and Closing Periods sssesssssseseesesesssresesesssrereeresess 15 8 P rging names ninnan nnen an ian Eirini Eiai 15 8 Purging slips and transactions s sssesessesseesesseereesessesseeseeseeseseereesess 15 9 Consolidating histories oarenien an EA 15 9 Completing the purge function s ss sssssessessesressessesreseereeseeseeseesess 15 9 Archiving Slips esre ierse sarei a a E 15 10 Archiving slips while purging eesseseeeessesesreeesreressesesreresrereseeee 15 10 Moving slips between databases ss essssssssssessessesresseeseeressesresses 15 10 Restoring Archives ssssesesessssesesesssresesesseresesesseserenesesseneneenesess 15 11 Including temporary slips on reports sssssessesessessesesresesresesseses 15 12 Removing temporary slips from the database 15 12 xi Table of Contents Timeslips User s Guide Chapter 16 Managing Databases DVL VIEW csscsss can deesb E RT eres 16 2 Opening Databases es eessssecesseceseeeeseesecessecssceeeaceeeecesseeeeaees 16 2 Maintaining Database Security 0 eeeeseseeseeeeeeteeeeeceetseeeacers
289. ips feature set For example you can purchase add ons that allow you to track time on a Palm device or that provide industry standard electronic billing formats To review the current add on products available visit our Web site at http www SageTimeslips com Within the user s guide the add on graphic will indicate functionality available only when using an add on product Other Reference Materials For more info on using online Help and Note guides see Chapter 3 Using Online Help and Guides 1 6 For further information on any feature refer to the Help system available within Sage Timeslips Context sensitive Help is available for every dialog box in the program by pressing F1 Each field within a dialog box is detailed in the Help topic for that dialog box You can find additional Help commands on the Help menu Sage Timeslips includes a number of automated guides and training videos Guides are interactive tours within the program designed to help you learn by doing Training videos show examples of using specific features Sage Timeslips provides additional files in PDF Format These PDF files offer bill samples reports samples an electronic copy of this user s guide and an electronic copy of the upgrader s guide You can access these files through the Other Documents submenu of the Help menu You can access additional PDF files through the Other Documents submenu of the Help menu Techn
290. ips offers password protection for each timekeeper as an optional feature For more information on security settings see Maintaining Database Security on page 16 2 Enabling audit trails In addition to the security settings you can establish audit trails on names and transactions An audit trail tracks a history of changes to these records in the Sage Timeslips database and logs who was responsible for those changes You can control how much data the audit trail tracks and generate a report on the changes For more information on audit trails see Enabling audit trails on page 16 5 Establishing preferences The Personal Preferences dialog box select Setup Preferences contains many options and settings to customize your use of Sage Timeslips 6 13 6 6 Creating a New Database Timeslips User s Guide Select the appropriate tab to access different 6 14 groups of preferences Help Personal Preferences C Program Files x86 Timeslips 2013 PREFS PRF ig Startup and Exit Navigation Rules Menu and Commands Interface Startup and Exit Show at startup F Confirm today s date for accurate aged balances Billing Assistant Buttons Client Spelling Grammar arance oe Splash screen Navigators Procedures Maximize main window Yes T Slips J Navigator Enhanced Office Manager Options New Slip Rules Sage Timeslips Today Transactions J Billing J Open
291. ips will be available for reports but you can delete them instantly when you are finished with them 15 11 15 Updating and Removing Data Timeslips User s Guide 5 When you are ready to import slips click Import 6 If any names stored in the archive are no longer contained in the main database Sage Timeslips will prompt you to add the names back into the database match the name to an existing one or skip the slips that use unknown names Including temporary slips on reports When combining slips if you marked the slips as Temporary you can use the Slip Classification filter in Sage Timeslips to include temporary slips on reports Mark the Temporary check box in this dialog box to include only temporary slips on the report You can remove the Slip Classification filter to include slips of all classifications Filter for Slip Classification Select Items to be Included L Op J Closed RA Temporary Inactive Removing temporary slips from the database 15 12 G Note After you are finished with temporary slips you can remove them from Sage Timeslips Select Slips Delete Temporary Slips to remove temporary slips from Sage Timeslips If you forget this step the next time you use the File Combine command to make temporary slips Sage Timeslips will prompt you to delete the old temporary slips before making new ones When Sage Timeslips adds a name to the database during the Combine process it becomes an open re
292. ivable balances and client funds balances To use this method you must enter Nickname 1 in a specific format for clients with projects This format uses a client name the project separator character such as a period or a dash and a project identifier You must set up the project separator before naming your clients This setting is located in the Nicknames page of the General Settings dialog box select Setup General The suggested project separator is a period but you can change it to any other character unlikely to appear in a client name Select a project Client Project separator that will N Determines the character used to identify dient projects You can use the Client project naming identify projects system to define each matter or file for a dient Project Separator period z Example Smith Project1 For an example of nicknames you can name the projects for client Atlantic as Atlantic Project01 Atlantic Project02 and so on 1 Atlantic Project2 2 01 0900 02 Classification Open v You can consolidate these related projects onto one bill or bill them separately You can print reports to subtotal each project and provide a total for all projects for the client Client references do not have these same abilities and are used only to select and group slips on bills and reports Establishing master clients You designate one project as the master client by marking the Master Client check box in the Contact
293. k Next gt Finish pi Cancel 5 If needed you can also use the Design page of the Print Preview dialog box to change the type of graph for example bar chart or pie chart you are using Look up How to create graph reports in the online Help system for more information on creating graph reports Creating new label reports You can create new label reports This is useful when you want to include specific information on printed labels How to create a new label report 1 Click Create a Report amp from the main toolbar to open the Create a Report wizard Mark Create a completely new slip based or client based report and click Next Select Client Labels and click Next A WwW N Select the label style that you want to use and click Next 11 27 l Ji Designing and Printing Reports Timeslips User s Guide Create a Report Mailing Labels Timeslips Select a Label Style Choose one of the Label styles listed below and then click Next to continue Choose the type of labels to create Custom labels 1 5 Mailing Labels File Folder Labels HP Laserjet Labels Rolodex Style Cards 5 You can use the remaining views of the wizard to customize the new report 6 If needed you can also use the Design page of the Print Preview dialog box to design the dimension or content of the label further See How to create label reports in the online Help system for more information on creating lab
294. ked gt City Business Phone iPhone State Business Phone 2 lt not linked gt ZIP Code Business Postal Code IZIP Code Country Business State State Vou can click the Use JAH Prone Business Steet Address Lines 1 3 Fax Callback lt not linked gt Defaults button Home Car Phone lt not linked gt to restore the default Other f i lt not linked gt Mi field links set by the In Reference To Outlook Link Notes Cancel Help 3 To link name fields manually a Inthe Sage Timeslips Clients list select the client field that you want to link with a contact field b In the Outlook Contacts list select the contact field that you want to link with the selected client field c Click Link to link the selected fields 4 Ifyou want to link additional fields repeat steps 3a through 3c 5 Click OK to save the settings 14 4 Synchronizing Names Linking client names with contact names 14 Linking client names with contact names 2 Help The Outlook Link uses name links to identify which names can transfer data to each other The Outlook Link can establish these name links automatically during the synchronization process or you can establish name links manually See Understanding the synchronization process on page 14 5 for more information on how the Outlook Link synchronizes names How to link client names and contact names manually 1 In Sage Timeslips select Setup Sage Timeslips Outlook Link
295. kley 3 00 150 00 450 00 11 22 2008 Communicate in firm 0 00 T 1 wip Nickerson 0 00 Conference regarding Nickerson s status review 0 00 recent rulings on i e You can click Save J and save report filters as part of the report definition See Saving reports on page 11 21 for more information You can also click Save Template 4 to save report filters as a template for use with other reports or for use with other Sage Timeslips features Sorting report data For more info amp on sorting Help reports see Customizing Reports Sorting report data After setting up filters to limit the data appearing on the report you should decide how you want to organize the information on the report Use the Sort page to set up sort keys and subtotal options for the report A sort key is a piece of data by which Sage Timeslips can sort the report The sort keys available vary from report to report sorting ee in the online On the Sort page select a sort group select a specific sort key and click Add to set up sort SP keys You can set the Order to be Ascending or Descending You can also subtotal certain sort keys by setting the Subtotal field For example you can sort and subtotal the Slip Listing by each activity name e Report Entry Slip Listing Name Slip Listing Group Slips Use the Sort Groups field Selection Filters Sort and Subtotal to select a sort group Sort Groups g P Activity y So
296. ks Expense is not linked to an Activity You will still able to create a slip from this item by selecting the missing data on the next dialog Kelleher Brian amp Laura Kelleher Brian amp Laur Kelleher Brian amp Laura QuickBooks Checks and Vendor Bills Line Items Erama Select the line items that you want to convert into slips You will be able to select data values to override any warnings when you dick OK X Dates Type Payee Customer Account Qty Value Price 57 00 51 00 1 00 3 00 1 On the Line Items dialog box mark the line items that you want to create slips for Warning When creating slips you should create all slips at once When you click OK to accept the slips you will not be able to view or edit the details of the slips from this dialog box 2 Click OK Creating slips Create Slips Names 1 Timekeeper Sam If there is no linked dient Skip this item Use this dient Bishop If there is no linked activity Skip this item 1 Time slip Expense slip Expenses Description Use default description from the activity S Add the memo from the line item Add the check number Add the following text 1s 1 Use the fields on the Create Slips dialog box to assign names to the slips if names are not already linked to the accounting transactions 2 Optionally set Descriptio
297. l 2 1 May 24 2005 Invoice Invoice Numbe foie AARRAN 5 Hrs Rate Amount 5 Initials Full Name or Nickname 1 0 00 Description 0 00 Nickname 1 0 00 4 Amount Oty Price 5 24 2005 Initials Full Name or Nickname 1 0 00 Description 0 00 Nickname 1 0 00 5 Current 30 Days 60 Days 120 Days 0 00 0 00 0 00 0 00 0 50 inches Y 1 95 inches 1 field Data Client Bill Date Bil Header First Page Field Group Client Field List Address Line 1 Address Line 2 A Address Line 3 Address Line 4 ill Date CC Email Addresses City Client Address Standard Client City State Zip Client Name and Address Star Client Name and Address U S Client Name and Address w o Custom Field Discount Days Discount Amount Discount Balance if paid early Discount Date Due Email Address Full Name Full Name or Nickname 1 Full Name or Nickname 2 In Reference To Invoice Number Last Bill Date Nickname 1 Nickname 2 tee When you design bill layouts some options can affect multiple bill layout sections or affect the entire bill layout See Setting options that affect multiple bill sections on page 12 19 for more information There may be entire sections that you want to move to another part of the bill or completely hide See Hiding or reordering bill layout sections on page 12 22 for more information Finally you can edit fields and objects on
298. l begins with the bill header and ends with the bill footer with a variety of other bill sections in between You can use the Design page of the Bill Preview dialog box to design specific sections of the bill Not all bill layout sections are available here to design Use the Go to section field to select the bill layout section that you want to work with You can also change settings that control phrasing font styles and other options for each section See Chapter 12 Setting options that affect specific bill sections for more information Some examples of bill layout sections that you can design include Cover Page Body Use this section to design a cover page to use as a personal greeting or to summarize totals such as services and expenses included on the bill Bill Header First page Use this section to design the top of the first page of the bill For example you can add your company logo to the top of the page Footer First Page Use this section to design the bottom of the first page of the bill For example you may want to add today s date or the page number to the bottom of the page Customizable Section 1 This section starts off empty Use this section to design your own custom section or custom page For example you can create a cover page that summarizes bill totals Time Charges Itemized Use this section to design how time charges will display on a detailed bill For example you can include billing ra
299. l credits Occasionally you may need to issue a credit or discount for a bill that has already been paid in full The special credit transaction allows you to do so How to apply a special credit 1 Click Accounts Receivable List from the main toolbar or select Transactions Accounts Receivable to open the list of A R transactions Highlight the invoice transaction that you want to use as the source of the special credit and click Open Click Apply New and select Special Credit from the menu that opens The Accounts Receivable Entry dialog box contains two pages In the Source Invoice page enter amounts for fees costs and interest that you want to credit Sage Timeslips adds these amounts together in the Amount field Sage Timeslips does not confirm the values you enter against the amounts on the original invoice In the Applied To page you can apply the special credit to an existing invoice if any or mark Remaining amount applies to future invoice Creating bank deposit slips When creating a bank deposit slip you can specify that total that you 9 10 plan to deposit In Sage Timeslips bank deposit slips provide a method of associating payment and deposit transactions with a deposit that you make to a specific bank You can define specific banks as bank accounts in the Bank Accounts dialog box select Setup Bank Accounts For accurate data entry you can check the total amount of a bank deposit against the
300. leage Sage Timeslips calculates the value for expense slips slips created with an expense by multiplying a unit price by a numerical quantity You will create one task and one expense to become familiar with each process Exercise 2 Adding a task As you counsel your clients you will be conducting both in house and off site meetings In this exercise you will add the new task Counsel to the database 1 Click Guides in the lower left corner to open the list of guides 2 Highlight How to add Tasks and click Play 3 After reading the Information message box click OK to close it Sage Timeslips opens the list of tasks defined for your firm 4 You want to create a new task record Click New SP from the toolbar on the Task List dialog box 5 The Task Information dialog box opens Enter Counsel in the Nickname 1 field and C300 in the Nickname 2 field These nicknames will identify this task throughout Sage Timeslips 6 Click Continue on the Automated Procedure Active control bar Automated Procedure Active Click here to continue Sage Timeslips shows the fields for this task 7 Enter Counseling analysis and advice in the Name field This full name takes the place of the task nickname on bills Because you will bill at timekeeper rates there is no need to define task rates You can use slip making defaults to save time when entering slips Sage Timeslips enters values in these fields automatically on a new slip when you
301. lect the default bill F Include a cover page on the bill ene custom layout that Sage i Timeslips will assign Double click to enlarge greetings to clients 1 Select the default bill layout 2 Choose the level of detail to show for each time and expense entry 3 Click Next to continue creating the new database For more information on controlling the level of detail on bills see Determining the Appearance of Bills on page 12 14 User s Guide 6 6 Creating a New Database Timeslips User s Guide Select Accounting Link If you want to transfer your transactions to a general ledger Sage Timeslips lets you choose an accounting package link Create a New Database Select Accounting Link If you track your invoices in a general ledger Sage Timeslips may be able to transfer billing transactions to it This can help you avoid entering transaction information twice You can change this selection at any time by selecting Setup Choose Accounting Package Timeslips Accounting Link TAL TAL Pro for Sage 50 5 TAL Pro for QuickBooks 5 do not use an accounting package Select an accounting link so you can send transaction information to your general ledger Help 1 Select an accounting link 2 Click Next to continue creating the new database Select Features If you will not use some features Sage Timeslips lets you disable them Q Create a New Database tS Select Additional Feature
302. lips Today template to use with the enhanced navigator you can assign it within the Navigator Settings dialog box Click Change settings in the bottom left corner of the enhanced navigator Navigator Settings Office Manager Click Browse and select Timeslips Navigator uses this Timeslips Today Template OificeManagertst the Sage Timeslips Topic Lower Left Upper Right Lower Right Prepare biling S Client List Slip List Slip List Today template that you want to use Finish Biling Client List My Favorite Reports Other actions Accounts Receivable AJR Transaction List Clients with Overdue Balances Data Totals List Expense Expense List Slip List Data Totals List Clients with Overdue Balances Collections AJR Transaction List Clients with Overdue Balances Funds Client Funds Account List Client Funds Transaction List Data Totals List Manage names Client List Timekeeper List Other actions Help and support Timeslips Message Center Tip of the Day Other actions OK Cancel Help If you want to edit the sections displayed on the Sage Timeslips Today page of the navigator simply right click on the Sage Timeslips Today topic and choose Edit You can use the same techniques that you use to modify Sage Timeslips Today templates See Modifying Sage Timeslips Today templates on page 10 6 for more information on modifying individual Sage Timeslips Today templates Editing navigation sections Sage Timeslips uses na
303. lips from the database However Sage Timeslips offers a way to archive slips as part of the Purge process Typically most users will archive slips while purging slips They will use the File Archive command only when making a file to move slips between databases Moving slips between databases If you maintain separate databases and you can use the File Archive and File Combine commands to move slips between them We recommend that you make a backup of your Sage Timeslips database before archiving slips See Making an effective backup plan on page 16 8 15 10 Restoring Archives l 5 Moving slips between databases How to move slips between databases 1 2 Select File Archive to open the Archive dialog box In the Archive file path field enter the path and file name for the archive file for example C MyData My Slips sar If the file does not already exist Sage Timeslips will create it You can also add slips to an existing archive file using the Add to an existing archive option Use the Limit slips to fields to determine which slips to archive For example you can select use filters to set up selection filters to select slips Optionally mark Mark slips as exported check box Sage Timeslips will assign a status of Exported to all archived slips After you have determined which slips to archive click Archive to archive the slips Next move the archive file to the computer with the other database and use t
304. lly log out stations that are left open overnight Verifying Data Integrity 1 6 Backing up and restoring your database Verifying Data Integrity You can use the Data Verification dialog box to verify data integrity Database errors may not show up while using the regular functions of Sage Timeslips The Sage Timeslips administrator should consider reviewing the integrity of the database on a regular basis This allows you to detect small errors before they escalate Since it is a critical function you can only run it when all other timekeepers are out of the database Data Verification can analyze the contents of each file and identify problems It has a repair function as well However its repair function can only handle simple situations When Data Verification cannot correct errors you should either restore a database backup or contact the Technical Support department for an attempt at data repair To verify data select File Data Verification The Data Verification dialog box contains three areas Data Verification All tables in the database V Look for errors M Exclude Bill Images If Sage Timeslips detects errors you can attempt to Attempt to repair 3 repair them C Rebuild data indices Validation errors C Integrity errors Accounts receivable balances C Rebuild accounts receivable balances Rebuilding accounts receivable balances will remove bills for selected Clients from all bill stages Proof Sta
305. log box timekeepers can click Dismiss to close the alert This alert will not display again enter a time increment and click Remind to close the alert Sage Timeslips will redisplay the alert after the time increment passes click Open to open the data record that triggered the alert where timekeepers can view or edit the data While you can continue with other processes while the alert is open you must click either Dismiss or Remind to close the alert Using the Alert List dialog box You can use the Alert List dialog box select Special Alerts List to display multiple alerts at once From this dialog box timekeepers can e select an alert and click Open amp to open a specific alert see Using the Alert dialog box on page 10 13 e select an alert and click Dismiss amp to close the alert Sage Timeslips will remove the alert from the list and will not display the alert again 10 13 l 0 Reviewing Data Timeslips User s Guide Managing alert rules and alerts Select Special Alerts Manager to open the Alert Manager dialog box Here you can view the status and details of all alerts as well as determine how alerts display when you open Sage Timeslips You can unmark the Active check box for an alert to disable it ec Alert Manager Alert rules __ Description o When Total Balance is greater than 4000 00 When the count of all slips for a Task is greater than or equal to 5 When a Pay
306. ls then when you approve bills from this bill run Sage Timeslips opens the Email Bills to Clients dialog box Email Bills to Clients Mark the clients to whom you want to send bills and coNes via email Only clients with email addresses are shown below Clients that you have set up for email delivery are Marked automatically Clients selected for billing Client ABC Atlantic Bishop Eastern Kelley Engineering Nickerson Notth Project1 North Project2 Pierce X Send bill to x Also send a copy to Zi abe example com H abc biling example com stem managers example com eastem ar elleyeng example com ickerson example com jorth example com jorth example com jerce example com acoast example com Choose which bills to send via email and click OK to continue thl example com north2 example corr th example com north2 example com OK Cancel Help Reviewing Billing Data Using pre bill worksheets to review billing data Reviewing Billing Data Before printing bills you should review billing charges to ensure you will bill the expected charges The following list summarizes the easiest ways to review billing information Each of the following features displays nearly all elements of a bill and provides additional details on charges e Use the Pre bill Worksheet to print a hard copy of the billing information so that others in your firm can review the data see Usi
307. ly update the report after making changes on the Preview page Sage Timeslips will update the displayed report every time you make a change lt Automatically update the report after making changes See previewing reports in the online Help system for more information on previewing reports interactively Printing reports to the printer You can print Sage Timeslips reports to any printer accessible by your workstation Set Print to to Printer and click Print to print the report to your default printer You can click Print Setup from the Report Entry dialog box to set up the default printer You can click Save yy from the Report Entry dialog box to save the printer selection as part of the report definition Set Print to to Printer and click Print to open the Print dialog box where you can select the printer to print the report Printing reports to Excel Choose where the worksheet will print Choose how to format data in the worksheet Help If you want to perform your own calculations on report data Sage Timeslips allows you to export report data to a Microsoft Excel worksheet Set Print to to Microsoft Excel file and click Print to print the report to an Excel worksheet Before printing the report Sage Timeslips opens the Print to Excel dialog box where you can set up options that determine how the report will print Print to Excel Export options Create a new Microsoft Excel workbook
308. m Client Inception date Save As Retrieve OK Cancel Help You can set up selection filters to choose which closed slips to reopen When you click OK Sage Timeslips will update the slips When you reopen closed slips those slips will once again be visible throughout Sage Timeslips Visible slips always have the classification of Open in the Slip Classification filter on reports and in other functions Hiding Names 15 6 Over time names in your database such as clients timekeepers tasks and expenses can become old or obsolete You can change classification of a name to hide or remove it from Sage Timeslips 1 Atlantic 2 96 09001 Classification Open v For example if you want to change the classification of a client you can use the Classification field at the top of the Client Information dialog box The classifications are Open The name is active and visible You can see it in any list of names and its associated records are available on reports by default Inactive The name is not currently active You cannot enter slips or transactions for inactive names You cannot print bills for inactive name However inactive names can appear on reports when you use the classification filter to include inactive names Closed The name is obsolete and ready to be deleted You can delete the closed names with the File Purge command Until you purge the name you can reopen it by
309. m the pages of the Report List dialog box locate and highlight the report that you want to generate If the report does not exist on the list you can use the Create a Report wizard to add it see Adding New Reports on page 11 25 3 Optionally use the filter fields when available at the bottom of the Report List dialog box to set the range of data to include 4 Use the Print to field to select the destination for the report We suggest that you set Print to to Display as you change report settings 5 When you are satisfied with the report set Print to to Printer or another device see Printing Reports on page 11 21 For some reports the Report List offers fields where you can set up quick filters that rok Date Range can limit the data From 6 1 2006 to 7 31 2006 Ba included on the report Print to Display v Use the Print to field to choose the destination of the report 6 Click Print to print the report For more detailed information on printing reports see Printing Reports on page 11 21 11 Timeslips User s Guide Customizing Reports Designing and Printing Reports Sage Timeslips allows you to customize standard reports to meet your firm s needs The following example shows the ways you can customize reports You can design report headers using the Design page of the Print Preview dialog box You can select the data to include on reports using the Filters page
310. mail addresses should be in the format name domain extension Examples of valid formatting include john smith example com and jsmith example org Identifying clients to be sent statements by email The Email options group box on the Invoices page of the Client Information dialog box includes the Send statements via email field Mark Send Statements via email to determine if Sage Timeslips will automatically mark this client when prompting you to send statements via email See the next section Sending statements by email for more information Email options V Send bills via email Default d J la V Send statements via email Sending statements by email When you print statements the Send statements via email report option determines if Sage Timeslips will prompt you to send statements via email on finalization This option is located on the Report Options dialog box for the Generate Statements report For example you mark this option before you print statements and clients included on the statement run have email addresses When you finalize statements from this statement run Sage Timeslips opens the Email Statements to Clients dialog box You can use this dialog box to choose which statements to send via email Click OK to continue Setting up Clients to Receive Statements by Email l 3 Sage Timeslips will send statements by email to marked email addresses Email Statements to Clients This list includes all Mark
311. mat of the General Journal entries created by Timeslips using the options in the Transfer pages of the Set Up Accounting Link dialog box select Accounting Set Up Accounting Link Use the Transfer Method Style page to set up the transfer method cash or accrual the style of transfer detail or summary and if WIP will be transferred Transfer Method Style Method Specify the accounting method cash or accrual that Sage Timeslips will use to generate entries for QuickBooks Your selection will need to match the method already selected in your General Ledger If you are unsure which method to use please consult your accountant Cash Accrual Style Transfer invoices as Detail 5 Summary Transfer other transactions as Detail Summary WIP Transfer unbilled time slips as Work In Progress WIP Transfer unbilled expense slips as Work In Progress WIP Posting Entries to Your General Ledger 1 7 Setting Up Transfer Options Use the Transfer Options page to determine if you will be prompted to transfer after billing if you will transfer entries as checks QuickBooks only and to set up date rules for entries Transfer Options Options When suspense such as overpayments is transferred Post using the original payment date Post using the date of the transfer When a payment date is earlier than the invoice it is paying off Post the payment using the date of the original payment Post the payment using the
312. matically log out stations when they are inactive for a specified period of time For example if you schedule backups at night you can log stations out that left Sage Timeslips running Select Options Change Timeout Settings to set up this feature Select Options Settings to set up security restrictions for Station Administrator Protecting Your Database Your Sage Timeslips database contains irreplaceable information about your business Computers are not infallible you should not risk losing this data to computer failure You must ensure that regular database backups are made 16 7 16 Managing Databases Timeslips User s Guide Making an effective backup plan We strongly recommend that you use Sage Timeslips to make regular backups Restoring a backup may be the only way to repair a damaged database With several recent backups you can recover from an otherwise costly and time consuming disaster Use the following guidelines to create an effective backup plan Back up your Timeslips database on a regular basis The more frequently you make backups the less data you will lose if you must restore a backup Back up your database before making lots of changes to your database like approving bills purging data closing a period or any process that modifies a large amount of data Use a unique name for each database backup like today s date This ensures that you do not accidentally overwrite a previous backup
313. mation dialog box Client List M Nickname 1 ABC 98 10011 ABC Corporation ea ae Atlantic Warehouse amp Suppl oF New Ctri N Bishop amp Sons lab Open Ctrl O Early Bird Inc Close Ctrl Del Eastem Associates Howard Brothers Nickerson Boat Yard North Lake Consulting North Lake Consulting Pierce Oceanics Sargent amp Sargent Engineering Seacoast Marine Corporation Record Count A Change Classification Shift Ctrl 1 Shift Ctrl 2 v Nickname 1 Nickname 2 v All Clients N Shift Ctri A Accessing Lists of Names Timekeeper liSt eecesesceseeeeseeeseecceeesseeseaeeoneeseseseseesenes Ctrl U Client list ee ceeeeeeeeeneeeeeseeeeneeneeeeeeeesaeeeseeeeeeneeeaeeaaes Ctrl I Client reference list Ctrl Shift R MASK MSU seee riaa M aana naa aaa aaa A A ae EEA Ctrl Y Expense listrei ressesie Ctrl Shift Y B dg ts liSt ssanie tride iiaii Ctrl G Timeslips Main Toolbar Dial the Phone Client List Time Cut Paste Time Sheet Entry we FS O QR it amp PB Copy i New l foe List E Outlook Link Accounts Receivable List Task ual Billing Ass Client Funds List Timeslips Shortcut Menus Shortcut menus are available on any field within Sage Timeslip Right click on any field to open a menu of available commands specific to that field Right click on any area between fields to open a menu of available commands for the current dialog box Shortcut menus display common commands
314. me a case number or any other text information you may need to track Date Use this type to represent a date such as an inception date last contact date or any other date that you want to track e List Use this type to create your own list of items For each client you can select one item from the list For example you could create a Billing Cycle list that includes monthly quarterly and annual choices Timekeeper Use this type to assign an originating or responsible attorney to a client This type is only available as a client custom field e Percent Use this type to track a percentage such as a bonus amount Money Use this type to assign a monetary amount such as a budget amount Number Use this type to assign a numeric value Hours Use this type to assign a time value Each type of custom field has specific attributes that you can define List Type Custom Field Attributes x Use this dialog box to change the name required status or other details of a custom field You can mark the This is a required field check box to Name Billing Cyde require an entry in the field when you create a new name E This is a required field we New Sage Timeslips indicates that this Monthly Insert field is required with an asterisk Quarterly to the left of the custom field on the Custom page of the Delete Information dialog box Delete al Move Down Sort OK Cancel Help
315. ment Thank You w ug o amp Not yet applied 300 00 Date Invoice No Amount Fees Due Fees Paid Costs Due CostsPaid Int Due Int Paid 11230 2005 G 10000 1500 00 1500 00 1000 00 0 00 0 00 0 00 0 00 12 31 2005 G 10002 1600 00 1600 00 0 00 0 00 0 00 0 00 0 00 5 26 2011 G lo010 sazo ooo 302 32 0 00 2042 24 0 00 E Remaining amount applies to future invoice Transfer Money Apply All Apply One Clear Applies 5 Enter additional details for this transaction Please note that the transaction Amount can automatically default to the client s current A R balance total or you can enter an amount manually Look up Transactions page in the online Help for more info The Description field may contain a default description You can modify or replace the default description as needed Look up Transactions page in the online Help for more info 6 Click Save amp to save the transaction Entering Accounts Receivable Transactions 9 Applying payments and credits Reviewing the Status column The transaction list contains a status column which identifies the status E Proof Stage red envelope approved transactions yellow envelope c gt transactions that have been posted to the general ledger This information also appears within the Accounts Receivable Entry dialog box Sage Timeslips marks approved transactions with the date and invoice number Applying payments and credits When
316. ment Value is greater than or equal to 500 00 When a Payment From Account Value is greater than or equal to 500 00 D When you select a rule on the when a slip s Value is greater than or equal to 1000 00 i Alert rules list alerts When the total Value of all slips for a Expense is greater than or equal to amp C Harding triggered from that rule are displayed in the Alerts list Date__Datathat Triggered Alet Triggered by 5 25 2004 Accounts Receivable Transaction ID 15 iD Brickley Open L Dismiss Delete l Delete Dismissed Sage Timeslips can display alerts in a list instead of RE displaying them individually Display alerts in a list if there are 3 a or more active alerts upon login The Alert rules list displays all alert rules Use the toolbar buttons to the right to manage alert rules For example you can create a new alert rule duplicate the selected alert rule open the selected alert rule or delete the selected alert rule If you delete an alert rule Sage Timeslips automatically deletes all the corresponding alerts for that rule The Alerts list displays the alerts triggered from the selected alert rule Use the buttons at the bottom of the dialog box to maintain alerts For example you can open the Alert dialog box to display the selected alert dismiss or activate the selected alert delete the selected alert or delete all dismissed alerts 10 14 Designing and Printing Reports Overvie
317. mentation for additional requirements Free hard disk space 300 MB free hard disk space for installation excluding your database 75 MB additional for database Additional space required for database growth Additional space required for some functions such as when printing when printing bills to Adobe Reader Adobe Reader to review PDF files Adobe Reader v11 is included with the Sage Timeslips Installation 25 MB hard disk space additionally required Display Monitor Display supporting 1024x768 1024x768 or higher recommended Peripherals PC compatible keyboard mouse and printer printing on both sides of paper requires duplex compatible printer Modem if using the dialing features within Sage Timeslips Scanning functionality in Slip Attachments and Document Access requires TWAIN compatible scanner Sound card and speakers recommended for enhanced interaction Microphone or headset required for Speech Recognition support Printing on both sides of paper requires duplex compatible printer Network connectivity If using Sage Timeslips in a multiple user environment a network adapter appropriate to your type of network Internet connection required for using Sage Timeslips web features such as Sage Timeslips eCenter Highest quality network hardware possible Integration Sending bills and statements by email requires MAPI compliant email program such as Microsoft Outlook
318. mes in this way this process will review all linked client and contact names Updating Outlook contacts when adding or editing Sage Timeslips names When Update Outlook Contacts immediately when editing Sage Timeslips Clients is set to Yes within the Synchronize page of the Outlook Link Settings dialog box the Outlook Link updates data in Outlook contacts when you edit linked client names in Sage Timeslips Synchronization rules v Apply changes from Timeslips Clients to Outlook Contacts Update Outlook Contacts immediately when editing Timeslips Clients Ask v Prompt before adding Clients to Outlook v Apply changes from Outlook Contacts to Timeslips Clients lt Synchronize Clients when opening the Timeslips database The synchronization process will ignore some types of names See Names ignored during synchronization on page 14 7 How Sage Timeslips synchronizes names Sage Timeslips follows this process when synchronizing names 1 The Outlook Link reviews each open Sage Timeslips client and does one of the following a f the Sage Timeslips client is linked with an Outlook contact the Outlook Link makes updates to those names as needed f the Sage Timeslips client name matches an Outlook contact name exactly the Outlook Link automatically links the names If information for either name changes in the future the Outlook Link will update the names f the Sage Timesli
319. mesbury H H 2 Yes 811 35 Partially Paid 383 25 G 12449 2 27 2013 Amesbury 2 Yes 2 99 Unpaid 2 99 G 12655 3 27 2013 Amesbury 2 Yes 2 29 Unpaid 2 29 fig Total page count for marked invoices 13 Total invoice balance for marked invoices 5878 53 Total page count for listed invoices 2318 Total invoice balance for listed invoices 156283 44 Choose where to _ _ Ta T__ _ e reprint bills Delete Print to Display z ent pone tee You can use the View by field or the Selection button to filter the bills listed which can help you find the bills that you want to reprint For example you can list all bills for a specific client or list all unpaid bills You can also click on column headings to sort the bill list You can also use the Billing History page of Billing Assistant to reprint bills on a client by client basis Select Bills Billing Assistant click the Go to Billing Details button and then switch to the Billing History page 12 45 12 1 2 Billing Clients Timeslips User s Guide Because bill images consume hard disk space you may want to establish a limit on the number of bill images stored per client Select Setup General switch to the Other page and use the Save the last nn bill images per client field Sage Timeslips creates bill images only when you print and approve bills Printing Post Billing Reports Some reports are most useful at the end of the billing cycle Typically you print
320. meslips can scan for these messages and translate them into slips See Receiving Time and Expense Slips by Email on page 8 20 for more information about entering slips by email Entering Time and Expense Slips On a typical work day you will use Sage Timeslips to enter time and expense slips These slips detail who the timekeeper did what the task or expense for whom the client Sage Timeslips offers the Time and Expense Slip List dialog box and Slip Entry dialog boxes to simplify entering slips You can use Time and Expense Slip List dialog box to display a list of slips To open the Time and Expense Slip List dialog box click Slip List from the main toolbar or select Slips Time and Expense Slips The Time and Expense Slip 9 Time and Expense Slip List CE List dialog box can display all Slips in Sage Timeslips or View By Show only the last 1000 Slips entered oF a group of slips Selection All bn lar Date Timekeeper Activity Time Qty Value x IDs Client Reference Rate Price Billing status 4 16 2015 D Brickley Review analyze i i 2 00 00 300 00 a 43 Seacoast 150 00 Bilabe gi 4 17 2015 Review analyze 8 00 00 1200 00 2 at i i 150 00 Billable ie 4 17 2015 D Bri Telephone 15 000 2 85 amp 45 Pi 0 19 Bilable 4 20 2015 Local travel H 12 90 i 46 Billable 4 20 2015 Communicate in firm 47 4 30 2015 Appear for attend 48 5 15 2015
321. mportant Setup Options In addition to the settings you have already established there are several setup areas that you should configure before using Sage Timeslips You may not need to make changes in each of these areas but you should review the following topics to be sure Disabling features Sage Timeslips is a feature rich product It may include features that your firm will not use You can simplify the Sage Timeslips interface and speed data entry by removing features that you do not need 6 11 6 6 Creating a New Database Timeslips User s Guide Configuring Sage Timeslips manually You can manually hide any features included with Sage Timeslips by using the Features Enabled dialog box select Setup Features Enabled The Features Enabled dialog box displays the list of features that you can enable or disable Click on any feature to view a description of that feature below it a 3 Features Enabled ese You can review and aes j disable features aa Name Information Client Settings using the Features x Client Settings Enabled dia log box When you enter time you must also choose the hourly rate at which you will bill the time You can Bill Arrangements select the billing rate manually whenever you enter a time slip or you can set up Sage Timeslips to Timekeeper assign billing rates automatically Ea F Rate selection rules Used Rarely 05 20 2011 a Appi V Largest Rate Tabl N d B JLar V Budgets W Largest Rate
322. multaneous users In firms where multiple users will access Sage Timeslips the database must be located on a shared hard disk such as a file server and you must assign a separate station license to each workstation Using the Create a New Database wizard Identifying administrators Sage Timeslips lists the number of station licenses purchased and the number in use in the About Sage Timeslips dialog box select Help About Timeslips To purchase additional licenses call 800 285 0999 or visit our web site at http www SageTimeslips com Using the Create a New Database wizard Help You can create a new database or select an existing database to open O N Creating a new database is easy with the Create a New Database wizard This wizard walks you through creating a new database and prompts you for each piece of information needed The following steps detail the process of creating a Sage Timeslips database using the Create a New Database wizard Sage Timeslips also offers commands to create a database based on your current database or to create a database based on a database backup Look up creating databases in the online Help for more information about these commands Starting the Create a New Database wizard 1 If necessary start Sage Timeslips select Start Programs Sage Timeslips Sage Timeslips by default 2 Open the Create a New Database wizard If you are opening Timeslips for the first time the Wel
323. n page 7 3 Determine if clients should follow the client project method see Using client projects on page 7 11 Define templates for clients timekeepers tasks and expenses that can copy defaults to new names see Setting name classifications on page 7 5 and Using new name defaults on page 7 4 Define custom fields if you need to track other data for clients timekeepers tasks and expenses see Creating and using custom fields on page 7 5 Before entering slips and transactions Before entering slips and transactions you should consider the following checklist m m Set up slip approval to determine which slips are ready for billing see Approving Slips to Appear on Bills on page 8 24 Optionally disable features or fields that you do not plan to use see Disabling features on page 6 11 Define the rules that Sage Timeslips uses to select billing rates automatically on slips see Assigning billing rates on page 7 5 Set up abbreviations for use when entering text throughout Sage Timeslips see Using abbreviations in text descriptions on page 4 9 Customize personal preferences to suit the way you use Sage Timeslips see Establishing preferences on page 6 13 Set up custom fields for fee allocation see Allocating fees to timekeepers on page 7 8 Enter tax settings jurisdictions tax rate rules and tax profiles see Setting up taxes on
324. n Sage Timeslips select Help Purchase Add on 2 Enter the configuration code for your Sage Timeslips Add On product This configuration code was sent to you in an email message Click Next 3 Verify that the configuration code corresponds to the Sage Timeslips Add On feature that you want to install If the configuration settings are incorrect click Back to re enter the configuration code otherwise click Next to continue 4 Sage Timeslips will indicate when your installation is updated Click Done Installing Sage Timeslips locally After installing Timeslips on a network drive on the Sage Timeslips Server and mapping the same drive letter from each workstation to the appropriate folder on the Sage Timeslips Server you can install Sage Timeslips locally on each workstation The local installer copies program files from the Sage Timeslips Server to a network workstation This allows users to run the Sage Timeslips from their workstations while sharing a database on the Sage Timeslips Server See Using mapped drives on page 2 3 for additional information about mapping network workstations to the Sage Timeslips program folder Getting the Latest Release Installing Sage Timeslips locally How to locally install Sage Timeslips on your network workstation 1 At the network workstation start Windows If any other applications are open close them now 2 From the Windows taskbar select Start Run and click Browse Select Setu
325. n each station select Options Diagnose This Computer See Diagnosing problems on page 16 12 for more information It displays the number of licenses purchased the names of stations assigned a license and the names of stations accessing Sage Timeslips through terminal services Select Options Licenses in Use to monitor licenses to determine if you need more licenses You can also use this command to clear a license when a station no longer needs to use it so another station can use it It can help solve licenses problems Select Options Remove Current Station at a station that has a license problem to clear license information When you restart Sage Timeslips at this station license information will be refreshed You can also select Options Freshen Login to refresh login information which may solve license errors It can solve Another program is accessing your Sage Timeslips database errors Select Options Change Install Path to select the configuration file used by the current station Be sure to use the same file path on all computers on which you install Sage Timeslips see Installing on a server and multiple workstations on page 2 5 It can share licenses on a station the has multiple operating systems Select Options Multiboot Station License on this computer It can force a station to select a database the next time it runs Sage Timeslips Select Options Clear Database Path on that station It can auto
326. n if the Outlook record is not yet complete To do this highlight a record within Outlook and use the Timeslips Create Slip command For example if you highlight a task in the Outlook task list and select Timeslips Create Slip the Outlook Link will prompt you to create a slip based on that task When using either method the Outlook Link opens the Create Slip from Outlook dialog box to allow you to create a slip When you save the slip information the Outlook Link saves the new slip in Sage Timeslips See Using the Create Slip from Outlook dialog box on page 14 12 for more information Using the Create Slip from Outlook dialog box The Outlook Link uses the Create Slips from Outlook dialog box when creating time or expense slips from Outlook When you save the information the Outlook Link creates the new slip within Sage Timeslips This allows you to create slips without having to open Sage Timeslips 14 12 When you create time or expense slips from Outlook the Outlook Link opens the Create Slip from Outlook dialog box where you can specify the information for the new slip a Create Slip From Outlook Task Time Timekeeper Task Client Reference Value C Harding Sd zj lt None gt d Extra Review Atlantic case file Start date 5 5 2008 E End date 5 5 2008 Billing status Billable k Rate Timekeeper Ad 7 00 00 6 00 00 amp Time estimated Time spent l
327. n options at the bottom of this dialog box these options control which text to use for the slip description 3 Click OK to create slips 17 13 17 Connecting with Your Accounting Program Timeslips User s Guide Verifying new slips Select Accounting Create Slips and then switch to the Completed page Select one or more transactions from the list Note to select multiple transactions click the first transaction and then press the Ctrl key while you click additional transactions Click View Slips The Time and Expense Slip List will open showing the slips created from the selected transactions You can review the slips and edit them if necessary Posting Entries to Your General Ledger g Help In your typical billing cycle after you have prepared billing data in Timeslips you are ready to print bills You print bills in Timeslips using the Generate Bills report select Bills Generate Bills Refer to the Timeslips User s Guide for more information on billing your Timeslips clients For more information on posting entries look up posting entries to your general ledger using TAL Pro in the Sage Timeslips Help index When you approve Timeslips bills TAL Pro will generate associated general ledger transactions based on your accounting method transfer options and the accounts that you have set up You can post these transaction to your general ledger Setting Up Transfer Options 17 14 You can determine the for
328. n the bill the flat fee amount is not itemized separately from the slip charges To annotate a recurring fee use a recurring slip instead Contingency flat fee Slips are shown on all bills but nothing is charged to the client until the final bill At this point you can calculate the amount to bill your client based on the accumulated slips a flat fee amount of your choice or a percentage of either amount Minimum hours flat fee This bill arrangement calculates the value of fees based on the number of hours worked Instead of using slip rates it applies an absolute flat fee for a specified number of hours worked It assigns an hourly rate to slips beyond the specified threshold If the hours threshold is not reached an option determines whether you will charge the entire flat fee or a prorated amount This type of flat fee covers time charges only Percent Complete flat fee This type of flat fee commonly used by architects is divided into phases each making up a percentage of the total fee You bill the client based on the percentage of each phase that is complete at the time of the bill This type of flat fee covers time charges only The bill can optionally print a table of phases Progress billing total This bill arrangement keeps time slips in WIP over a series of bills until the final bill You determine the charges on each bill Slips covered by the arrangement will not print on the bill until the final bill On the final bill
329. n toolbar button Date Range From E to See Chapter 11 Designing and Printing Reports for more info Overview l 0 Viewing billing data Viewing billing data Sage Timeslips offers tools that provide an overview of your billing data and an opportunity to edit any billing data quickly Because these tools are closely related to the billing cycle we describe them in more detail in Chapter 12 Billing Clients e Billing Assistant Use Billing Assistant to view billing details for clients that are ready to bill Like the Pre bill worksheet select Bills Pre bill Worksheet Billing Assistant offers insight into each client s up to the minute status and provides every detail that contributes to the calculation of the client s next bill Billing Assistant Billing Assistant List View 4 Goto Biling Detail i Get Updates Client Billing Overview for ABC Showing All clients with new charges Q Change Biling Rule ar Cormoration Dianna Include Nickname1 4 Nickname 2 Hold i Stage Balance Suite 1001 E 617 555 2313 Boston MA 02114 m 2557 64 abc example com ml 5686 47 D Kelley Engineering z 18919 Bill zj a fz Nickerson i 443 07 Stage pg gt tS gt oz gt Coe si North Project l 710 00 i eey T MEE I PEAS z North Project2 337 50 Bill Overview o Pierce 152 55 Total fees ime charges m Seacoast 5925 28 Total costs expense charges ee A Total fees and costs Billing As
330. n you start your workstation 2 when TimeCapture starts it can show the list of entries 3 when you use other applications TimeCapture can track the time spent Editing Time Entries 8 14 While you are tracking the time spent in other applications you may want to change details about one or more entries You can do this in the following ways Merging Time Entries You can quickly merge time from one or more time entries to another Simply drag the source time entries and drop them onto the target time entry For example if you want to move the time spent from an entry for the timer named Microsoft Word Documentl and add it to the timer named Microsoft Word MyLetter doc drag the Document time entry and drop it onto the MyLetter doc time entry TimeCapture will remove the time entry for Document and add its time to the time entry for MyLetter doc Any notes in Document will also be merged with notes for MyLetter doc Editing Details of Entries You can edit the details for one or more entries To edit a single time entry double click it from the entry list To edit multiple entries click on an entry in the list and then hold the Ctrl key while clicking additional entries Once all the entries that you want to edit are highlighted you can click Open uw from the toolbar To edit a group of entries double click on the group name from the entry list Entering Time Using TimeCapture 8 Setting Up Rules The TimeCaptu
331. nal accounts If TAL Pro cannot find an account type it will look for a more general account in the same account category until it reaches the main account 17 18 Posting Entries to Your General Ledger l 7 Understanding Accounts For example your firm tracks charges for timekeepers and you have the following accounts set up Account Account number General account for all charges 1300 General account for fee charges 1400 General account for cost charges 1500 Specific account for Bob Neely s fee charges 1410 Specific account for Joan Smith s fee charges unassigned You approve a bill that includes fee charges for timekeepers Joan Smith and Bob Neely When transferring information to your general ledger TAL Pro looks for specific accounts for fee charges for each timekeeper Based on the example above TAL Pro transfers fee charges associated with Bob Neely to account 1410 However because you have not defined a specific charges account for fees for Joan Smith TAL Pro will use the general fees account for charges 1400 If you had not assigned an account to that account category TAL Pro would use the general Charges account 1300 In the Account Links dialog box this set up would look like this The general Charges account Sage Timeslips Accounts Hide assigned accounts d Cash 1200 The general Charges account for Fees Charges 1300 Fees 1400 The specific Charges account for Timekeeper Bob Neel
332. nd Posting Entries 4 After clicking OK on the Transfer to G L dialog box the G L Entries Ready to Post dialog box opens showing all entries that match your filters that are ready to post to the general ledger G L Entries Ready to Post lelak The following transactions can be posted to your general ledger Use the buttons below to print a listing of these transactions or export the transactions to the general ledger GA Account Totals Summary Post ID Type Trans Date Client TAL Account G L Account Invoice Debit Credit PostDate Trans Desc G L Account Name 4 12 2013 Kelleher Brian amp Lai Cash 1499 a i 1111 00 I A 31 00 A I 100 00 A I 100 00 A 400 00 Total 5513 83 5513 83 Print Post to QuickBooks ciose Use the G L Entries page to see the details of the entries Entries with errors will have a red X in front of them Optionally click on column heading to re sort entries Use the G L Account Totals page to see totals of each general ledger account with entries Use the Summary page to see a summary of all entries listed 5 Optionally click Print to print a report of the entries displayed 6 Click Post to post the entries to the general ledger 17 23 17 Connecting with Your Accounting Program Timeslips User s Guide Reviewing Past Transfers g Help 17 24 After posting entries to the general ledger you
333. nformation message box click OK to close it Sage Timeslips opens the Report Entry dialog box 4 Click Print to print the slip listing to the display 5 Click More to view additional pages of the report or Print to print the report to the printer Your new slips appear at the end of the report 6 Press Ctrl W to close all open dialog boxes What s Next Now that you have learned about basic data entry and report procedures you are ready to use other functions and features in Sage Timeslips To learn more about the features Sage Timeslips offers please use the other automated guides while accessing this sample database review the remaining chapters of this user s guide and access the online Help system Creating a New Database Overview 6 2 Identifying administrators 6 2 Understanding Database Concepts 6 2 Using the Create a New Database wizard 6 3 Establishing General Settings 6 9 Entering firm information 6 9 Setting terminology 6 9 Determining aging periods 6 10 Other settings 6 11 Using the Getting Started wizard 6 11 Important Setup Options 6 11 Disabling features 6 11 Controlling access to Sage Timeslips 6 13 Establishing preferences 6 13 Before entering names 6 15 Before entering slips and transactions 6 15 Before printing bills and statements 6 16 Considerations for Databases with Multiple Users 6 16 6 Creating a New Database Timeslips User s Guide e Creating a New Database Overview Before you can
334. ng Help menu commands Using the Online Help System This user s guide is a starting point it introduces you to Sage Timeslips Use it to get oriented with the main features The Help system contains complete documentation including overviews of all major concepts and step by step procedures for performing each function Use the Help system as your primary resource for Sage Timeslips information This section describes the information available in the online Help system and the ways you can access it Understanding Help menu commands Commands on the Help menu provide access to the online Help system Along with the typical Help menu items this menu includes the following commands Online User s Guide Provides overviews of the different areas of Timeslips Choose an area to learn more about those features or search for a topic using index keywords to the left How To Provides step by step instructions for common objectives in Timeslips What s New Describes the features that are new to this version of Sage Timeslips Upgraders can use this command to find information on new features added in this and past upgrades Tip of the Day Provides tips about different areas of Sage Timeslips see Using the Tip of the Day on page 3 9 Guides Opens automated guides that can walk you through tasks using your own data see Using Automated Guides on page 3 8 View Training Videos Opens training videos that can show how
335. ng pre bill worksheets to review billing data on page 12 9 before you generate bills e Use the Billing Assistant dialog box to interactively explore and edit billing data for clients that are ready to bill Here you can view bill totals for each client and the detailed records that produce them see Using Billing Assistant to review billing data on page 12 10 Use the Firm Assistant dialog box to review a billing overview for your entire firm with totals and subtotals for each client Here you can view billing totals for all clients at once see Using Firm Assistant to review billing data on page 12 13 Please note that after you use one of these methods to review billing information you can also print bills to the screen to review them See Chapter 12 Previewing bills for more information Using slip approval If you use the slip approval feature approvers must also approve slips before those slips can be included on bills Pending slips and rejected slips will not appear on bills See Approving Slips to Appear on Bills on page 8 24 for more information Using pre bill worksheets to review billing data For more info on the pre bill worksheet look up pre bill worksheet in the online Help Help When you print bills they hide much of the original information and settings that is used to calculate the total charges For example If you are using flat fees adjustments markups p
336. ng the Sage Timeslips program files click Next After copying the necessary program files to your computer the Select Program Folder view opens 7 Select the program folder where you want the Setup program to create your Sage Timeslips shortcuts After selecting the appropriate program folder click Next to continue 8 Sage Timeslips completes the installation procedure Choose additional options creating desktop shortcut installing Adobe Reader reviewing the readme document or checking for program updates and click Finish Getting the Latest Release We may occasionally issue a Service Release SR for Sage Timeslips We recommend that you periodically check to ensure you are using the most up to date release Within Sage Timeslips select Help Sage Timeslips on the Web Download Latest Update Automatically updating Sage Timeslips locally In a network environment when the Sage Timeslips administrator updates Sage Timeslips on the Timeslips Server with a service release Sage Timeslips can detect new files As other workstations open Sage Timeslips the update process will update files on workstations automatically 2 2 Installing Sage Timeslips Timeslips User s Guide Converting from Another Billing System If you have time and expense data from another program you will want to transfer as much of that information as possible into your Sage Timeslips database There are three methods of transferring information manu
337. nges the status of a connection mark the check box to the left of a name and click the Disconnect Update or No Update buttons Sharing Data with Other Programs Around your office there are many potential sources for billable data Your telephone and photocopiers can be sources for expense slips Your contact management software can provide time slips Your hand held computer may track time and expenses in the field Some other software manufacturers have integrated their products with Sage Timeslips See the documentation included with these products for information on how to connect with Sage Timeslips For a list of products that connect with Sage Timeslips visit our web site at http www SageTimeslips com If the program you use does not connect with Sage Timeslips there is another option Sage Timeslips can import and export many types of data such as slips and clients This section covers the File Import and File Export commands 16 15 16 Managing Databases Timeslips User s Guide Importing data with TSImport For more info 8 on TSImport Help see the online Help system within TSImport Sage Timeslips includes a separate program called Sage Timeslips Import TSImport that can import data into Sage Timeslips TSImport handles several common text file formats and generates slip client timekeeper task expense and reference records from the data found in those files TSImport is flexible You
338. ngs above Units and Amount Column Page break after each subtotal when itemizing slips Alignment Section headings to Second column of slips Total headings to Second column of slips Subtotal headings to Second column of slips Summarized slips to Second column of slips Billing arrangements ltemize client adjustments after printing slip charges v Subtotal slip charges prior to printing client adjustments With a flat fee show charges from slips marked override Only show slips marked override OK Cancel Help 12 19 12 Billing Clients Timeslips User s Guide You can edit any phrase that appears on the bill Phrases that have been edited are bold in the list Phrase Description indicates how Sage Timeslips uses the current phrase on the bill Phrases used in section s indicates which bill sections use the current phrase You can change the font styles for any area of the bill You can quickly change the font for all fonts styles 12 20 Setting global phrases Use the Phrases page of the Global Bill Layout Options dialog box to change phrases that appear throughout the bill Global Bill Layout Options Layout Phrases gt For Styles Page Orientation Global phrases Default Phrase Professional Services from Primary CLIENT Progress billing amount Oty Qty Price Rate Restatement of billed Additional Charges Restatement of
339. nneanrnneenarrnsrnernnnena Esc Move to previous page of info eee eee Shift F6 Move to next page of info SAVENaMe nare aN dee nen ee eee eee Move to first NAME eee ceesceeceeeesesseeeeeeeeeeseeeeees Move to previous NAME ee eee eee eeeeeeteeeeeeeeeeeeeees Move to next NAME 2 0 2 eee eeetcecceeeeeesseaeeeeeeeesesseeeeeeeeenees Move to last NAME ceceeeeeeeeeeeeeeeeeeeeeteeeeeeeeaee Name fields on slips New name ec eeeeeeeeee cence eeeeeeeeeeeeeeeeeaeeeseeeeeeeeeees Ctrl Shift N Open name Ctrl Shift O Show nickname 1 cccccececeeeeeeeeeeeeeeseeeeeeeeaees Ctrl Shift 1 Show nickname 2 cccccceeceeeseeeeeeeeeeeseeeeteeeees Ctrl Shift 2 Switch to task from Expense field Ctrl Shift 3 Switch to expense from Task field Ctrl Shift 4 Description and notes fields Select entire contents of field 2 0 0 2 cceeeeeeeeeeeteeeees Ctrl A Copy selected text to clipboard cceeeeeeteeees Ctrl C Delete selected text and place in clipboard Ctrl X Paste text from clipboard Ctrl V Delete the selected text eccceceeeeeeseeeeeeteeeeeeneeeeeeee Ctrl Del Revert the last entry cccscssccssssesssesseretstesserseseseseeees Ctrl Z Spell check the current word cceeeceeeeeeeeeeeeeeeeeteeeeaees F4 Spell check the entire field s nsnnnsnesnneneaen ennenen Shift F4 Grammar check the entire field Shift F5 Open list
340. nses Timeslips User s Guide Approving Slips to Appear on Bills 8 24 Help Some firms need more control over the slips that are included on bills For example new timekeepers may enter incorrect or private information on slips Remote timekeepers might enter many slips by email or through Timeslips eCenter In these scenarios incorrect or unauthorized charges could get past a review cycle and be included on a bill The slip approval feature adds more safeguards to the billing cycle requiring approvers to authorize slips before they can appear on bills For more information look up approving slips to appear on bills in the online Help system Understanding approval statuses Sage Timeslips uses three statuses for slip approval Pending As timekeepers enter slips Sage Timeslips sets their approval status to Pending This status indicates that the slip is awaiting slip approval Pending slips will not appear on bills Rejected If an approver requires the timekeeper to change details on the slip the approver will change the slip s approval status to Rejected This status indicates that the slip must be edited and resubmitted for slip approval Rejected slips will not appear on bills Approved When an approver authorizes a slip to appear on a bill the approver will change the slip s approval status to Approved This status indicates that the slip can appear on bills When you use this feature these
341. nt bank deposit slip The Total Entered shows in red text if it doesn t match the Total Planned 6 Click J to close the Bank Deposit Slips dialog box If the Total Planned does not match the Total Entered a reminder message appears Entering Client Funds Transactions You can use client funds accounts to track retainer fees or manage trust funds for your clients You can set funds accounts to automatically pay new charges on a bill and to maintain minimum balances You use client funds transactions to increase or decrease funds account balances Using bank accounts For more info Q on bank accounts look up bank accounts in the online Help Help You can set up custom transaction terminology for each bank account Sage Timeslips allows you to set up bank accounts for your firm and funds accounts for each client Bank accounts provide a way to group funds accounts for multiple clients You may want to create a bank account in Sage Timeslips to represent all accounts at a particular bank or all accounts belonging to related clients When printing funds related reports you can group information by bank account allowing you to review this information easily Select Setup Bank Accounts to open the Bank Accounts dialog box where you can maintain all your firm s bank accounts Click New or Duplicate to create a bank account or click Open to edit an existing one This dialog box allows you to set up bank details and
342. nt field and continuing to the bottom of the slip Customizing movement in the Slip Entry dialog box The Slip Movement Rules page of the Personal Preferences dialog box select Setup Preferences allows you to set the tab order and define custom keystroke combinations to move the focus to specific fields on the Slip Entry dialog box Field Name Hot Key Jump Slip Type a Move To To Timekeeper v Move Up Activity v Client Alt Shift C V Move Down Reference i Move To End Custom i Description i Alt Shift D Start Date fields Sage Timeslips will jump to when pressing F7 8 8 Entering Time and Expense Slips 8 Understanding values on slips When creating slips it is not necessary to edit each field manually Other dialog boxes in Sage Timeslips can supply default values for new slips The Slips page of the Personal Preferences dialog box contains settings that determine which fields Sage Timeslips copies from the previous slip to a new slip Sage Timeslips can a Copy Slip Fields automatically copy fields The options below can speed up the slip entry process by copying certain fields from the from the current slip to a previous slip Mark the fields that you want to copy to new slips new slip Timekeeper Type of Slip Client Task Reference Expense Dates Extra Slip Timer F Start timer when creating a new time slip Using default values When you create new task names and expense names you
343. nt to justify text For example if you centered fields within a section you may also want to center justify the text of the field The status bar will indicate the last field selected and will also indicate the number of fields currently selected Firm Name a irm Address Standard o 2 Click the Center Text Justify button from the toolbar Firm Name Firm Address Standard o Determining the Appearance of Bills l 2 Assigning bill layouts to clients Layering fields You can stack fields and then move the layers up or down to create effects For example you can draw a box around a field 1 Click the Rectangle button 4 from the toolbar 2 Click on the bill layout section above the top left corner of the field to begin the box and while holding down the left mouse button drag the mouse cursor past the bottom right corner of the field to end the box The box covers the field Firm Name Firm Address Standard i 4 3 With the new box still selected select Tools Field Layer Move to Back to move the box behind the address fields Firm Name Firm Address Standard Previewing bills While designing bills you might want to see the effects of your design decisions before printing a bill run You can click the Preview tab to preview your bill layout Bill Preview Click the Preview tab to switch to the review Design Preview page Layout Edit View Section
344. ntifying administrators Every Sage Timeslips site should have someone assigned to manage issues such as installation security network administration and database backups We consider these people Timeslips administrators They should be trustworthy and knowledgeable because they will have full access to the database and will be controlling access for other users They will also be performing crucial database functions that could result in data loss if done incorrectly We recommend that you ensure that only the Timeslips administrator is in charge of performing the functions described in this chapter Understanding Database Concepts Your valuable data all of your clients slips payments and more is stored in a database Sage Timeslips stores each database as a group of files in its own folder You should make a note of the location of each database You will need to know the location of the database in order to perform some database management tasks Each database contains a master file named Main db When opening a database you will be prompted to locate this file While your firm will typically work with only one database a single copy of Sage Timeslips can maintain several databases For example you may work for several companies tracking their billing information and each company needs its own database Some firms may require that employees use their own databases to track slips and clients Each database can support multiple si
345. nting Statements 1 3 Printing and finalizing statements Editing statements onscreen When you preview statements you can edit statement data onscreen When you place the mouse pointer over data on the bill it will display in yellow or blue Click on an area highlighted in yellow to drills down to a specific record For example can click on a payment to open the details of that payment 5 17 2005 Payment from account t 300 00 70 00 Click on an area highlighted in blue to drill down to a specific field on that record For example you can click on the payment date to open that transaction and highlight the transaction Date field ETG payment from account 300 00 70 00 When you change statement data you may want Sage Timeslips to update the previewed statement automatically Mark Automatically update the report after making changes at the bottom of the screen to update the displayed statement when you make a change v Automatically update the report after making changes If you are not updating the previewed statement automatically click Update 4 from the toolbar to update the statement when you are done making changes Look up previewing statements in the online Help system for more information on editing statements onscreen Printing and finalizing statements For more info see printing envelopes for Help p statements in the online Help When you have configured all settings s
346. o remove the current bill Filtered clients tlantic ke amp Remove from Bill Run Sage Timeslips does not change any data for this client it just removes the client s bill from the current bill run If you close the Print Preview dialog box before printing the bill run Sage Timeslips will not remember which bills you removed from the bill run The next time you print a bill run Sage Timeslips will include this bill Updating previewed bills with changes When you change billing data you may want Sage Timeslips to update the previewed bill automatically Mark Automatically update the report after making changes at the bottom of the screen to update the displayed bill when you make a change v Automatically update the report after making changes If you are not updating the previewed bill automatically click Update from the toolbar to update the bill when you are done making changes Other ways to preview billing data Sage Timeslips provides many resources to allow you to review billing data in other ways See Reviewing Billing Data on page 12 9 for more information Printing the bill run 12 40 After previewing bills see Previewing bills on page 12 35 you are ready to print bills to the printer On the Report List dialog box or the Report Entry dialog box you can use the Print to field to determine where to print bills When you are ready to print bills for your clients you will ty
347. o the left of the master client name on the Client List dialog box Slips default to No Charge Use this status to track clients for whom the work you do is most often billed at no charge If you select this option Sage Timeslips sets the Billing status field to No Charge on time and expense slips for the client You can override this setting if needed Overhead only Use this status to track clients for whom the work you do is never billed While an Overhead client will not appear on a bill you can still track slips for internal use This allows you to maintain accurate productivity records for your firm and a complete audit trail of work done Restrict slip entry Selecting this status will cause a warning message to appear when you create a slip for the client A practical use for this status is for clients whose unpaid balances may lead your firm to prohibit doing additional work for the client Creating Clients Using client projects Using client projects For more info on projects look up client Help projects in the online Help There are two ways to set up projects for clients using the client project naming method that is described here and using client references Creating Client References on page 7 14 The client project naming method allows you to set up clients with multiple projects Each project can maintain its own client settings such as bill arrangements client budgets accounts rece
348. obe Acrobat Reader Printing reports to a rich text file If you want to edit reports in a word processing program you can print Sage Timeslips reports to RTF rich text format files Set Print to to RTF file and click Print to print the report to an RIF file Even with all of its report formats and report options you may need to format report information in a way that Sage Timeslips cannot When you print to this format Sage Timeslips creates a file that is editable in word processing programs This format preserves the fonts formatting and positioning of report data while still allowing you to edit the report Changing the font size and style should not disrupt the formatting Sage Timeslips does not support graphic images when printing to an RTF file Printing reports to a text file If you want to edit reports in a word processing program you can also print Sage Timeslips reports to text files Set Print to to Text file and click Print to print the report to a text file When you print to this format Sage Timeslips creates a file that is editable in word processing programs but does not retain any of the formatting or layout of the original report This file contains plain text only Printing reports to a delimited file 11 24 If you want to export report data for use within another program such as a database program you can print Sage Timeslips reports to delimited files When printing delimited files Sage Timeslip
349. odS seseessseesesresessesesresesreserreseereseesereseene 6 10 Other Settings innsinn o EA a E 6 11 Using the Getting Started wizard sesesssseesesssrsreresesrereresesese 6 11 Important Setup Options eeeeeeseeeseeseeseeseeesseseeseeeseeeseees 6 11 Disabling features se eesssesessecessseeeeecsceeecescasseeeeseasseseeeeesesseeees 6 11 Controlling access to Sage Timeslips s sessssseesessesseeseeseeserseesessess 6 13 Establishing preferences 00 sesessesssseesseseeeeesseseeeeecaseeseeeeesaeseeees 6 13 Before entering NAMES eee eeeeeseseeeeeeeseeeeneeseseesenenenenenees 6 15 Before entering slips and transactions sssssessesseesesseeseeseeseeseesees 6 15 Before printing bills and statements cece eseeeseseeeseeeeeeeee 6 16 Considerations for Databases with Multiple Users 6 16 Table of Contents Timeslips User s Guide Chapter 7 Entering Names vi Overview a r VEE E Ea TEE ETNE a e taes 7 2 Creating Names sicccssctsscccccsectasccestscctacveassciecdecctassyaertasedesstnsdaiesies 7 2 Selecting a nickname CONVENTION ee eeseesseteeeeeeseseteteeeeaeseseeeeaes 7 2 ACCESSING NAMES uso jni tde h REEE E EREA 7 4 Setting name classifica Nons annin a a A 7 5 Assigning billing ratesiccsssscstsvsvsesnsrsasesasssasssasesasesasesaseseonseonsnsesesnsese 7 5 Creating and using custom fields sseseeseeeseetesesesesesesesesees 7 5 Creating Timeke p r Sonnisen ii 7 7 Entering timekeeper informati
350. of abbreviations ccceeeeeeeeeeeteeeeees Ctrl F7 Insert private text indicator eee eeeeeeeeeeeeeeteeeteteee Alt Ins Timeslips Shortcut Keys Timeslips provides many ways to access commands and dialog boxes These shortcut keys are available in specific areas of Timeslips To access the command press the key or keys indicated For example press Ctrl N to create a new record This means that you press and hold the Ctrl key and then press the N key Accessing Billing Commands Open Billing Assistant c eeceeeeseeteeeeeeeeees Ctrl Shift B Update Billing Assistant data eee Ctrl Shift L Generate bills outside Billing Assistant eee Ctrl B Approve or clear a group of bills Ctrl Shift A Client billing NiStOry ssseeeeseeseeieeieisereereirsrrnsresrerenrens Ctrl H Timekeeper billing history cece Ctrl Shift H Accessing Lists of Data Slip list time and expense entries eeeeeeeeeeeee Ctrl M Accounts receivable transaction list Ctrl T Client funds transaction list cee eeeeeeeeeeeeeeeereeeeeeeee Ctrl F The following buttons are available on the main Sage Timeslips toolbar You can choose to show or hide this toolbar in the Interface page of the Personal Preferences dialog box Pressing the Shift key clicking a List toolbar button is a shortcut to open the associated data entry dialog box For example Shift clicking the Client List toolbar button opens the Client Infor
351. of the Timeslips User s Guide Click Next to continue The Ready to Install Timeslips view opens The Setup program is ready to install Timeslips on your workstation or network drive Click Install to begin installing Timeslips After copying the necessary program files to your computer the Select Program Folder view opens 2 7 2 2 Installing Sage Timeslips Timeslips User s Guide 12 Select the program folder where you want to create Timeslips shortcuts Click Next to continue 13 Sage Timeslips completes the installation procedure Choose additional options creating desktop shortcut installing Adobe Reader reviewing the readme document or checking for program updates and click Finish Registering Sage Timeslips When you run Sage Timeslips you may be presented with a screen containing instructions for registering your software If you choose not to register at that time you will be allowed to use Timeslips for 30 days before you must register the program After 30 days you not be able to use Timeslips until you register Installing additional licenses or other add ons In a multi user environment Note install add ons before installing Sage Timeslips locally You can enhance Sage Timeslips by purchasing additional products station licenses or functionality called Sage Timeslips add ons You can install add ons directly from within Sage Timeslips How to install Sage Timeslips Add Ons 1 Withi
352. omatic payment rules Apply One Click this button to apply the payment or credit to the highlighted invoice Transfer Money This button is available only on payments Click this button to divide the payment among other projects or client funds accounts see Transferring unapplied amounts on page 9 6 9 5 9 Entering Transactions Timeslips User s Guide 9 6 Help Transferring How to enter a payment or credit 1 Click Accounts Receivable List from the main toolbar or select Transactions Accounts Receivable to open the list of A R transactions 2 Click New to create a new transaction 3 Set Type to Payment or Credit as appropriate If you are entering a payment then also select a Payment Type 4 Select the client for the transaction Optionally you can click Find Client by Invoice 4 to search for the invoice you are paying or crediting 5 Enter the date and description of the transaction 6 Enter the transaction amount Please note that the transaction Amount can automatically default to the client s current A R balance total or you can enter an amount manually Look up Transactions page in the online Help for more info Sage Timeslips applies the transaction amount based on payment distribution rules see Setting automatic payment rules on page 9 5 and Distributing payments manually on page 9 5 7 Click Save td to save the transaction Generating payment r
353. on To remove a section click on the section and then click Delete x For more information on the available Sage Timeslips Today sections look up available Sage Timeslips Today sections in the online Help Using Navigators to View Data l 0 Modifying Sage Timeslips Today templates Customizing sections You can use section options to customize individual sections Right click on any section and choose Options to access these options You can set up options to change the way data is displayed in the section For example you can assign selection filters to limit the data displayed set up sort settings to determine the order of the data or specify the maximum number of records displayed in the section By customizing sections you can use the same type of section to display different information For example you can add two Slip List sections using the section options to display only time slips in the first section and only expense slips in the second section Another use is to add two Slip List sections using filters to display this week s slips in the first section and last week s slips in the second section You can also set up options to determine the look of the section For example you can customize the section title font and background color Using Navigators to View Data You can use enhanced navigators to access commands and review data Gants aren Enhanced File Edit Sips Transactions Nemes Bills Reports S
354. on dialog box or any timekeeper within the Timekeeper Information dialog box you can manually start a conflict check Click Check for Conflicts from the toolbar to check for conflicts at any time Using My Lists to Filter Names For info on ry setting up and using My Lists look up my lists in the online Help Help Click the Client Selection button to set up a custom list of clients Click the Activity Selection button to set up custom lists of tasks or expenses Sage Timeslips allows you to set up custom lists of clients tasks and expenses for each timekeeper and custom list of tasks and expenses for each client If you have custom lists of activities set up for timekeepers and clients Timeslips will use the custom list of activities that you set up for the client When using Timeslips you can view data from these custom lists throughout Timeslips instead of having to search through the complete lists of names After setting up My Lists timekeepers will be able to toggle between the custom list of names and the full list of all names Setting up custom lists of clients tasks or expenses for each timekeeper You can use the My List Setup page of the Timekeeper Information dialog box to set up custom lists of names for each timekeeper This process uses familiar Selection dialog boxes allowing you to set up one or more filters that can limit the names displayed Separate Selection dialog boxes ar
355. on each report in the report Help list see Report List dialog box in the online Help 11 4 The default report groups on the Report List dialog box are Billing Contains reports relating to the billing cycle Some examples include Aged A R Balances by Date Pre Billing Worksheet Generate Bills and Generate Statements See Chapter 12 Billing Clients for more info on billing Slips Contains reports involving data from time and expense slips Some examples include Slip Listing Productivity by Period Slip Summary Listing and Time Sheet Slip Entry See Chapter 8 Tracking Time and Expenses for more info on entering time and expense slips A R Transactions Contains reports involving data from accounts receivable transactions Some examples include A R Transaction Listing Invoice Listing and Payment Distribution See Chapter 9 Entering Transactions for more info on accounts receivable transactions Funds Transactions Contains reports involving data from funds transactions Some examples include Bank Account Listing Funds Account Listing and Funds Transaction Listing See Chapter 9 Entering Transactions for more info on client funds transactions Client Contains reports involving data from clients Some examples include Client Budgets Client Info Listing and Envelopes See Chapter 7 Entering Names for more info on clients Timekeeper Contains reports involvin
356. on sssrinin 7 7 Using My Lists to filter names sseessssessseessseesssessesreresreseresesreseseeses 7 8 Allocating fees to timekeepet Sinussa 7 10 Maintaining timekeeper history oo eseseseeeeeteeetesesesesesesenens 7 10 Creating Clients s 2 225 92 i602 cas lt vedscasdecdeyiestigendateleonscahesess eleens cast 7 10 Entering client information ccc eee eseeeseseeeeseeeseeseeees 7 10 Usinrig chent projects scscscssitt tect ttseusteadasnstsetecuchetaonabantdeadvatuaattanns 7 12 Using bill arrangement ecsanoscooosscoooosuoaoipinanon 7 13 Maintaining client histOry ce ssesessseseseseeeeeeeeeeetesesesesesesesees 7 14 Creating Client References csesesseceesseceeseeesseeeseeesseesseeeeaees 7 15 Entering reference information ou ceeeeecsseseteeesesesesesees 7 16 Creating Time and Expense Activities cessseeseeseceseeeeeeeees 7 17 Entering task information ssssseseseseseseseeesetetesesesesesesesees 7 17 Entering expense information ccccecscecscesseeseeeteeseeeteeeseeees 7 18 Setting Up taxes sensies na E e SSE E 7 19 Usinig activity Cate Ores sonsir ensisi i 7 20 Setting Up Budgets a edee enirdi idaron ii serie dieran ii neitins 7 20 Printing bidget TEPOrtS acs sarsndectascutevnntacstareceuttacnsondeiresstsuscassarsanets 7 22 Searching for Conflicts of Interest ce eeesseeeseeeeseeetseeeeeeeeeees 7 22 Chapter 8 Tracking Time and Expenses OVERVIEW s E teats beige aA Choosing the slip entry method ow e
357. ons that have been posted to the general ledger This information also appears within the Client Funds Transaction Entry dialog box Sage Timeslips marks approved transactions with the date and invoice number Displaying client funds transactions on the bill A payment from account transaction appears in the same section of the bill as payments and credits You can print all four types of transactions in a separate section on the bill using the Style on the bill setting in the Client Funds Account Entry dialog box select a funds account and click Open on the Funds Accounts page of the Client Information dialog box Viewing Transactions For more info on viewing Hel transactions in aP lists look up filters filtering slip and transactions lists in the online Help You can review transaction details at any time Use the Accounts Receivable List dialog box select Transactions Accounts Receivable and the Client Funds List dialog box select Transactions Client Funds to view many transactions at once Within these dialog boxes you can use the View by field and Selection button to limit the transactions displayed Double click on a transaction or click Open amp to view the details of the transaction If needed use the buttons on the toolbar to move through the current transactions You can review transaction information in many other areas of Sage Timeslips See Chapter 10 Reviewing Data for more information
358. ook up bookmarks in the online When dialing the phone Sage Timeslips can automatically create a slip and track the time spent on the call Several other features relate directly to working with slips Bookmarking slips You can use bookmarks to identify certain slips for convenient retrieval You can click Bookmark to toggle a bookmark on or off On the slip list you can use the View by field to show bookmarked slips or click Go To to locate slips by bookmark Entering slip notes Notes allow you to communicate with other timekeepers about slip details or changes to slips Click Slip Notes 1 from the toolbar to view or enter slip notes Slip Notes Slip Id 26 TRA Enter slip notes that other 2 20 2007 11 57 15 AM CLH timekeepers can view Please include additional description Which reference shes sip ford Slip notes will never appear 2 22 2007 4 08 12 PM DAB on bills Resubmitted slip with description and reference corrections For example when using the slip approval feature see Approving Slips to Appear on Bills on page 8 24 an approver can use slip notes to indicate why a slip was rejected Or if you re not using slip approval a timekeeper can use slip notes to highlight changes made to another timekeeper s slip Dialing the phone Select Names Dial the Phone to open the Dial the Phone dialog box If your computer has a modem installed and configured you
359. or Billing Setting up clients to receive bills by email Setting up clients to receive bills by email For more info on sending bills Help by email look up sending bills to clients by email in the online Help When you send bills to the printer and approve them Sage Timeslips can also send PDF copies of the bills to your clients by email First you must set options for each client and set options for the bill run To send bills by email you must use a MAPI compliant email system such as Outlook Outlook Express or Eudora please check with your system administrator to determine if your email system is MAPI compliant Maintaining bill email templates When you send bills via email Sage Timeslips sends a text email message to your client and attaches the approved bill as a PDF portable document format file Sage Timeslips uses email templates to determine the subject line and body text of the email message The PDF file of the bill will be attached to the email message You can select Setup Email Templates to maintain bill email templates Email Template List You can use the templates below to customize the message Clients receive with emailed bills Using the pages of this dialog box you can create new email templates and edit existing email templates Bils Statements Default Monthly Billing Quarterly Billing New Use the buttons on the right to duplicate edit or delete th
360. or all clients in a columnar report Using Billing Assistant to review billing data For more info look up using the billing assistant in the online Help Help Click Change Billing Rule to determine which clients are ready for billing The client list shows all clients that are ready for billing 12 10 If you are in charge of the billing process or are responsible for editing any errors found when printing Pre bill Worksheets you can use Billing Assistant to review billing data and make corrections To open Billing Assistant click Billing Assistant E from the main toolbar or select Bills Billing Assistant Click on any underlined field or total to review additional details Billing Assistant Billing Assistant List View P Go to Billing Details E Get Updates Client Billing Overview for ABC gt Showing All clients with new charges 4 Change Biling Rule Nickname 2 Hold Stage ABC Corporation Suite 1001 Include Nickname 1 Boston MA 02114 Balance 617 555 2313 abc example com Bill Stage Ren Bill Overview Total fees time charges Total costs expense charges 6464 03 4148 65 5123 98 0 00 4710 35 2781 31 677 70 1355 69 5736 12 01 0900 03 0400 00 0700 01 8956 02 0101 02 0102 01 3426 00 9425 Atlantic Bishop Eastem Nickerson Notth Project1 Notth Project2 Pierce Seacoast Revision Approvec Proof
361. ort section where you want to begin the line and while holding down the left mouse button drag the mouse cursor to where you want to end the line tees 3 Release the mouse button when you are at the position where you want to end the line 4 With the line still selected you can click the Line Styles button from the toolbar to open the Line Style dialog box where you can change the style of the current line 11 15 11 Designing and Printing Reports Timeslips User s Guide 11 16 Adding boxes You can add boxes within a free form report section to surround or call attention to items on the report To add a box 1 Click the Rectangle button 4 from the toolbar 2 Click within the report section where you want to place the top left corner of the box and while holding down the left mouse button drag the mouse cursor to where you want to end the box 3 Release the mouse button when you are at the position where you want to end the box 4 With the box still selected you can click the Line Styles button from the toolbar to open the Line Style dialog box where you can change the style and fill of the current box When drawing boxes you can place the box behind another field or object for a more complex effect See Layering fields on page 11 19 for more information Changing font styles You can change the font styles used to display data on reports For example you can change the font and bold the font for the
362. ory items in your accounting program and Timeslips activities When you create new slips based on transactions in your accounting program TAL Pro automatically selects the Timeslips activity that is linked to the expense account or inventory item and enters it on the new slips Select Accounting Manage Name Links Activities to set up links between Timeslips activities and expenses items in your accounting database manually This can help simplify creating slips based on accounting transactions r D Linked Sage Timeslips Activities and QuickBooks Expense Items elaks 1 Unlinked Activities and Expense Items Linked Activities and Expense Items Unassigned Sage Timeslips Activities Unassigned QuickBooks Expense Items Sage Timeslips Activities QuickBooks Expense Items gt B Mediation Fees 1 Postage and Delivery Gis E Knox Carrying Charges Copies E Accounts Payable Cost with Tax E Accounts Receivable Court Reporters E Accum Depr Furniture amp Fixt ig i Facsimiles E Accum Depre Machinery amp Equip Filing E Advanced Client Hard Costs i Filing Fees E Advertising and Promotion Long Distance E Ask My Accountant ig i Mileage E Automobile Expenses 8 Parking E Automobile Loan Payment E Pick up E Bank Service Charges 8 Postage E Biling Services E Postage Reimb E Business Line of Credit 8 Process Server Fees E Capital Stock E Service E Cash
363. ou create Outlook email messages within Sage Timeslips Outlook field Timeslips data Alternate Timeslips data To Client s email address other timekeeper s email address CG other timekeeper s email none address Subject reference name task or expense name Creating Outlook Records within Sage Timeslips Creating Outlook records Tasks Sage Timeslips can populate the following fields when you create Outlook tasks within Sage Timeslips Outlook field Timeslips data Alternate Timeslips data Subject reference name task or expense name Start date start date today s date Due date end date none Date completed end date none Total work time estimated time spent Actual work time spent none Companies client name none Notes description none Meetings Sage Timeslips can populate the following fields when you create Outlook meetings within Sage Timeslips Outlook field Timeslips data Alternate Timeslips data Subject reference name task or expense name Start date start date today s date End date end date today s date Required attendees client s email address Other timekeeper s email address Appointments Sage Timeslips can populate the following fields when you create Outlook appointments within Sage Timeslips Outlook field Timeslips data Alternate Timeslips data Subject reference name task or expense name Start date s
364. ovides many way 8 QB Glossary of Tems Creating Reports This allo H Additional Timeslips Help Files installed with Timeslips 3 6 Viewing Training Videos Printing Help topics Viewing Training Videos Sage Timeslips provides many training videos to help new users get started entering data in Timeslips and more experienced users explore more advanced features before using them Select Help View Training Videos to view the available training videos Nindow aGi Purchase add on Online User s Guide How To What s New Tip of the Day Contact Support Online Knowledgebase Timeslips Community Product Enhancement Program FF Guides i View Training Videos gt New in Sage Timeslips 2015 gt Admin General Settings Updates EEE gt New 2 Sage Uae 2014 gt resents Text et Updates New in Sage Timeslips 2013 gt Bills Electronic Billing Updates Other Documents gt Timekeepers gt Bills Reprint Bills Updates Aboa Sige Tines M5 g Clients gt Bills Watermarks on Draft Bills References Clients Custom Activity Lists Tasks gt Clients Secondary Address Expenses Names Client Information Updates Slips Slips Speech Recognition TimeCapture gt TimeCapture TimeCapture Updates Transactions Transactions Payment Receipts We offer several groups Looe of training videos aaah Reports gt Settings and Admin TAL Pro 3 7 3 3 Using Online Hel
365. p and Guides Timeslips User s Guide Using Automated Guides Timeslips also provides many How to automated guides that focus on completing specific tasks Each automated guide uses instructional hints to provide you with information about the current screen These hints will also guide you through steps to complete each task or tutorial exercise Accessing guides Click the tabs at the Select Help Guides or click Guides in the lower left corner of the Sage Timeslips window to open the Guides page of the Guides and Procedures dialog box This dialog box is divided into several pages accessed by clicking the tabs on top Guides and Procedures top of the dialog box to access the different pages Look up automated procedures in Help the Help system for more info on creating procedures gt Guides Your Own On Navigator Training Videos Howto add a Clientspecific Reference How to add Clients How to add Expenses How to add Tasks How to add Timekeepers How to enter expense slips How to enter payments How to enter payments from funds How to enter reverse payments How to print a bill How to print a daily totals by period report How to print a monthly slip values graph How to print a monthly time usage graph How to print a monthly totals by period report How to print a pre bill worksheet This guide will assist you in creating atime slip to track your tim
366. p exe within the Loclinst folder Timeslips Loclinst on the Sage Timeslips Server by default Click OK The Welcome to the Sage Timeslips Local Installer view opens 3 Click Next the Select Installation or Update view opens Select the type of local installation to run on the current workstation e Install Click this button if you are installing Timeslips on this workstation for the first time The Select Installation Type view opens see step 4 e Update If Timeslips is already installed on this workstation click this button to verify that the latest Timeslips program files are installed The Ready to Install Sage Timeslips view opens see step 8 4 Select the type of installation that you want the Setup program to perform We recommend that you perform a Complete installation to ensure you install all the components Click Next to continue The Select the Destination Folder view opens 5 Select the local folder where you want to install your Timeslips program files By default the Setup program installs Sage Timeslips in the C Program Files Timeslips folder If necessary click Browse to select a different location After selecting the appropriate drive and folder click Next to continue the installation procedure The Ready to Install Timeslips view opens 6 The Setup program is ready to install Sage Timeslips on your workstation If you want to change any of the Setup programs settings click Back If you want to begin installi
367. p look up billing arrangements in the online Help Slips This bill arrangement uses the values on slips These values can include adjustments and markups that you enter on slips They also include markups defined for tasks or expenses in the Billing page of the Task Information or Expense Information dialog box or client based markups defined in the Charges page of the Client Information dialog box Adjust total charges This type of adjustment affects all the charges to which it is applied fees costs or full bill Adjust by Timekeeper This type of adjustment commonly used in a law firm affects slips assigned to a particular timekeeper Adjust by Task Expense This type of adjustment commonly used in an accounting firm affects slips assigned to a particular task or expense Absolute flat fee The flat fee amount is charged without regard to slip values Minimun flat fee The flat fee amount is charged if it exceeds the slip charges If slip charges exceed the flat fee amount Sage Timeslips bills the slip charges instead Maximum flat fee The flat fee amount is the most that can be billed Sage Timeslips bills slip charges if they do not exceed the maximum When charges reach the flat fee amount Sage Timeslips bills the flat fee instead of the slip charges Flat fee plus charges The flat fee amount is added to slip charges This flat fee type is useful for billing amounts that remain constant every billing cycle O
368. page 7 17 Set up security to limit database access see Maintaining Database Security on page 16 2 Enable audit trails to track changes see Enabling audit trails on page 16 5 Define bank accounts to group client funds accounts see Using bank accounts on page 9 11 Define client funds accounts to track retainers for clients see Entering Client Funds Transactions on page 9 11 Enter or modify the default transaction phrases The Transactions page of the General Settings dialog box select Setup General determines the default phrases used when creating accounts receivable transactions Define time sheet slip templates so users can enter time using the time sheet see Entering Time Using the Time Sheet on page 8 17 Set up database alerts to monitor accumulated charges for specific clients and timekeepers see Using Alerts to View Data on page 10 10 6 15 6 6 Creating a New Database Timeslips User s Guide Before printing bills and statements Before generating bills and statements you should consider the following checklist m Enter titles that you can assign to timekeepers You can use titles to sort some reports and summarize information on bills Enter messages that can appear on bills see Including messages on bills on page 12 36 If you are using TAL Pro Timeslips Accounting Link Pro set up accounts and link to your general ledger see Setting Up the
369. pecial Setup Window Help navigators My Expenses this Week allow you to 10 Timekeoper Client value 3 S Samos ABC 150 access groups of 6 D Brichey Bishop 19 43 commands while A 5 t 3 Sates Noh Prj 2000 f y b ckersor 75 reviewing related a 15 8c 376 i 9 Slip List Stip tmtry 18 P Pierce 255 information man 21__ransaovs__s sartos Seacoast 330 a Enter on Expense Sip 332242015 CO Brickley ABC 35 D Brickley ABC D Brichiey ABC a a D Brichey Nonn Proj 40 D Brichioy Bishop bosmay Dosnsasiy Why Toate at O Bictiey Eastern a D Briciey Eastern 45 D Bricktey Pierce pa D Brickley My Time Siips this Week s 0 Samos 1D Date Chent Hours Vale aana 1 ABC 100 160 00 2 Bishop 225 0000 Slip Values this Month 4 Nickerson 325 390 00 Selection Slip Value 5 Bishop 325 48750 a 1672378 7 B2014 North Project 3 00 40 00 Billadle not on Hole 16404 35 8 122014 Pierce 1 00 150 00 Billable on Hola 0 00 10 e2014 Nickerson PESI 52000 Unbillable 319 43 1 9162014 Bishop 200 300 00 13 Ane 475 760 00 4 Bishop 250 0 16 250 300 00 wv 200 300 00 19 175 210 00 20 North Project 125 187 50 oO Chenor Temoate 2 112015 North Project 3 00 300 2 1132018 Artic 400 800 00 E marar semas 25 2182015 Ane 400 700 00 E tenmin 26 21772015 ABC 8 00 1400 00 1 Totat 10175 15197 50 Guides C Program Miles x86 Timesips 2012 Expore Saving Record Slling Date Today 5 26 2011 Dawid A Brickley
370. pically print the bill run to the printer This allows you to review a hard copy of the bills before mailing them to your clients If you do not have any changes for these bills you can use this copy to mail to your clients After printing bills place them in Proof Stage while managers review them For more info see printing envelopes for bills in the Help online Help Generating Bills l 2 Printing the bill run When bills are finished printing to a printer Sage Timeslips opens the Generation of Bills Completed dialog box Generation of Bills Completed Bills have been printed Would you like to Lock bills in Proof stage while they are reviewed Learn more No changes can be made to client billing information while in Proof stage O E3 Put bills in Revision stage so they can be edited Leam more While in Revision stage you can edit client billing information using Billing Assistant 0k Approve bills to send to clients Leam more Timeslips will update client balances and records 0k Approve some bills from this bill run Learn more Timeslips will approve the bills you specify and place the remaining bills from the bill run in Proof stage O Do nothing Leam more Timeslips will not update billing information You can edit bills as needed You will need to print these bills again Clients or Projects with bills printed 10 Clients or Projects with bills processed b
371. plate Monthly Billing Assigning email addresses to clients In order to send bills by email you must set up options for each client Use the Email address and CC Email addresses fields to assign email addresses to each client that will receive bills by email These fields are on the Contact Info page of the Client Information dialog box Phone numbers and Email addresses 617 555 2313 chon EUI Enter a valid email address Fax for each client Home Other A A You can also enter CC email Email address abc example com addresses carbon copies for CC Email abc billing example com i An each client Email addresses should be in the format name domain extension Examples of valid formatting include john smith example com and jsmith example org Identifying clients to receive bills by email When you approve bills Sage Timeslips can automatically select clients to receive bills by email Mark Send bills via email for each client that should be selected automatically This option is on the Invoices page of the Client Information dialog box Email options Send bills via email Send statements via email pe Mark Send bills via email for each client that will receive bills by email Before printing and approving bills The Send bills via email report option in the Report Options dialog box determines if Sage Timeslips will prompt you to send bills via email on approval If you mark this option before you print bil
372. plate dialog box where you can quickly create a new template Entering Time Using the Time Sheet Entering time in time cells Creating templates directly on the time sheet You can also create templates quickly on the time sheet Click Click to select names from the template list to enter slip templates using this method Time Sheet Slip Entry Timekeeper D Brickley v Davide 3 24 08 Elo a dp A x Sun Mon Tue Wed Thu Fri Sat Weekly 3 23 08 3 24 08 3 25 08 3 26 08 3 27 08 3 28 08 3 23 08 Totals ABC Bismarck v ABC Counsel a 200 5 00 ABC Longley v ABC Conference 0 00 Nickerson Counsel 2 25 2 25 Seacoast Marine Counsel 0 00 Pierce Counsel t 0 00 N n template Totals 0 00 7 00 0 00 Dally Totals 0 00 10 00 0 00 Client Task Bishop w lt None gt v Conference Reference When creating templates here you can which names appear on the template Sage Timeslips automatically assigns these templates to the current timekeeper If needed you can edit the template later right click on a template and select Open to enter rate description and billing status information Entering time in time cells The time sheet provides many ways to view and enter time The simplest way to enter time is to click on a cell and enter the time spent directly within this cell You can enter the time spent in either hours decimal format or hours minutes seconds format
373. ppropriate funds account b To apply the entire amount in the Total unapplied field click Apply One Or you can manually enter the amount to transfer When you move the focus to another field Sage Timeslips updates the Total unapplied field to reflect the transfer amount 5 Click OK when you have entered all transfer amounts Sage Timeslips applies any amount still remaining in the Total unapplied field to a future invoice for the current client If you transferred money to a project Sage Timeslips creates the appropriate Payment and Transfer transactions If you transferred money to a funds account Sage Timeslips creates the appropriate Payment To Account and Transfer To Funds transactions Applying write offs You enter write offs similarly to payments and credits You apply the write off amount to one or more invoices The difference is that you must fully apply the entire amount of the write off to current invoices You cannot apply any of the write off amount to future invoices Applying refunds You can only apply a refund to a payment that has unapplied amount an amount that has been applied to future invoices When you create a refund for a client Sage Timeslips lists any payments with unapplied amounts for the client You can select one of the payments and apply either a full or partial refund to the unapplied amount 9 7 9 9 Entering Transactions Timeslips User s Guide Creating invoice transactions You can create
374. proval P L Timeslips JE Approver ae S DE s HA x BO ED APPROVED slios Timekeeper enters PENDING Approver reviews the slip AT a new slip 1 A Approver a A marks slip i REJECTED Timekeeper edits slip as indicated by approver See Chapter 12 Billing Clients for more information on preparing for billing 8 28 Entering Transactions Overview Types of transactions Entering Accounts Receivable Transactions Accounts receivable transaction types Entering transactions Applying payments and credits Transferring unapplied amounts Applying write offs Applying refunds Creating invoice transactions Applying reverse payments Applying discounts Applying special credits Creating bank deposit slips Entering Client Funds Transactions Using bank accounts Using funds accounts Client funds transaction types Entering transactions Viewing Transactions 9 2 9 2 9 3 9 3 9 4 9 5 9 6 9 7 9 7 9 8 9 8 9 8 9 10 9 10 9 11 9 11 9 12 9 13 9 14 9 15 9 Entering Transactions Timeslips User s Guide e Entering Transactions e Overview In your daily use of Sage Timeslips you can enter transactions such as payments that affect accounts receivable and client funds balances This chapter describes the types of transactions you can use to increase or decrease these balances and shows you how to enter them Types of transactions You will use the following transaction types to track
375. proval select Bills Undo Approved Bills Within the Bill Stages dialog box mark the bills to undo and then click Undo Sage Timeslips prompts you to place the data in Revision Stage or clear the bill Ifyou want the next bill for the client to include the same slips transactions and invoice number as the original bill you should click Revision to move the bill to Revision Stage Otherwise you should click Clear to clear the bill After undoing an approved bill you should print and approve a new bill Please note that some actions in Sage Timeslips such as purging slips can prevent you from undoing bill approval Look up undoing bill approval in the online Help for more information If you cannot undo approval simply enter a credit transaction to correct the error Reprinting bills For more info on reprinting bills look up reprinting bills in the online Help g Help After you print and approve a bill you may need to print another copy For example a client may call weeks later and request another copy of the bill or you may want to send another copy to remind a client of an unpaid balance Sage Timeslips keeps images of each printed bill in your database Select Bills Reprint Bills to open the Reprint Bills dialog box This dialog box lists all the bills that are available to reprint Reprint Bills o e This dialog box allows you to print copies of past bills Note that the
376. provers can click on a slip approval status within the list to change it EG al and Hearing Attendance i H ERicmark v ARF B i 175 AN Rillahle ail On the Slip Entry dialog box approvers can click on a slip approval status in the ID 25 WIP pen ig top uate i Type Time O Expense elel Value 700 00 Ke 8 26 Approving Slips to Appear on Bills Correcting rejected slips Approvers can also change other fields on slips without affecting the slip approval status For example an approver might correct text within the description However ifa timekeeper without rights to change the approval status edits a slip Sage Timeslips will automatically change the approval status for that slip to Pending See Correcting rejected slips on page 8 27 for additional info Using slip notes Because multiple employees in your firm may be reviewing and editing slips you can use slip notes to communicate with them about changes to slips Click Slip Notes from the toolbar at any time to review or enter slip notes For example an approver can use slip notes to indicate why a slip was rejected or a timekeeper can use slip notes to highlight changes made to a slip Slip Notes Slip Id 26 x 2 20 2008 11 57 15 AM CLH Please include additional description Which reference is this slip for 2 22 2008 4 08 12 PM DAB Resubmitted slip with description and reference corrections Depending on the
377. ps client is not linked with an Outlook contact the Outlook Link will prompt you to link the name This step happens only when you start the synchronization process using the Names Synchronize Names with Outlook command Creating Outlook Records within Sage Timeslips l 4 Enabling auto population 2 The Outlook Link reviews each Outlook contact If the Outlook contact is not linked with a Sage Timeslips client the Outlook Link will prompt you to link the name This step happens only when you start the synchronization process using the Names Synchronize Names with Outlook command 3 If this synchronization process adds a client name to Sage Timeslips that is too long the Outlook Link will prompt you to shorten it If this process adds a client name to Sage Timeslips that already exists the Outlook Link will prompt you to change the new client name When the synchronization process is complete you should select Setup Sage Timeslips Outlook Link Linked Data to review the name links Names ignored during synchronization During the synchronization process Sage Timeslips will not review or synchronize the following types of names Sage Timeslips clients that have a name classification of template inactive or closed Sage Timeslips clients that are marked lt ignore gt in the Data Linked with Outlook dialog box e Outlook distribution lists Fields updated during synchronization Sage Timeslips maps data fields between Sage T
378. ption Accountant Architect New empty database pre defined Computer Consultant with legal tasks and expenses Construction a Legal amp Legal with ABA Litigation Codes You must install the electronic billing or audit house add on before you can create a database based on the specific electronic billing or audit firm See Installing additional licenses or other add ons on page 2 8 for more information on how to install Sage Timeslips Add Ons 1 Select the appropriate profession electronic billing or audit house database from the list To create an empty database mark Empty Database 2 Click Next to continue creating the new database amp For more information on profession specific or electronic billing databases look up profession ne databases or electronic billing in the online Help Ep Select Database Location Sage Timeslips stores each database as a group of files in its own folder You should make a note of the file path to each database You will need to know the location of the database in order to perform some database management tasks QO Create a New Database nee A Select a Database Location Select the location of the new Select the folder where you want Sage Timeslips to create the new database Each database requires a unique folder Use the default folder or click Browse to select the database folder where you want to create the database Location C Program F
379. ption field of a slip mgl AE When you enter characters like punctuation or a space Sage Timeslips expands abbreviation codes into the associated full text z telephone call to client conceming Abbreviations can also be interactive prompting the timekeeper for additional information when they expand This allows you to standardize your slip descriptions while varying specific details like the client name location of the meeting or resulting plans 4 9 4 4 Using the Sage Timeslips Interface Timeslips User s Guide Entering dates Whenever you enter dates Sage Timeslips provides special commands that speed up data entry These commands can be typed in any date field Key Command Additional Information T Today S Same as other This command works in paired date fields such as the Start date and End date on a slip AN or gt or Increment date or lt or Decrement date You can also select dates from a pop up calendar by clicking the Date button E to the right of the Date field or pressing C When entering a single date for example on a payment the Date Entry dialog box opens Click the month or year field to select a different month or year 4 June 2013 Sun Mon Tue Wed Thu Fri Sat 25 27 23 2 30 31 2 3 4 5 6 7 8 9foJu 2 B 4 15 16 17 18 19 20 2 22 23 224 23 206 2 28 2 30 1 2 3 4 5 C Today 6 10 2013 Click Today to select today s date OK j
380. pty m m m lt 1 i OK Cancel Help Setting up section phrases You can also use the ruler on the Design page to adjust widths of table columns Use the Phrases page of the Layout Options dialog box to specify phrases that appear within the current bill section Layout Options Time Charges from Slips The Time Charges from Slips section and the Time Charges from Slips Split Billing section both utilize the same options When this window is accessed from either section any changes will impact both sections Section Format Columns Itemize Phrases Font Styles Section specific phrases Default Phrase Professional Services Professional Services from Primary CLIENT Professional Services from Primary CLIENT Rate Rate Restatement of billed Professional Services Restatement of billed services SUBTOTAL SUBTOTAL Taxtt Taxtt Mi Data Tokens w Reset All Default Phrase Description Section heading for time charges Phrases used in section s Time Charges from Slips OK Cancel Help You can set up font styles for types of data that appear in the current bill layout section See the Sample to preview the current font settings Setting up section font styles Determining the Appearance of Bills Setting options that affect specific bill sections Use the Font Styles page of the Layout Options dialog box to set fonts that appear within the current bill sec
381. quivalents for fast access Menus and shortcut menus display keystroke combinations and toolbar buttons next to their commands Some key combinations are common to many Windows programs Ctrl N for New Ctrl O for Open Ctrl S for Save Other combinations are used as standards throughout Sage Timeslips For example F6 and Shift F6 will navigate between pages of most tabbed dialog boxes Refer to the Shortcut Keys card in the front of this user s guide Using Navigators 4 Using shortcut menus and shortcut keys Using Navigators While you can access commands and functionality from menus Sage Timeslips also provides BD sea 7 navigators Navigators group commands into major topics and show workflow between them navigators In the online Help for more info about navigators Navigators allow you to perform most data entry and data reviewing tasks without having to locate commands in menus They can show more clearly than standard menus how commands are related to real life business tasks Help Sage Timeslips provides two types of navigators Enhanced navigators Enhanced navigators group related commands together as well as provide important information related to each group of commands ae O Sage Timeslips om x Use the navigation section dit Slips Transactions Names Bills Reports Calendar Special Setup Window Help of the enhanced navigator PANEL ABE Ra Ba Fea eara B to access groups of
382. r and Date rule fields at the top of the screen to determine which data to view You can switch to different pages of Data Entry Assistant to view specific types of data or a summary of all included records Auditing Sage Timeslips Data Enabling audit trails Viewing and printing data Each page of this dialog box will list data associated with the current timekeeper Double click any entry to drill down to that specific record For example when you double click on a slip Sage Timeslips opens the details of that slip Click Print amp to print a listing of all records on the current page For example clicking Print from the Funds Transactions page will print a Funds Transactions Listing for the displayed transactions The Summary page allows you to print the Data Entry Assistant Summary report Enabling audit trails Look up overview of audit trails in the online Help for more info about Help audit trails Enable audit trails to track data changes An audit trail tracks changes to specific types of data in the database You can enable audit trails on names slips and transactions and control how much data the audit trail tracks You can print the Audit Trails report to review changes tracked by audit trails Two major uses of audit trails are Database security Audit trails track the timekeeper responsible for changes to a specific record If you have a question about a value or setting you can determine
383. re M onscreen look Changing billing data p up previewing te To change data on the bill click Drill down from the toolbar and click on the data to review bills in the online Help or change When you place the mouse pointer over data on the bill it will display in yellow or blue Click on an area highlighted in yellow drill down to a specific record For example you can click on a time slip to open that slip i lo 2UUd Preparation oi review oi Patent License Agreements trom Mr Whitley at ABL to 1 00 1bU uu Tim Roberts modifications for exclusive and non exclusive provisions termination 160 00 hr and default provision and various other material provisions 5 2 2008 Review fax from Longley and then responded with proposed settlement 3 75 600 00 documents phone calls to the office of Mr Howard Follow up correspondence to 160 00 hr a Mr Howard with requested clarification Draft Release Correspondence to Mr Black 9 26 2008 Met with Mr Whitley to review details not discussed in the original meeting 700 00 4 00 175 00 hr Click on an area highlighted in blue to drill down to a specific field on that record For example you can click on the slip date to open the slip and highlight the Start date field 1 16 2008 Preparation of review of Patent License Agreements trom Mr Whitley at ABC to 1 00 160 00 Tim Roberts modifications for exclusive and non exclusive provisions termination 160 00 hr and default provis
384. re Entry dialog box will open where you can change values for the selected entries In the bottom left of the dialog box TimeCapture will indicate how many entries you are editing TimeCapture Entry Caption ABC vs Jones doc Compatibility Mode Microsoft Word Group Client ABC E Window tite ABC vs Jones doc Compatibility Mode Microsoft Word File name C Program Files crosoft Office Office 14 WINWORD EXE Timekeeper D Brickley DavidB Client ABC v 02 1001 Task Review analyze v A104 Reference X Notes Reviewed case document Date 5 16 2014 Time Spent 0 13 44 B Moving Entries to Another Group You can easily move an entry to another group Simply drag the source time entry and drop it on the caption of the target group The time entry will move from the current group to the target group Setting Up Rules You can click 4 to set up time entry rules Rule Entry Name 1 Ignore Rule 2 Rule If the process file name x l matches X C Wsers thinds AppData Local Google C and the window caption Z contains Zi Facebook Then ignore it Each rule consists of 1 arule name 2 up to two conditions 3 an action to take when the conditions are met 8 15 8 Tracking Time and Expenses Timeslips User s Guide Some examples of rules that you can set up include you can set up rules that prevent TimeCapture from tracking specific applications or windows e You can s
385. rinting bills Customized layouts can be created to meet the specific needs of your company Double click the image to enlarge it v Include a cover page on the bill Available layouts Layout preview Basic bill Bill via email Bill with firm heading Bill with formatted header Bill with payment stub Layout for Form LCI139P Layout for Form LCI78 Layout for Form LCI79 Layout for Form POLI22 Letterhead hill b4 e Cance Use the views of this wizard to select the type of bill layout to create choosing a predefined layout and the amount of detail you want to include If you previously printed your bills on bill forms you can base your new bill layout on one of the popular pre printed forms that Sage Timeslips offers When you click Finish Sage Timeslips opens the new bill layout in the Design page of the Bill Preview dialog box You can use the toolbar buttons and menu commands available on this page to further customize the new bill layout See A tour of the Design page on page 12 18 for more information To duplicate an existing bill layout 1 2 Open the Bills page of the Bill and Statement Layout List dialog box Select a bill layout to duplicate and click the Duplicate toolbar button to create a new bill layout based on a current layout Sage Timeslips creates a new bill layout in the Design page of the Bill Preview dialog box The design of this bill layout is based on the bill l
386. rite offs offsetting entry decreases A R with a credit Refund Payable Liability Credit Refund transactions offsetting entry decreases Suspense with a debit Interest Revenue Credit Interest and finance charges Cash Escrow In Asset Debit Increase to client funds Cash Escrow Out Asset Credit Decrease to client funds Client Escrow Liability Credit Decrease to client funds Bank Account for Checks Asset Credit Offsets a Refund Transfer to Funds or Payment to Account transactions crediting the bank account checks are written from Bank Account from Funds Asset Credit Offsets a Withdrawal transaction crediting the bank account money is withdrawn from Work in Process Asset Debit Unbilled slips Work in Process Offset Liability Credit Offset for unbilled slips Progress Billing Offset Liability Credit Billed charges to date on a non final progress bill Increase Invoice Details Revenue Credit Increase Invoice Details offsetting entry increases A R with a debit Decrease Invoice Details Expense Debit Decrease Invoice Details offsetting entry decreases A R with a credit 17 17 17 17 Connecting with Your Accounting Program Timeslips User s Guide Using specific accounts Specific accounts let you dedicate individual accounts in your general ledger s chart of accounts to charges associated with specific names tax rate rules or bank accounts from Sage Timeslips For example specific accounts are useful i
387. rogress bills or interim bills the details of individual slip charges are often omitted The Pre bill Worksheet report can display every detail affecting a bill You should use it when preparing bills to review the details of each charge How to print worksheets To print the Pre bill Worksheet 1 Select Bills Pre bill Worksheet 2 The Report Entry dialog box opens to this report Use the settings available here to determine how worksheets will print a If you want to exclude some clients or some charges you can use the Filters page to set up selection filters b If you want to sort the individual slips on the worksheet or subtotal those charges for each client use the Sort page to set up sorting c If you want to omit some types of information for example bill messages client Options to access the Report Options dialog box For more details on these report settings see Customizing Reports on page 11 6 3 When you are ready to print worksheets set the Print to field to the proper destination and click Print 12 9 12 Billing Clients Timeslips User s Guide 12 When printing this worksheet to display you can drill down to review specific data See Previewing reports to display on page 11 21 for more information If you don t want to see all the billing details but only billing totals you can use the Totals Only Worksheet report select Reports Billing This worksheet shows the billing totals f
388. rrect slip and set the proper field values and restart this wizard x Field Current Data Recurring No Rate Source Client O Rate Level 1 M Rate Value 125 00 Rate Type Hourly MJ Markup Value 0 00 MAdiustment 0 00 C Do Not Bill Time 0 00 00 This process will not export references unless the destination slips use the same client as the source slip When you export references you must also export the client name You can use selection filters to determine which slips will receive the selected slip fields Click Next to continue To change any of the current settings click Back Otherwise click Finish to export the slip fields The Back Up Current Database dialog box opens prompting you to make a backup Since you are making changes that cannot be undone we recommend that you make a backup before exporting slip fields Select a destination for the backup and click Save When the back is successful click OK to continue the slip export When the export process is finished Sage Timeslips indicates the number of slips that the wizard updated Click OK to return to the Slip Entry dialog box Closing and Reopening Slips 1 5 Closing slips Closing and Reopening Slips Sage Timeslips tracks more slip records than any other type of data in the database After you approve bills slips provide vital and detailed records of who was billed when they were billed and at what value There are many reports that use this data for practi
389. rrent balance 1000 00 Next When the balance falls below 500 00 reguest replenishment to 1000 00 T Style on the bill Detail v v Automatic payment of new charges on the bill Cancel 10 Click OK to save the new funds account Client funds transaction types For more info amp on funds Hel transactions eP look up funds transactions in the online Help Sage Timeslips provides the following transaction types for use with client funds accounts Payment From Account Use this transaction to apply money from the client funds account to the client s A R balance This transaction also decreases the client funds account balance When you create a payment from account Sage Timeslips automatically creates a corresponding payment transaction Payment To Account Use this transaction to detail a payment from the client that increases the client funds account balance Deposit This transaction also increases the client funds account balance You can use it to track third party deposits separately from client deposits When you create a funds account with a starting balance Sage Timeslips automatically creates a deposit to represent the starting balance It is marked as approved Reviewing and Approving Bills on page 12 42 Withdrawal Use this transaction to remove money from the client funds account without affecting the accounts receivable balance You can use it to pay third part
390. rs to attempt to repair integrity errors in the database This option also checks validation errors automatically The Data Verification process will prompt you to back up your database We strongly recommend doing so This process cannot repair every kind of error If the database file structure is damaged and Data Verification is unable to repair it the repair process will create an entry in the error log Do not use commercial utilities to attempt repair structural errors of database engines We recommend that you restore a backup or allow Sage Timeslips Technical Support to repair your data Fixing balances Accounts receivable and funds account balances are the sum of all associated transactions A bill s previous balance is the sum of all billed transactions With potentially thousands of transactions for each client it could take considerable time to calculate a balance each time you need it Sage Timeslips shortens this process by keeping a running balance of A R and funds transactions If you think a client s balances are incorrect use the Data Verification process to recalculate them Analyzing results When the Data Verification process is finished Sage Timeslips lists the errors found and repaired Click Print on the Data Verification Results dialog box to print a report of this information This report may be valuable if you have to call Sage Timeslips Technical Support Diagnosing problems For more info look up St
391. rt Name Order __ Subtotal The list of associated sort civiy Nickname 1 arate x keys below will reflect Activity Category the selected sort group Select a sort key from the list and click Add 5 Sort keys and subtotal settings allow you to further customize reports providing additional totals Overview t Options Global Options Print to Display ee ee Eee Os Activity Communicate in firm 23 TIME D Brickley 4 00 150 00 8 17 2008 Communicate in firm 0 00 T 1 WIP Nickerson 0 00 Meeting with partners about upcoming Nickerson 0 00 project Reviewed past projects for conflicts 47 TIME D Brickley 3 00 150 00 11 22 2008 Communicate in firm 0 00 T 1 WIP Nickerson 0 00 Conference regarding Nickerson s status review 0 00 recent rulings Total Communicate in firm Billable 7 00 Unbillable 0 00 Total 7 00 ja e a T Ee Af Gist 5obL t fa 600 00 450 00 1050 00 0 00 1050 00 ot Some sort keys such as dates offer other subtotaling categories such as Day Week Month Quarter and so on Use the Move Up and Move Down buttons to arrange the order of the sort keys in the list 11 l Ji Designing and Printing Reports Timeslips User s Guide Setting report options and formats You can also choose report options and report formats that determine how information appears on the report Click Options on the Report Entry dialog box to open the Report Options dialog box
392. rting formats and design How to preview bills To preview bills to display 1 Select Bills Generate Bills 2 On the Report Entry dialog box set up the report definition for the bill run See Configuring the report definition for bills on page 12 37 3 Set Print to to Display and click Print Set Print to to Display and click the _ lt f Print to Displ lt Print Print button HD Maal Lyris J How to preview bills from Billing Assistant To preview bills to display from Billing Assistant 1 Select Bills Billing Assistant 2 If you are not viewing the List View click Switch viewing mode to a list of all clients at the bottom right corner of the screen 3 Unmark the check boxes on the left to exclude clients from the bill run 4 Below the list of clients mark Generate Bills 5 Set the print destination to Display and click Print Mark Generate Bills set the print destination Seo Generate Bills to Display and click O Pre Bill Worksheet the Print button to Display v amp Print Options Sage Timeslips also provides the ability to print draft bills that can limit the description printed Rive or include watermarks For more information look up draft bills in the online Help elp 12 38 Generating Bills l 2 Editing bills onscreen Editing bills onscreen 7 When you preview bills to Display you can edit billing data or remove items from the bill run or more Into 2 on editing bills
393. s If you firm will not use some features you can disable them to simplify Sage Timeslips The features listed below are a sample of features you can hide From the Settings menu select Features Enabled for a full list of features you can hide or show 7 Synchronize data with MS Outlook 7 Use Client Funds accounts V Use budgets Unmark features to hide them in Sage Timeslips 1 Unmark any features that you want to hide 2 Click Next to continue creating the new database For more information on enabling or disabling features see Disabling features on page 6 11 User s Guide 6 8 Establishing General Settings Entering firm information Ready to Create Your Database Sage Timeslips is ready to create your database 1 Click Back to modify any of the database settings or click Next to create your database After creating the new Sage Timeslips database the Database has been created successfully view opens 2 Mark Open General Settings to review additional setup options 3 Click Finish to close the Create a New Database wizard Sage Timeslips opens the General Settings dialog box where you can establish settings for the database Establishing General Settings After Sage Timeslips creates the new database the General Settings dialog box opens You should enter several pieces of important information here before proceeding If you are unsure of any settings or need to change them later you
394. s and Alerts These tools allow you to set up Sage Timeslips to present specific data Using these tools Sage Timeslips actively informs you about the status of your data at all times Viewing reports Switch to a different page to view other 10 2 report groups Sage Timeslips offers over 100 standard reports that can display your data in many formats You can view the standard reports manually modify them to suit your organization or create your own reports Select a report group from the Reports menu to open the Report List dialog box For example select Reports Slips to view slip based reports Report List Biling Slips A R Transactions Funds Transactions Client Timekeeper Activity System Tax Other Name Preview Monthly Billed Values Monthly Billed vs Original Values Monthly Slip Totals Monthly Slip Values Monthly Time Usage Productivity by Period Profitability by Period Slip Listing Slip Summary Listing Time Sheet Slip Entry User Defined Slip Listing User Defined Slip Summary Weekly Slip Totals af GH Xus How is this report used View Full Example This report summarizes slip charges entered into the program in a periodic table Use this report to evaluate slip values for client timekeeper or activity on a daily Change your report settings by double clicking weekly monthly quarterly semiannual or yearly basis the report name or selecting the report and clicking the Ope
395. s without the View slips of other Timekeepers right in the Slip area Setting timekeeper access rights When you are ready to set up security options for each timekeeper select Setup Security Timekeeper Rights to open the Timekeeper Security dialog box Highlight a timekeeper and click Open to view or edit settings for that timekeeper Use the Timekeeper Security Setting dialog box to assign the timekeeper s password and security profile Timekeepers can change their passwords at any time using the Special Change Password command 16 3 16 Managing Databases Timeslips User s Guide Mark or unmark rights to control access to different areas of Sage Timeslips You can override any of the profile s rights by changing the mark in the left column Re establish the use of the profile s rights by marking the right column Timekeeper Security Setting Name Password Cancel Profile Timekeeper Help Access rights First Area Slip v Previous X Rights Profile Next M Open E Edit M Delete or Purge E Change slip approval status M Reports M Export to File M Export FZ Edit time spent on new slip F Edit time spent on existing slip FZ Edit rate settings E Timer On Off O Stop all timers View slips of other timekeepers Edit timekeeper on new slip M Close Last fd fA Mil 7il Mil Mil 7il M Ml fl fA il zil 7il M Auditing Sage Timeslips Data Your best protection ag
396. s separates each data value with a specific type of character This makes the data easily readable by other types of programs e Set Print to to CSV file and click Print to print the report to a file that places quotes around text data does not place quotes around numerical data and separates all data values with commas For example the file might include lines that look like this Bishop Hours 5 00 Fees 180 0000 Costs 65 50 e Set Print to to Tab delimited file and click Print to print the report to a file that places quotes around text data does not place quotes around numerical data and separates all data values with tabs For example the file might include lines that look like this Bishop Hours 5 00 Fees 180 0000 Costs 65 50 Adding New Reports l Ji Creating new reports based on standard reports Adding New Reports Sage Timeslips provides many standard reports on the Report List dialog box If needed you can create additional reports to use with the standard reports installed with Sage Timeslips Creating new reports based on standard reports You can create new reports based on the standard reports provided in Sage Timeslips This is useful for example if you want to save a copy of the Slip Listing report that uses different saved filters or different report options If you know which report you want to make a copy of you can duplicate the report How to duplicate a report 1 Click Reports i from
397. seeaseeseeees 11 6 Selecting data for rePOrts eee anei 11 8 Sorting report Matas scscssssedsssssssesvasecesteastsavscabeverssabesssanagvengnenddapseess 11 9 Setting report options and formats sees 11 10 Designing report S CtIONS csccesesseseesesssseesscsessescessesseeeessesees 11 11 Previewing TEPOLtS ennaint 11 20 SAVIDE LEPOLtS sssssasssesvcadasssacstosevesasacsvasisecasasssarssesastebeasteescossapesesess 11 21 Using report SOUPS ices ieii nne ede a 11 21 Printing Reports ianeirensis 11 21 Previewing reports to display seseessseessseeseseesesresesresreresesreseseesee 11 21 Printing reports to the piintefessuscicucinieneioienaniiano 11 23 Printing reports to Excel eeeseseseeeseseeeeeeeseseseseseseseeees 11 23 Printing reports tO PDF ssvesssesessessisvtovesescbesebieoseraseaedenescoatosesuesds 11 24 Printing reports to a rich text file eeeeeseeeseseeeeeeeeeee 11 24 Printing reports to a text filenin iirin 11 24 Printing reports to a delimited file eects 11 24 Adding New Reports csssssessscssseceseeesseeseeseeeesseeeeaeeeasseetees 11 25 Creating new reports based on standard reports 0 0 essen 11 25 Creating new user defined reports ssesssseseesessesreesreseereereereese 11 26 Creating new graph reports sesesesssseesseseeeeecasseseseeesssseeeaes 11 27 Creating new label reportSocinicnononmonooao iiaeiai 11 27 Chapter 12 Billing Clients OVEN ainor iKa E es destesectee Goveusneciesvets desivstetesav
398. select this task 8 Your counseling meetings typically last two hours Enter 2 in the Time spent field 5 Quick Start Tutorial Timeslips User s Guide You can use slip making defaults to save time when creating slips Default values are used automatically when you 5 6 select this task 9 A brief general purpose description will be useful on most slips containing this task Enter Counsel with client concerning in the Description field P Task Information o a z 1 Counsel 2 C300 Classification Open X General Biling ke amp Name Counseling analysis and advice 2 Category lt None gt x Open 5l Rate table qP 1 2 3 4 5 6 a 0 00 0 00 0 00 0 00 0 00 0 00 4 w K ir Rate type Hourly z N bow k Slip making defaults Time spent 2 00 00 Time estimated 0 00 00 Bill status Ignore EA Hold Ignore X Description Counsel with client conceming 10 Click Save amp from the toolbar to save the new task 11 The new task now appears on the task list Click Yes to view the Overview of Tasks Help topic or No to close the Confirm dialog box 12 Press Ctrl W to close the Task List dialog box User s Guide For more information on creating tasks time activities see Entering task information on page 7 15 Exercise 3 Adding an expense Willis amp Henderson has just added Superfast Parcel Service as a delivery carrier In this exercise you will add the new expense SPS
399. sent the work you do for clients in a professional looking manner You can edit bill layouts to change the appearance of your bills When generating bills for your clients Sage Timeslips uses bill layouts to determine the format and position of items on each client s bill These formatting and positioning options determine how printed bills will look For example you will commonly edit bill layouts to adjust the headers and footers to match company stationery When you create a new bill layout Sage Timeslips offers many samples that you can use as a starting point for your bill layout There are two basic styles of bills 2 Invoice Willis amp Henderson PC ne j Hamilton Services Corporation PO Bor 208 Haron MA 01836 Invi submit Nort Shora Consuting 24 Grove Stes Rorera 02108 November o1 2007 E res rect Lem ne ee Invie 0008 Ls ee Professional Senicos 10 11 07 Edited first draft of project evaluation nocow 10 14 07 Drafted plan for spring promotional campaign 10126107 Read first 15 pages of draft and returned them with extensive revisions 1 Amount For professional services rendered 1000 1 250 00 Additional Charges wn 10 30 07 Copies for October 60 6 00 wo Total costs 6 00 1912 Total amount of this bill 1 256 00 sana Previous balance 2 200 00 10 25 07 Payment Thank You 200 00 Balance due 3 256 00 Thank you for your business Bill Layout for Pre Printed
400. ser s Guide e Posting Data to Your General Ledger Overview TAL Pro allows you to connect Sage Timeslips with Sage 50 or QuickBook providing dynamic two way connection between databases e TAL Pro can automatically synchronize information for linked names in Timeslips and your account database TAL Pro allows you to create billable records in Timeslips based on transactions in your accounting database This makes cost recovery a more accurate and automated process When you generate bills TAL Pro can create matching entries and post them into your General Ledger Setting Up the TAL Pro Link Select Accounting Choose Accounting Link Select the accounting program that you want to link with e Choose Accounting Link s What type of accounting package do you use Sage Timeslips Accounting Link TAL Learn more QuickBooks 2011 2013 Enables the Timeslips Accounting Link TAL This link allows you to print additional reports and optionally send transaction data to your general ledger The TAL Pro links provide two way TAL Pro for Sage 50 Learn more communication Enables a two way link between Sage Timeslips and Sage 50 This link can between Timeslips transfer transaction information to Sage 50 synchronize names and g p create slips from Sage 50 transactions and your accounting program Supports Sage 50 2013 2014 TAL Pro Designed for use with QuickBooks Learn more Enables a two way l
401. server and multiple workstations Installing Sage Timeslips for use by multiple users consists of the following steps e Install Sage Timeslips to a network folder see How to install Sage Timeslips on page 2 6 Install Sage Timeslips add ons if appropriate see Installing additional licenses or other add ons on page 2 8 Run the local installation procedure on each network workstation that will use Timeslips see Installing Sage Timeslips locally on page 2 8 Downloading the installation file When you purchased Sage Timeslips Sage sent you an email message that contained your serial number and configuration code along with a link to download the installation file You must download the installation file SageTimeslips2015 exe to follow the instructions below 2 Installing Sage Timeslips Timeslips User s Guide How to install Sage Timeslips 1 Start Windows If any other applications are open please close them now If you purchased multiple station licenses and you are installing Sage Timeslips in a network environment we suggest that you install Sage Timeslips from a network workstation to a network drive You must log into Windows with administrator rights to install Sage Timeslips However you do not need administrator rights to use Sage Timeslips 2 Download the Sage Timeslips installation file If the installation process does not start automatically start the installation by double clicking on
402. signing report sections Click Design Reports from the Report Entry dialog box to open the Design tab of the Print Preview dialog box where you can design many elements of the report Use the Go to section field to move to a specific report section Use toolbar buttons and menu commands to design reports Use the tabs to switch between report design and report preview Print Preview Slip Listing Lote Edie yew Secon Jook hk Tt i eu bee x Fiekd Group pw Footer Last Page Gerard Repon Name Sio Lising Goto section Footer Last Page Field List Fem Addens Standard Fee Address Standard No Comme Fem Address All Lines Use the Report Name buhukukukuhuuubuhuius field to enter a unique name for each report Firm Name Repon Name 5 18 2005 12 00 00 PM Login Timekeeper initials Logn Timekeepa Name Logn Timekeeper Nickname 1 Logn Timekeeper Nickname 2 Page Number Use the work area to design each report section 5 18 2005 Firm Name 1200 00 PM Repon Name Label For intemal Use Oniy KAGO inches YOH inches Use the Field List toolbar to add database fields to reports For most reports you will use this tab to design headers and footers set up font styles or adjust margins However if you create user defined reports or print mailing labels you can also choose which fields will appear in the report body The Design tab of the Print Preview dialog box o
403. sistant shows Total interest and finance charges billing details for clients Total taxes Previous balance that are ready to bill Total payments and other A R transactions New balance Funds accounts balance Funds accounts replenishment Hold criteria none applies Select Al None Total 20806 13 Has the hold criteria been met none applies V Release slips marked hold slips marked Hold will be included on the bill In Reference to General counsel Generate Bils y PDF 4 Options O Pre Bill Worksheet Switch viewing mode to one client at a time See Using Billing Assistant to review billing data on page 12 10 Firm Assistant You can also use Firm Assistant to view billing totals for all clients in your firm at once Firm Assistant for all clients Details Summary Client Billable Fees _Billable Costs Interest Total A R Previous Balance Last Bill Date Unbillable Fees Unbillable Costs Finance Charge Total Funds New Charges Last Payment Date TaxonFees TaxonCosts BA WIP Funds Balance New Balance HABE 3997 50 302 32 03 56 2200 00 PAL a 12 31 08 335 00 0 00 i I 0 00 Atlantic H J 2000 00 2186 13 J 4186 13 Bishop J i A 3000 00 2180 20 5180 20 Eastem i I I F 0 00 887 50 i Date Range Start Date E End Date ef Firm Assistant shows E one a Selection All additional billing totals a 4 0 00 Kelley Engineering I l 0 00 189 19 J 189 19 Nickerson
404. slips Today templates For more info on editing Sage Timeslips Today look up editing Timeslips Today Templates in the online Help Help You can drag and drop sections from the section list onto the current template Help 10 6 While Sage Timeslips provides pre made Sage Timeslips Today templates that present key data about your company advanced users can also create or modify templates to present the data most important to them For example you can create your own Sage Timeslips Today template to display triggered alerts slips with active timers slips or transactions created within the last week clients with overdue balances and more Opening the template you want to modify While viewing the template that you want to edit right click on the template and choose Edit Sage Timeslips switches to the Edit Sage Timeslips Today dialog box where you can edit the current template If needed you can also open another template to edit or create a new template File Section Layout De plates Office t X bal fs ib Last 10 Slips Entered IC Date Timekeeper 50 5 29 2008 S Santos 49 58 2008 OD Brickley 48 5 3 2008 S Santos 4 23 2008 D Brickley 4 23 2008 D Brickley 4 20 2008 D Brickley Client North Project Nickerson North Project1 Nickerson Nickerson Pierce Value 11 31 300 00 500 00 450 00 12 90 Tota 3477 06 Slip Totals Field s Time Spent
405. slips User s Guide 4 Optionally use the Selection button to set up selection filters to limit the names displayed 5 When you click OK a message confirms your intent to change classifications Click Yes to continue Purging Data and Closing Periods Changing name classifications and closing slips as discussed in the previous sections hides data well However you will eventually need to remove older data to reduce the size of your database Closed names and slips old histories and approved transactions will eventually become obsolete You can purge this data to remove it permanently from the database Select File Purge to purge data The Purge dialog box contains two pages that you access by clicking the tabs at the top Start on the Select Data to Purge page Mark the types of data you want to purge you can purge more than one type of data at a time When purging slips purging transactions or consolidating histories you set the selection criteria using the fields to the right of each selected data type You can also print detailed reports of purged data for record keeping Use the Select Data to Purge page to Select Data to Purge Options select which types of data to remove from the database Accounts receivable transactions use filters v Filters m Funds transactions billed and closed older than 12 months VJ Slip transactions billed and closed older than v 12 months m Clients wi
406. sseseeseeseeeeeeseseteneeeeeeees 13 10 Printing and finalizing statements eeeeeeeeseeeeeeeeeees 13 11 Table of Contents Timeslips User s Guide Chapter 14 Linking Sage Timeslips with Outlook OVERVIEW a a e a E A T E R R 14 2 Synchronizing Names s s ssssesessssesesesseseresesesssseresessesereneseeseseesenes 14 3 Setting up name synchronization seseessesessseessssesresesresesrereereseseese 14 3 Linking client fields with contact fields wees 14 4 Linking client names with contact NAMES oo 14 5 Understanding the synchronization Process cssesseeesereeeeeeees 14 5 Creating Outlook Records within Sage Timeslips 14 7 Enabling auto population esesseseeseeseeseeeeeeesseeneeesaesenees 14 7 Entering email addresses ueneno aa 14 8 Creating Outlook rec tds sersnasrcsosacesosoncsacinias 14 8 Example of auto population sirsiran eiai 14 10 Creating Slips within Outlook 0 eeseeeeeeeeeeeeeeeeeeeseeeeeeees 14 11 Entering email addresses cssssseseessesseeeesesseeeeeeasaeseeeeaseeseeees 14 11 Creating time and expense SLIPS eeessseseeeeseeeeeeeeessseseeeeaes 14 11 Using the Create Slip from Outlook dialog box 14 12 Examples of auto population ccccsesesssesesesessseseseesesesesesees 14 14 Chapter 15 Updating and Removing Data OVERVIEW oore a eE EAER E ER RA N 15 2 Updating Raie S a E aa arat aa sisi ied a a apaa E eaea 15 2 Updating Slips iciwarccnneduewancntanonianinnisiwaee ei 15 4 Closing and Reopening Sl
407. st that you enter this information now so Sage Timeslips tracks your billing properly Select the starting invoice number for invoices generated in Timeslips Invoice number 10000 1 Use the default invoice number 10000 or enter a custom invoice number 2 Click Next to continue creating the new database 6 6 Tip Using the Create a New Database wizard Identifying administrators Select Bill Layout Bill layouts determine where items are positioned on bills and the level of detail that appears for each individual charge on the bill You can double click the Preview box to preview the level of detail for each choice Click Done when you are finished to return to the wizard The layout you select provides Sage Timeslips with a starting point for the default bill layout Before you generate bills you can adjust the bill layout as needed QO Create a New Database Select Bill Format The bill layout determine the appearance of your printed bills Select one of the styles below and you can edit it further to match your firm s current style Layout Preview Basic bill a Letterhead bill Bill with firm heading Bill with formatted header Bill via email Narrative style flat fee bill m Bill with payment stub Layout for Form LCI78 E Optionally include a Layout for Form LCI 39P lt cover page on the bill that can summarize Level Medi sss billing totals and Se
408. statuses can appear on slips throughout Sage Timeslips such as within the Slip Entry dialog box or on the Time and Expense Slip List dialog box The following diagram illustrates how timekeepers and approvers use slip approval statuses within the slip approval process P Timesii f D mo a LD a Ea Pa el AS APPROVED Ga Timekeeper enters FENOING Approver reviews Ihe slip Py gil ales caa a new slip t A E a e 1 in Timekecper edits slip as indicated by approver Approving Slips to Appear on Bills Setting up slip approval Setting up slip approval For more info look up setting up slip Help approval in the online Help Mark Enable Slip Approval to enable this feature Before you can use the slip approval feature you must enable this feature within global security indicate which timekeepers are approvers and then indicate which timekeepers require slip approval Enabling the slip approval feature You can enable the slip approval feature within the Global Security dialog box Select Setup Security Global to open this dialog box Global Security Use these settings to enable and describe general requirements for security M Require login and activate security Password required to log in Security Supervisor s password Default Profile for a new Timekeeper Default Guests log in without a password using GUEST M Enable Slip Approval OK Cancel
409. strator rights to install Sage Timeslips The Setup program will change Windows access rights to the installation folder for Users group to Full Control Installing Sage Timeslips Understanding station licenses Understanding station licenses Every computer that accesses Sage Timeslips must have a network station license For example if you want to use Timeslips on three computers you must purchase three station licenses Users can also access Sage Timeslips through terminal services Each user accessing Sage Timeslips through terminal services will use a network station license When running Sage Timeslips you can view and maintain network station licenses using Station Administrator See Using Station Administrator on page 16 7 for more information If needed you can purchase additional licenses for Sage Timeslips through our web site at http www SageTimeslips or by calling 800 285 0999 Installing Sage Timeslips Understanding the installation process After preparing to install see Preparing to Install on page 2 2 you are ready to install Timeslips Installing on a single workstation Installing Sage Timeslips for use on a single workstation consists of the following steps e Install Sage Timeslips to the local workstation see How to install Sage Timeslips on page 2 6 e Install other add ons if appropriate see Installing additional licenses or other add ons on page 2 8 Installing on a
410. sts and expense charges interchangeably Your business may use other terms for expense charges such as disbursements 12 3 12 Billing Clients Timeslips User s Guide Preparing for Billing Before generating bills you should confirm that Sage Timeslips will bill the charges you are expecting it to bill This step of the bill cycle includes entering data in Sage Timeslips that you will bill to your clients updating bill arrangements that determine how to calculate new charges for each client and optionally setting up billing features like split billing and sending bills by email Entering billing data 12 4 Note Before generating bills you should confirm that you have entered the following information in your Sage Timeslips database Sage Timeslips provides many tools to help you review billing information See Reviewing Billing Data on page 12 9 for more information Time and expense slips Time slips detail services provided to your clients and expense slips detail expenses and disbursements charged to your clients On each slip you can include text descriptions rates and billing options See Entering Time and Expense Slips on page 8 3 for more info Payments and other accounts receivable transactions Accounts receivable transactions allow you to modify your clients accounts receivable balances For example you enter payments to reduce the accounts receivable balance See Entering Accounts Receiva
411. suit your business practices or specific types of employees See Using Navigators on page 4 5 for more information 1 5 1 1 Introduction to Sage Timeslips Timeslips User s Guide ie Procedure Editor Procedures can automate Sage Timeslips by running scripts or macros Procedure Editor lets you edit the procedures included with Sage Timeslips or create your own new procedures Users can play procedures individually or attach them to navigator buttons See Playing Procedures on page 4 6 for more information Station Administrator In multiple user firms Station Administrator can help you monitor the status of each workstation that is logged into a Timeslips database See Using Station Administrator on page 16 7 for more information Sage Timeslips Features Sage Timeslips is a feature rich application with the versatility to accommodate many different types and sizes of businesses Sage Timeslips provides scalability and add on products to make Sage Timeslips best fit your business needs Disabling features There may be features that your firm will not use Sage Timeslips allows you to disable features you do not need effectively removing them from the program The result is a simplified Sage Timeslips interface that hides commands and fields you do not use See Disabling features on page 6 11 for more information Purchasing add on products We provide add on products that extend the Timesl
412. t dialog box 3 Select the new graph format and any other graph options and click OK E value 1 6 34 BB value 2 42 47 BB value 3 E value 4 11 17 11 Designing and Printing Reports Timeslips User s Guide When designing free form sections you Help can use grids to help align fields in each section For more info see moving layout fields and objects in online Help 11 18 Aligning fields to each other You can align fields with each other on a report to provide a more professional appearance To align fields with each other 1 Select the fields to align Sage Timeslips will align the selected fields with the last field you select For example you can align a Phone Number text label with the Firm Phone 1 database field If you want to align the database field to the text label first click on the database field and then hold the Ctrl key and click on the text label The status bar will indicate the last field selected and will also indicate the number of fields currently selected hone Number P P Fim Phone 1 Select Tools Align Fields Align Top to align the Last Bill Date database field to the top of the Last bill date label Phone Number Firm Phone 1 When aligning fields you may also want to justify the text of those fields Aligning fields to margins You can also align fields with report margins to provide a more professional appearance To align fields with
413. t for the current client a Set Apply to to the appropriate option All invoices Lists all related projects with unpaid invoices Invoice by date Lists only projects with invoices for the date you specify Use this option when paying off a single consolidated bill No Invoices Not yet applied Lists all related projects with unpaid invoices Sage Timeslips applies the transferred amount to future invoices for the selected project If you use this option you can later manually edit the associated payments to distribute the money as needed If you have set up automatic discount for a client see Setting up automatic discount on page 9 8 set Apply to to No Invoices Not yet applied When you later apply the associated payments Sage Timeslips prompts you to create a discount if applicable b Click Apply All to apply the entire amount in the Total unapplied field to as many projects as possible starting from the top of the list Otherwise highlight the To Apply field for the appropriate project and click Apply One to apply as much money as possible to the project s unpaid balance You can also enter an amount manually If you enter an amount in excess of the unpaid balance Sage Timeslips will apply it to future invoices for the project 4 To transfer an amount to a client funds account for the current client or a related project a In the Transfer to Client Funds group box highlight the To Apply field for the a
414. t from mutually args ere exclusive items Markup O default 5 00 4 13 4 4 Using the Sage Timeslips Interface Timeslips User s Guide 4 14 Quick Start Tutorial Overview 5 2 Using automated guides 5 2 Getting additional information 5 2 Opening the sample database 5 3 Quick start premise 5 3 Creating Names 5 3 Creating timekeepers 5 3 Creating tasks and expenses 5 5 Creating a client 5 8 Tracking Time and Expenses on Slips 5 9 Creating a time slip 5 10 Creating an expense slip 5 12 Entering Transactions 5 13 Printing Reports 5 14 What s Next 5 14 5 Quick Start Tutorial Timeslips User s Guide e Quick Start Tutorial e Overview This Quick Start introduces you to the basic data entry processes of Sage Timeslips adding names entering slips and entering transactions We include a premise for each process to provide an example of why you might add each type of data Using automated guides Sage Timeslips offers guides to provide step by step assistance in performing a particular function Click Guides in the lower left corner of the Sage Timeslips window to open the Guides page of the Guides and Procedures dialog box S Guides and Procedures Guides Your Own On Navigator Howto add Clients How to add Expenses How to add Tasks How to add Timekeepers How to enter expense slips How to enter payments How to enter payments from funds How to enter reverse payments How to enter time slips
415. t the synchronization process the Outlook Link will perform each of these functions or it will just synchronize data between linked client and contact names 14 5 1 4 Linking Sage Timeslips with Outlook Timeslips User s Guide Starting the synchronization process Different actions in Sage Timeslips can start the synchronization process Synchronization can start as soon as you open the database When editing clients in Sage Timeslips you can apply changes to Outlook contacts immediately or the Outlook Link can prompt 14 6 you to make changes Starting synchronization manually You can start the synchronization process manually by selecting Names Synchronize Names with Outlook When you synchronize names in this way this process will review all client and contact names Synchronizing when opening the Sage Timeslips database When Synchronize clients when opening the Sage Timeslips database is marked in the Synchronize page of the Outlook Link Settings dialog box the synchronization process starts when you open this database Synchronization rules v Apply changes from Timeslips Clients to Outlook Contacts Update Outlook Contacts immediately when editing Timeslips Clients Ask w v Prompt before adding Clients to Outlook N v Apply changes from Outlook Contacts to Timeslips Clients 4 Synchronize Clients when opening the Timeslips database When you synchronize na
416. t you have entered in the CC Email addresses field in Sage Timeslips Creating time and expense slips Help 2 Help The Outlook Link provides two ways of creating time or expense slips from Outlook email messages tasks meetings or appointments Using the Create Slip When Complete button You can open an Outlook record and use the Create Slip When Complete button to mark an Outlook record for slip creation Please note that this button may not appear in Outlook in some cases Please see considerations when using the Outlook link in the online Help for more info When that Outlook record is complete the Outlook Link will prompt you to create a slip based on it For example if you mark an email message for slip creation when you send that message the Outlook Link will prompt you to create a slip based on the message If you mark meetings or appointments for slip creation the Outlook Link opens the Completed Meetings Appointments dialog box when it detects completed meetings or appointments You can use this dialog box to select a completed meeting or appointment for slip creation For more information about creating slip from meetings and appointments look up creating slips based on Outlook records in the online Help 14 11 14 14 Timeslips User s Guide Linking Sage Timeslips with Outlook Using the Create Slip command You can create a slip from an Outlook record at any time eve
417. tabase a Mark Back up the current database first This option makes a copy of the current database before overwriting it b Mark Include subfolders of the current database in backup This option includes folder contained within your database folder If you want to restore the backup to a new location mark Choose a new location a Click Browse to locate the folder where you want to restore the backup Typically this will be a new folder b Click Save Click OK to continue with the restore process When the restore is complete click OK to open the restored database Using other backup programs When you are using alternate backup software to back up the Sage Timeslips database there are two requirements You must capture all files in the database folder in each backup Some software packages use an incremental backup function that saves only files changed since the last backup Because there are over 200 interrelated files in a Sage Timeslips database restoring a Sage Timeslips database from an incremental backup will cause problems To guarantee that data does not change during the backup you must confirm that all stations have exited Sage Timeslips You can use the Station Administrator utility to view if anyone is using the database see Using Station Administrator on page 16 7 If you run automatic backups overnight you can use the Options Change Timeout Settings command in Station Administrator to automatica
418. tacts in the global contact folder 4 Use the settings within the Synchronization rules group box to enable name synchronization and determine when names synchronization occurs Mark one or more options to enable name synchronization 5 Click OK to save the settings 14 3 14 Linking Sage Timeslips with Outlook Timeslips User s Guide Linking client fields with contact fields Before synchronizing names you can optionally verify how the Outlook Link maps fields This ensures that the proper data is being updated between names How to link client fields with contact fields 1 In Sage Timeslips select Setup Sage Timeslips Outlook Link Settings 2 Inthe Outlook Link Settings dialog box switch to the Linked Fields page Outlook Link Settings Synchronize Linked Fields The Outlook Link enables you to synchronize Timeslips Clients with Outlook Contacts Use this tab to link Timeslips Client fields with Outlook Contact fields To link fields select a field from the Timeslips Clients list select a field from the Outlook Contacts list and click the Link button Use the Linked Fields page Note The Timeslips Nickname 1 field will always synchronize link with the Outlook File As field to map client fields Timeslips Clients Outlook Contacts to contact fields Field Field Linked with Nickname 1 a Business City City Nickname 2 a Business Country Country Full Name Business Fax Fax Business Home Page lt not lin
419. tart Sage Timeslips you log in as a timekeeper This timekeeper name appears in the lower right corner of the Sage Timeslips window Sage Timeslips associates an active time slip with the logged in timekeeper who started it not the name is on the slip No other timekeeper can stop the timer except by selecting Slips Stop All Timers Selecting Slips Stop All Timers will stop all active timers and all active time slips in the current database Selecting Slips Stop My Timers will stop all active timers and all active time slips for that the current login started in the current database This command stops the timers and time slips whether or not you are the timekeeper on the slip Creating expense slips When entering expense slips Sage Timeslips offers many shortcuts that can simplify slip entry See Using slip entry commands on page 8 8 To edit an existing expense slip find the slip that you want to edit open the slip in the Slip Entry dialog box edit the fields as necessary and save the changes How to create an expense slip The following steps explain how to create a new expense slip To edit an existing slip find the slip you want to edit and make changes as necessary 1 Click Slip List or select Slips Time and Expense Slips to open the list of slips 2 Click New to open the Slip Entry dialog box Nicknames identify who incurred what type of expense for which client Enter free form text to
420. tart date today s date End date end date today s date 1 4 Linking Sage Timeslips with Outlook Timeslips User s Guide Example of auto population You are reviewing the charges for a client s next bill using Billing Assistant and you want to email a question to the client You click on the Outlook button K on the main toolbar and then choose Outlook Email Message to create a new email message When creating Outlook Billing Assistant List View Billing Assistant e Go to Billing Details a Get Updates Showing All slients with new charges Change Billing Rule records from Sage Timeslips the Outlook Link can automatically populate Outlook fields with Timeslips data Include Nickname1 lt Nickname 2 ABC 02 1001 Atlantic Bishop Eastern ry Untitled Message HTML Hold Stage Balahge 688M5 4548 10 3823 15 Insert Format Tools Actions Help Arial 10 Esen Gl amp BBd ay Subject BZ Xlient Billing Overview for Neely amp Hannah Neely amp Hannah Steel 432 Industrial Park Buford GA 30519 678 555 5050 nhsteel example com gt G gt be Revision Approved finance charges nhsteel example com d other A R transactions plance plenishment none applies ja been met none applies Switch viewing mode to one wlient at a time Sage Timeslips will populate the message s To field with
421. tes for each charge or expand the Description column Expense Charges Itemized Use this section to design how expense charges will display on a detailed bill For example you can include the price for each charge or change the format of dates Aged Balances Table Use this section to design how the aged table of owed balances will display on the bill For example you can choose which aging periods to include on the table Tax Table Items Use this section to design how the optional tax table will display on the bill For example you can show one total for each tax rule or you can break out taxes for fees and taxes for costs Project Summary Subtotals Use this section to design how project subtotals will display on the bill when consolidating projects For example you can change the font for the values appearing on this table Determining the Appearance of Bills l 2 Designing bill layout sections When you design bill layout sections there are two basic types of sections that you can design free form sections and table sections In free form sections you can move fields and objects anywhere within the section You can also add lines and boxes to these sections When designing free form sections you can use grids to help you align fields and objects in each section Look up moving layout fields and objects in the online Help for more info Help In table sections you can add text fields and
422. tes to simplify this process Select File Export to open the Export Data dialog box Since export templates are essentially report definitions that you output to file this dialog box resembles the Report List dialog box see Accessing Standard Reports on page 11 3 Unlike the Report List dialog box the Export Data dialog box has almost no reports installed because exporting depends on your specific needs Click New P from the toolbar to add an export template This process is similar to adding reports see Adding New Reports on page 11 25 To move data to another program we recommend that you create a user defined slip report or a user defined client report and add database fields to the report to match the requirements of the third party program Connecting with Your 1 7 Accounting Program Overview 17 2 Setting Up the TAL Pro Link 17 2 Synchronizing Names 17 4 Setting Up Name Synchronization 17 4 Establishing Name Links Manually 17 5 Synchronizing Names 17 7 Creating Slip Based on Accounting Transactions 17 11 Linking Activity Names 17 11 Creating Slips 17 12 Posting Entries to Your General Ledger 17 14 Setting Up Transfer Options 17 14 Understanding Accounts 17 16 Assigning Accounts to Account Categories 17 20 Assigning Accounts to Account Categories 17 20 Linking Clients to Customers 17 21 Reviewing and Posting Entries 17 22 Reviewing Past Transfers 17 24 l 7 Connecting with Your Accounting Program Timeslips U
423. th Overdue Balances Client Funds Transaction List Timekeeper List Tip of the Day v v Lower Right Slip List Other actions Data Totals List Data Totals List Clients with Overdue Balances v Data Totals List v Other actions v Other actions v OK Cancel Help 10 9 10 Reviewing Data Timeslips User s Guide You can choose which data sections appear in the lower left upper right and lower right corners of each topic Editing data sections Sage Timeslips includes data sections on every enhanced navigator topic except for the Sage Timeslips Today topic You can choose which data sections appear within each navigator topic and modify how data appears within each data section To choose which data sections appear in each topic click Change settings in the bottom left corner of the enhanced navigator Navigator Settings Office Manager General Page Settings Page Settings Topic Lower Left Upper Right Lower Right Prepare biling Slips with Active Timers Slip List Top Five Repatts Finish Billing Billed vs Original Values Graph Billed Values Graph Timeslips Message Center Accounts Receivable AJR Transaction List Slip List Timeslips Message Center Expense Expense List Overhead Cost vs Billed Values Gr Timeslips Message Center Collections Clients with Overdue Balances Billed vs Original Values Graph Timeslips Message Center Funds Client Funds Account List Client Funds Transaction
424. th a Closed classification Timekeepers with a Closed classification Tasks with a Closed classification Expenses with a Closed classification Consolidate Client history older than months V Consolidate Timekeeper history older than months Bank Deposit Slips C Split Billing Rules All None Purge Cancel Help Purging names Sage Timeslips can purge clients timekeepers tasks and expenses that you have marked Closed see Hiding Names on page 15 6 For example to purge timekeeper names mark Timekeepers with a Closed classification When you purge names Sage Timeslips will permanently remove slips and transactions associated with those names from the database 15 8 Purging Data and Closing Periods Purging slips and transactions Purging slips and transactions Many firms choose to purge slips and transactions at the end of a billing or accounting period The Purge function simplifies this process by offering rules to delete data by age Selecting which records to purge When purging slips and transactions we suggest you use the billed and closed older than rule to quickly remove obsolete data older than a number of months e For slips billed and closed means appearing on an approved bill and closed For accounts receivable transactions billed and closed means appearing on an approved bill posted to your general ledger if you have TAL or T
425. th field to specify the synchronizing with this database Next select when the synchronization process will occur Finally determine if contact folder that you are Timeslips will auto populate email messages tasks meetings and appointments with information when created eine A from within Timeslips linking with Sage Timesli ps Select Dutlook folder 2 Contact folder path Mailbox Brickley David Contacts Browse Use the Synchronization Synchronization rules rules fields to specify F Apply changes from Timeslips Clients to Outlook Contacts how to synchronize Update Outlook Contacts immediately when editing Timeslips Clients Ask v Sage Timeslips clients with 2 Outlook contacts v Prompt before adding Clients to Outlook V Apply changes from Outlook Contacts to Timeslips Clients Synchronize Clients when opening the Timeslips database Creating email messages tasks meetings or appointments Auto populate Outlook fields with Timeslips data i Cancel Help 3 Within the Select Outlook folder group box click Browse Select the contact folder to use with the Outlook Link and click OK If more than one Sage Timeslips user will be synchronizing Sage Timeslips clients with Outlook contacts you must select a global contact folder The Outlook administrator must provide the proper folder rights for Outlooks users who will synchronize names These users need for Edit rights for all con
426. th standard Windows commands to tile cascade or close all windows Help commands to access automated guides training videos and online Help Selecting Commands Using toolbars Using toolbars For more information on Help toolbars look up toolbars in the online Help When you amp encounter additional Help toolbar buttons press F1 for info on those buttons Toolbars provide you with easy access to commands The main toolbar appears beneath the menu bar PRE T A BREET AFE eaa Ang The main toolbar provides quick access to most of the data entry and reporting areas in Sage Timeslips Position the mouse pointer over a toolbar button to display a ToolTip indicating the button s functionality In addition to the main toolbar many dialog boxes also include their own toolbars see Toolbars in dialog boxes on page 4 3 Toolbars in dialog boxes Toolbars appear on the top or right side of many of the dialog boxes The buttons that appear on the toolbar are primarily designed to help manipulate the items shown in the dialog box Many of the functions available from the toolbars are universal They are available in different places but serve the same purpose Not all of these buttons are available in every part of the program Add a new record to the database The shortcut key is Ctrl N ir Open details about the highlighted item in a list You can also double click on t
427. the Aged A R Balances report select Reports Billing after billing so you can monitor a client s outstanding debt If you use TAL Pro now is a good time to transfer entries to your general ledger See Posting Entries to Your General Ledger on page 17 14 Other reports may suit your needs at the end of the billing cycle If there are reports that you want to print as part of your billing cycle you may want to move them to the Billing page of the Report List dialog box Help For more information on reports look up overview of reports in the online Help system Printing a history bill If you are required to submit a bill to the court you may need to show both billed and unbilled charges for a client The History Bill select Reports Billing allows you to combine billed and unbilled slips on a report that resembles a bill but has no effect on client balances For more information on history bills look up history bill in the online 2 Help system Help 12 46 Generating Statements Overview Setting up Clients to Receive Statements by Email Determining the Appearance of Statements Accessing statement layouts A tour of the Design page Assigning statement layouts to clients Printing Statements Previewing statements to display Printing and finalizing statements 13 2 13 2 13 6 13 7 13 8 13 9 13 10 13 10 13 11 Ji 3 Generating Statements Timeslips User s Guide e Generating Statemen
428. the Layouts page of the Client Information dialog box Mark the Message 1 or Message 2 field select Custom from the list and then click Edit When editing messages remember that you can right click in the message text to access the shortcut menu of additional commands Use these commands to format text access abbreviations and insert field data tokens Showing messages on bills When designing bills you can also determine which messages to show on the bill see Hiding and showing layout sections on the bill on page 12 23 for more information Generating Bills Generating Bills Configuring the report definition for bills After you have prepared billing data see Preparing for Billing on page 12 4 and designed the look of the bill see Determining the Appearance of Bills on page 12 14 you are ready to print bills You print bills using the Generate Bills report select Bills Generate Bills or through Billing Assistant select Bills Billing Assistant Printing a bill to printer prepares the bill for approval Configuring the report definition for bills on selecting or Select Bills Generate Bills to open the Report Entry dialog box for bills You can use the Report Z For more info Entry dialog box to sorting data see printing bills in the online Help Help Select data for the bill run You can use the Filters tab of the Report Entry dialog box to select the data to include on t
429. the information you want Instead of searching for this information manually you can view this data using Sage Timeslips Today For more information on viewing Sage Timeslips Today look up viewing Timeslips Today in the online Help system Please note that Sage Timeslips Today is also displayed as part of enhanced navigators See Using Navigators to View Data on page 10 7 Using Sage Timeslips Today to View Data Assigning templates to timekeepers Assigning templates to timekeepers You can use templates to determine which data is displayed in Sage Timeslips Today Sage Timeslips installs several of these templates You can assign them to specific timekeepers so Sage Timeslips knows which template to display for each timekeeper You can assign templates to timekeepers using the Assign Sage Timeslips Today Templates dialog box select Special Sage Timeslips Today Assign Templates Displaying Sage Timeslips Today You can display Sage Timeslips Today automatically when you start Sage Timeslips or you can open Sage Timeslips Today manually when you want to view data Displaying Sage Timeslips Today automatically To open Sage Timeslips Today when you start Sage Timeslips you must edit your preference settings Select Setup Preferences to open the Personal Preferences dialog box switch to the Startup Exit page and set Sage Timeslips Today to Yes Displaying Sage Timeslips Today manually If Sage Timeslips Today is not
430. the type of data to review and who to notify when the conditions of a rule are met See Setting up alert rules on page 10 11 for more info Triggering alert rules As timekeepers enter data Sage Timeslips reviews that data If data satisfies any alert rules Sage Timeslips triggers an alert See Triggering alerts on page 10 12 for more information Viewing alerts Sage Timeslips displays triggered alerts to the timekeepers associated with the alert rule Timekeepers can view alerts one at a time or in a list See Viewing alerts on page 10 12 for more information Managing alerts The system administrator or individual timekeepers can manage alert rules and view the details of associated alerts See Managing alert rules and alerts on page 10 14 for more information For more information on viewing alerts look up alerts in the online Help system Using Alerts to View Data 1 0 Setting up alert rules Setting up alert rules Use the views of the Alert m METT Rule wizard to set up the new alert rule In order for Sage Timeslips to notify timekeepers of data related events you must first set up alert rules Alert rules determine the type of data to review and the timekeeper to notify when the conditions of the rule are met You use the Alert Rule wizard to create alert rules This wizard walks you through the alert creation process The views of the wizard and data available for each view
431. ties to set up links between Timeslips activities and expenses items in your accounting database manually This can help simplify creating slips based on accounting transactions 17 6 Synchronizing Names Synchronizing Names Synchronizing Names The name synchronization process can perform three functions e TAL Pro automatically establishes links between matching client and customer names and between matching timekeeper and employee names TAL Pro reviews each database for names that do not exist in the other database and prompts you to add or match them TAL Pro updates changed information in linked names Depending on how you start the synchronization process TAL Pro will perform each of these functions or it will just synchronize data between linked names Starting the synchronization process Different actions in Timeslips can start the synchronization process Starting synchronization manually You can start the synchronization process manually at any time by selecting Accounting Synchronize Names When you start the synchronization process in this way TAL Pro will review all Timeslips timekeeper names Timekeeper client names employee names from your accounting database and customer names from your accounting database Synchronizing when opening the Timeslips database When Synchronize linked names when opening the Timeslips database is marked in the Linked Names Options page of the Set Up Accounting Link
432. ting subgroups of charges for a client Depending on your business you might use another term such as cases jobs matters or phases The Client References dialog box allows you to maintain references for open clients or template clients To open the Client References dialog box select Names Client References Entering reference information For more info on reference fields look up references in the online Help Help Client can also use references that you have set up for template clients Like clients each reference can have two nicknames This provides two ways to select and sort slips by reference on bills and reports To add a new reference 1 Select Names Client References to open the Client Reference List dialog box 2 Select the appropriate client from the Client list and click New dp to open the Reference Entry dialog box 3 Enter the reference nicknames and click OK The Client Reference Setup dialog box click Client Setup from the Client Reference List dialog box provides fields for defining auto format rules for reference nicknames see Formatting nicknames on page 7 3 requiring references for clients and defining a default reference for a client E D Client Reference Setup E Client Nickname 1 ABC fha Nickname 2 021001 Also use template Global references z Naming Auto format for Nickname 1 Auto format for Nickname 2 SANBAC 0000 You can specify m
433. tion Layout Options Time Charges from Slips The Time Charges from Slips section and the Time Charges from Slips Split Billing section both utilize the same options When this window is accessed from either section any changes will impact both sections Section Format Columns Itemize Phrases Font Styles Column Titles e Section Titles Detail item text Detail item charges Detail item hours and quantity Subtotal title Subtotal text Subtotal hours Subtotal charges Font Style used in section Time Charges from Slips Expense Charges from Slips Taxes for Time and Expense Finance Charges Accounts Receivable Transactions Total Time Charges Total Expense Charges Total Time and Expense Charges Time Charges from Slips Split Billing Expense Charges from Slips Split Billing Total Time Charges Split Billing Total Expense Charges Split Billing Total Time and Expense Charges Split Billing Distribution T able Split Billing Sample Sample text 100 00 Some of the examples in the following sections of this guide will use the settings available in the Layout Options dialog box 12 27 12 12 Billing Clients Timeslips User s Guide Designing bill layout sections For a complete amp list of all bill layout sections Hele ook up bil sections in the online Help system 12 28 Each bill is composed of multiple bill layout sections Each page of the bil
434. tion for the client s next bill 302 32 4299 82 3 i Bi aa Click on any underlined amount or click the T Go to Billing Details button at the top of EEI Billing Assistant to drill down to billing details The Billing Details screens include a list of pages to the right so it is easy for you to move to the information you need Each page groups a specific type of billing information for the client Billi Click on the links along the left side of the screen to navigate to other billing details Help Back to List Gad Get Updates Client ng Assistant Billing Details Fees Time Slips Totals Include Costs J Expense Slips lala aBC The page heading indicates which details you are viewing Billing Details Time Slips Initia Task Extra eee UA sien Were M 10 1 2007 SJS Review analyze Other Charges J 13 Longley v ABC m 2 18 2008 DAB Research inara 25 Bismark v ABC Finance Charges 7 2719 2008 DAB Trial and Hearing Atte Taxes 26 Bismark v ABC Discounts 4 2 22 2008 DAB Draft revise 31 ABC v DEGP 12 11 Billing Clients Timeslips User s Guide 12 When you unmark clients Sage Timeslips excludes them from the run Click Print from any Billing Details screen to print a bill for the current client 12 12 Print worksheets and bills quickly As you work within Billing Assistant you can determine which clien
435. tionally enter the slip s estimated time Sage Timeslips uses the Time estimated field on some reports to calculate the variance between estimated and actual time Enter the duration of the work You can enter the duration in the Time spent field click the Time button to calculate time based on start and stop times or click the Timer switch to time your work See Entering time values on page 4 11 and Timing slips on page 8 6 for information on time entry commands Select the slip s billing status Typically most slips will be Billable but you can also set this status so you do not charge the client for the work If the Billing status and rate settings fields are not available click Billing status and Rate Settings on the time slip Billing Status and Rate Settings v Optionally mark the Recurring check box Use this check box only for slips you want to bill each billing period Optionally you can choose to hold the slip for a future billing If you do not want to bill the slip at this time mark the Hold check box Optionally choose a billing rate Sage Timeslips automatically selects a rate using the rate rules you ve set up for each client You can override these settings by selecting the slip s Rate Source and Level on the slip Alternatively you can enter a rate in the Rate Value field Optionally use the Markup Adjustment and Do Not Bill time fields to modify the slip s value These fields allo
436. tions To add a graphic to the current bill layout section 1 Select Tools Insert Graphic to open the Open dialog box 2 Set the Files of type field to the appropriate graphic type for example Windows Bitmap 3 Select the folder that contains the graphic that you want to insert to the current bill layout section Look in B Logos N EG My Recent Documents gP Desktop My Documents 3 My Computer ae File name hsc bmp a My Network Files of type Windows Bitmap bmp dib rle bmz v 4 Select the graphic to add and click Open 5 Sage Timeslips places the graphic onto the current bill layout section where you can move or format the graphic as necessary You can also insert graphic images into free form bill layout sections by cutting or copying images from a graphic program and then pasting the graphic into the free form section Adding lines You can add lines within the bill layout section to highlight or separate items on the bill To add a line to the current bill layout section 1 Click the Line button from the toolbar 2 Click on the bill layout section where you want to begin the line and while holding down the left mouse button drag the mouse cursor to where you want to end the line is 3 Release the mouse button when you are at the position where you want to end the line 4 With the line still selected you can click the Line Styles button from the toolbar to open the L
437. to slip Ctrl Shift G Move to first Slip eecceeeeeseeeeseeeeeeeeeeeeeseeeeeeeees Ctrl PgUp Move to previous SliP eee eee eeeeeeeeeeeeeeeseeeeeeenees PgUp Move to next Slip cccccecccsccnscssstesessesssnsocsesseneneeetsesonee PgDn Move to last Slip eee eee eee eeeeeeeeeeeaeenees Ctrl PgDn Date fields Same as previous date Today s Previous days ee Siieie isda ee het lt Down Nextday mosean eet eens ehce od rennet anced dees tc cneatonstdasentes gt Up Calendatiscssvssecieueencnescen enw nee vests C Transaction List dialog boxes New transaction cccccccccceescsssseeeeeeeescssseeeeeeesesseeeee Ctrl N Open transaction iannis a a rh Ctrl O Find transaction vg GO tO trANSACTION srair imni kiaad Ctrl Shift G Print list Of transactions cece ceeeeeeesetteeeeeeeeeseeeeee Ctrl P Update transaction list Ctrl Shift L Delete selected transaction ccccccscessseeeeeeeeeee Ctrl Del Transaction Entry dialog boxes ex the Accounts Receivable Entry dialog box New transaction ccececceeesseeeeeseeeeeseeeeseeeeeeeaeeeeseeees Ctrl N Switch to transaction list Ctrl L Revert transaction wo eee ceeeen cess eeseeseeeeseeseeeeenees Esc Save transSaction ccccccccccccececeeeeeeeeeeeeeeeeeeeeesseeseeeensees Ctrl S Find transaction isrann eria Ctrl Shift F Go to transaction Ctrl Shift G Move to first transaction c
438. tomize the journal number and memo Sage Timeslips will find the QuickBooks Customer with the name entered in the QuickBooks Customer field If the name does not exist Sage Timeslips will attempt to create that QuickBooks Customer automatically Journal Number TOTAL Reverse Journal Number TOTAL QuickBooks Customer TimeSlips Memo TAL Posting Use the Transfer Closed Periods page to set up date rules for entries that would post to unacceptable dates Transfer Closed Periods Settings If there are dosed periods in QuickBooks you can assign the earliest date accepted by QuickBooks You can also choose what to do with any entries that fall before the earliest date Earliest date acceptable to G L 7 1 2013 When an entry falls before the minimum date accepted 5 Allow the entry to show as an error Use the date of the posting today 5 Use this date Understanding Accounts 17 16 After you link Timeslips to your accounting package you can assign the accounts from the general ledger s chart of accounts to the TAL Pro account categories TAL Pro provides many different account categories to help you accurately track your firm s information Your accounting package maintains many totals about specific elements of your business including how much cash is on hand in the bank and owed by clients Each element is called an account in your general ledger and is associated with the typical account types of assets liabilities revenue an
439. ts Overview At the end of the billing cycle you can send statements to your clients to document the recent changes to clients accounts receivable balances There are several steps to set up and print statements You can set up clients to receive statements by email See Setting up Clients to Receive Statements by Email on page 13 2 for more info e You can establish the appearance of statements See Determining the Appearance of Statements on page 13 6 for more info When you are ready to print statements you can print them to the printer or to a file After printing you can finalize the statements to prevent items from appearing on statements again See Printing Statements on page 13 10 for more info Setting up Clients to Receive Statements by Email For more info amp on sending Help statements by email look up sending statements to clients by email in the online Help 13 2 When you print statements to the printer and finalize them Sage Timeslips can also send PDF copies of the statements to your clients by email Before you can send statements by email you must set up options for each client and set up options for the statement run To send statements by email you must e use a MAPI compliant email system such as Outlook Outlook Express or Eudora please check with your system administrator to determine if your email system is MAPI compliant e have an Internet conn
440. ts Sage Timeslips offers a variety of printing formats such as printing to your default printer saving reports as PDF files or exporting reports to Excel See Printing Reports on page 11 21 Add new reports You can add new customized reports to Sage Timeslips This makes it easy for you to build lists of reports that your firm uses See Adding New Reports on page 11 25 This chapter focuses on selecting a report setting up the report to fit your firm s needs and printing the report Additional resources Sage Timeslips provides additional resources to help you learn how to design and print reports The online Help system describes all standard reports in detail and describes the fields available on each report For more information on creating designing and printing reports look up Help reports in the online Help ama Sage Timeslips also provides a Sample Reports Guide in portable document format PDF To A review samples of the reports available in Sage Timeslips select Help Other Documents Report ee Samples 11 2 Accessing Standard Reports 1 1 Additional resources Accessing Standard Reports Select a tab to view the reports for a particular report group When you select a report from the Report List Sage Timeslips shows an example of that report The Report List dialog box allows you to view set up and print any report Click Reports i from the toolbar or sel
441. ts and which slips will appear on the next bill run In order for bills to reflect your selections you must print your bill run from Billing Assistant Billing Assistant Billing Assistant List View E Go to Billing Details E Get Updates Showing All clients with new charges Include Nickname 1 Nickname 2 7 ABC Atlantic Bishop Eastem Nickerson North Project1 North Project2 Pierce Seacoast SHee80808 Select All None lt Release slips marked hold slips marked Hold will Generate Bills to Display 3 Change Billing Rule Hold Stage Balance 5736 12 Total be included on the bill 21163 50 Options O PreBill Worksheet left corner to print that client s bill For more info on printing bills from Billing Assistant click the Help button from the current screen of Billing Assistant g Help When reviewing billing details for a specific client you can use the Print button in the bottom Bismark v ABL 2 Finance Charges si 2 19 2008 DAB Trial and Hearing Attendance Taxes 26 Bismark v ABC Di t ml 27 22 2008 DAB Draft revise iera 3 ABC v DEQP Payments and Other A R M 2 26 2008 DAB Analysis Strategy Balances 34 Bismark v ABC Funds J Advanced J Select All None Print Bill Description of highlighted slip Preparation of review of Patent License Agreements from Mr Whitley at ABC to
442. tveeseceds 12 2 Preparing for Billing eeeseeseseeeeeeeeseeeeceeeeecseeesseeetaceeseees 12 4 Entering billing data wo eeeesesesesesesesesesesesssssesesesesesesesees 12 4 Updating bill arrangements eeeseseeeeeeseteeeeesseseseeeeaceeseeeeaes 12 5 Splitting charges on Dills eee eeeseeeseeeeeeteteneeeeeeseeeeeeeeees 12 5 Setting up clients to receive bills by email eee eeeeeeeeeteees 12 7 Reviewing Billing Data eesessseeceseeeesseeeseeeeseseeeeseeeeseeeeaees 12 9 Using pre bill worksheets to review billing data eee 12 9 Using Billing Assistant to review billing data eee 12 10 Using Firm Assistant to review billing data eseeseeees 12 13 Table of Contents Timeslips User s Guide Determining the Appearance of Bills eeeseeeteeeeeeeeeees 12 14 Understanding bill layouts eee eeeeeseseeeeseeeeeeeeeseeseeeesaeees 12 15 A tour of the Design pag sssini 12 18 Setting options that affect multiple bill sections 12 19 Hiding or reordering bill layout sections eects 12 22 Setting options that affect specific bill sections 12 25 Designing bill layout sections oo oiishi 12 28 Assigning bill layouts to clients sssssssssssesssssessesesseesreseesreseeseese 12 35 Including messages on bills eseseeeeeseseeeeeeseeeeeees 12 36 Gerierating Billsin iei E ER 12 37 Configuring the report definition for bills s seeseeeeseeeeseeeeseese 12 37 Previewing bills to display esssssssecsesesseceessesseseessesesseeseeees 12 3
443. twork server is the Timeslips Server In network installations after installing Sage Timeslips on the first computer you can use the local installer to install Sage Timeslips to each network workstation that will access Timeslips See Installing Sage Timeslips locally on page 2 8 for additional information about configuring your network workstations You can install Sage Timeslips in many network environments Our online knowledgebase includes detailed installation instructions for some of these specific network environments Please visit our web site at http www SageTimeslips com to access our online knowledgebase to see if we have installation instructions for your environment Using mapped drives During the installation procedure Sage Timeslips requires you to specify a destination folder for your Sage Timeslips program files If you are installing Sage Timeslips on more than one workstation in a network environment you must use the identical file path from each workstation 2 3 2 2 Installing Sage Timeslips Timeslips User s Guide 2 4 Ifyou install Sage Timeslips to a network drive and path then all other workstations should also access Sage Timeslips from that same network path although the mapped drive letter can be different For example Sage Timeslips Server actual path C Apps Timeslips Sage Timeslips Server mapped path H Timeslips Other Sage Timeslips workstations mapped path H Timeslips
444. ue Charges You have a balance of Oldest Balance Amount that is Oldest Balance Specify the body Days days overdue Your total balance is New Balance text of the email Please submit a payment message Thank you Note The attached statement is in PDF file format Adobe Acrobat Reader is necessary to view this file If you do not have Adobe Acrobat Reader installed please download the free reader from the Adobe website http www adobe com products acrobat readstep2 html and install it on your computer In order to be able to send statements by email you must set up options for each client 13 3 13 Generating Statements Timeslips User s Guide Mark Send statements via email for each client that will receive statements by email 13 4 Assigning email addresses to clients Sage Timeslips can store multiple email addresses for each client The Phone numbers and Email addresses group box on the Contact Info page of the Client Information dialog box includes the Email Address and CC Email addresses fields You must assign a valid email address for each client that will receive statements by email Enter a valid email address Email addresses i gA for each client Primary atlantic example com a DE atlantic billing example com a You can also enter CC email addresses carbon copies for each client Separate addresses by using commas semicolons or carriage return line feeds E
445. ur company uses when it refers to the elements in Timeslips For example your firm may use the term attorney instead of timekeeper Use the Terminology page of the General Settings dialog box to maintain these labels Timeslips will reflect these changes throughout the program on menus dialog boxes reports etc Creating default settings for new names The most common links are Overview Opens a topic the describes how the current features interacts with other features e See also Lists topics for related features e How to Lists step by step topics related to the current feature See example Lists examples of how you may use the current feature Using context sensitive Help Many of our Help topics describe the fields available on the current screen To access context sensitive Help click Help on the toolbar click the Help button on a dialog box or press F1 Using the Online Help System Using the Contents page Using the Contents page The Contents page of the Help system includes topics organized into books 4 and pages A This structure allows you to approach the major features of Timeslips individually E Timeslips Help oH e 4 A Hide Back Print Howto Glossary Contents Index Search b Overview of Reports E ae License Agreement Copyright and Trademarks 4 Summary for Upgraders new features and chang See also How to Introducing Timeslips E S
446. ut not printed 0 You can use this dialog box to approve bills immediately or place them in Proof Stage for further review We recommend that you place bills on Proof Stage while managers review them See Placing bills on Proof Stage on page 12 42 Reprinting copies of bills When you print bills to the printer Sage Timeslips stores copies of each bill image in your database for later use with the Bills Reprint Bills command For more information on reprinting bills see Reprinting bills on page 12 45 Printing matching envelopes or mailing labels After placing bills on Proof Stage or approving bills Sage Timeslips will prompt you to print envelopes or labels for the clients in that bill run If you do not want to print envelopes or labels at this time click Cancel If needed you can unmark the Print matching envelopes or labels option to prevent this step in the future 12 41 12 Billing Clients Timeslips User s Guide Reviewing and Approving Bills When printing bills is completed Sage Timeslips will prompt you to approve the bills from the current bill run Approving a bill updates your clients accounts receivable balances and updates billing histories with new monthly values See Approving bills on page 12 43 for more information about approving bills You will most likely want to review these bills for last minute changes or errors Instead of approving bills immediately you should place them
447. verdue balances You can define up to six aging periods By default Sage Timeslips uses four aging periods of 30 60 90 and 120 days but you can choose any length for the periods up to 999 days Use these periods to determine when to begin charging interest and when to print past due messages on a bill a General Settings Firm PA a x Tae Financial Aging Periods Terminology Aging Periods Usi ng the Aging Other These periods are used in tracking overdue balances and calculating interest Use the fields below to NA specify the number of aging periods and the number of days that a billed balance must age before it Periods fields you Financial moves to the next aging period can determine how Aging Periods to track overdue Rules Number of aging periods that you will use balances Names J s Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Nicknames New Names 30 x s0 x 9 x a20 x aso x aso M Employee Titles Conflict Checking onme actions J Specify the starting month of your fiscal year When accumulating historical data Sage Timeslips uses this setting to determine how to calculate totals such as quarter to date and year to date Bills amounts Slips A R amp Funds A n ka Default Descriptions First month of your fiscal year October Ad Fee Allocation Payment Types ry For more information on aging periods look up financial settings in the online Help Help 6 10
448. view page of the Print Preview dialog box There are two ways to preview reports From the Report List dialog box or Report Entry dialog box you can print a report to the display to preview the report Set Print to to Display and click the a Print button to Print to Display preview reports e When using the Design tab of the Print Preview dialog box to design reports you can switch to the Preview tab where you can preview the report See Designing report sections on page 11 11 for more information Click the Preview tab Print Preview Slip Listing to switch to the pana Design Preview page Layout Edity View Section Tools k T aN a Ip e When you preview reports you can click on report data to review specific records Clicking on report fields to drill down to source data When you preview reports on the display you can click on report data on the screen to drill down to the Sage Timeslips records that affect the report Sage Timeslips presents clickable data in two formats When you click on an area highlighted in yellow Sage Timeslips drills down to a specific record For example you can click on a time slip to open that slip in the Slip Entry dialog box Roberis modilications tor exclusive and non exclusive provisions termination and default provision and various other material provisions 2 TIME D Brickley 2 25 500 00 500 00 1 24 2008 ty Appear for attend 0 00 Flat WIP Bishop 3
449. viewing and Posting Entries The general ledger entries generated from Sage Timeslips will vary greatly depending on the accounting method you are using For example invoice will only be transferred if you are using the accrual method Q For detailed information on the entries generated from Sage Timeslips using each accounting method look up how TAL Pro posts to your general ledger in the Sage Timeslips Help Help index In past versions TAL Pro could post to your general ledger automatically The posting process has changed making it easier for you to review and control which entries are posted to your general ledger 1 In Timeslips select Accounting Transfer to G L 2 Onthe Transfer to G L dialog box use the transaction type filters to choose the entries that will be posted by transaction type aa Transfer to QuickBooks G L ma 3 2 Indude these transaction types Sort by V Payment V Payment From Account Client Nickname 1 V Credit V Payment To Account 5 Client Nickname 2 W Write Off wi Deposit Transaction Date Refund V Withdrawal V Invoice Reverse Payment J Transfer V Transfer To Funds Discount V Special Credit V Increase Invoice Details V Decrease Invoice Details Default 3 Optionally use the Selection button to also filter entries by transaction date and client 17 22 Posting Entries to Your General Ledger l 7 Reviewing a
450. vigator files to determine which navigation elements buttons labels and lines display on each topic of enhanced navigators You must use the separate Navigator Editor application if you want to change these elements From the Windows Start menu select Navigator Editor within the Sage Timeslips program group You can then access the pre made navigator files within the Enhanced Navigator folder which is below your Sage Timeslips installation folder For more information on editing navigator files see the online Help system included with Hell Navigator Editor If you do not want to edit individual navigator topics you can still change the order that these topics appear within the enhanced navigator Click Change settings in the bottom left corner of the enhanced navigator Navigator Settings Office Manager You can chan ge the Timeslips Navigator uses this Timeslips Today Template OfficeManager tst A Browse order of each topic on Topic oper bate the navigator and the additional sections that appear within each topic Prepare billing v Finish Biling Accounts Receivable Expense v Collections Funds M Manage names Help and support Client List Client List A R Transaction List Expense List A R Transaction List int Fun Aeon Client List Timeslips Message Center Upper Right Slip List My Favorite Reports Clients with Overdue Balances Slip List j m Clients wi
451. w Additional resources Accessing Standard Reports Customizing Reports Selecting data for reports Sorting report data Setting report options and formats Designing report sections Previewing reports Saving reports Using report groups Printing Reports Previewing reports to display Printing reports to the printer Printing reports to Excel Printing reports to PDF Printing reports to a rich text file Printing reports to a text file Printing reports to a delimited file Adding New Reports Creating new reports based on standard reports Creating new user defined reports Creating new graph reports Creating new label reports 11 2 11 2 11 6 11 8 11 9 11 10 11 11 11 20 11 21 11 21 11 21 11 21 11 23 11 23 11 24 11 24 11 24 11 24 11 25 11 25 11 26 11 27 11 27 l Ji Designing and Printing Reports e Designing and Printing Reports Overview Sage Timeslips provides comprehensive reports in several areas These reports are based on information from slips clients timekeepers tasks expenses and transactions The reporting functionality in Sage Timeslips allows you to Access reports You can access all of the standard reports from the Report List dialog box See Accessing Standard Reports on page 11 3 Customize reports Before printing any report you can use the Report Entry dialog box to customize it to fit your firms needs See Customizing Reports on page 11 6 Print repor
452. w you to modify the billable value of the slip on a slip by slip level If the Markup Adjustment and Do Not Bill time fields are not available click Markup Adjustment and Do Not Bill time on the time slip Markup Adjustment and Do Not Bill Time a Optionally use the Attachment fields to attach a file to a slip These fields allow you to include an associated file like a receipt scan with the slip 5 Click Save i to save the slip 8 Tracking Time and Expenses Timeslips User s Guide Timing slips When creating time slips you can enter time spent values manually or you can use the stopwatch timer to track time as you work From the Slip Entry dialog box click Timer from the toolbar to start or stop a time slip From the Slip Entry dialog box click on the stopwatch to start or stop a time slip Time estimated 4 00 00 6 On Time spent 4 29 18 S 11 01 07 AM Ort In the Slip Entry dialog box the si ian Click the On Off switch to start spent field is highlighted in red on or stop accumulating time active slips On these slips you can see the Time spent field accumulating time The Slips page of the Personal Preferences dialog box contains the Permit multiple timers on timers see i Formore info simultaneously running on this station option You can use this setting to determine if multiple Note TimeCapture on page Entering timers can be active for the same login simultaneously eee When you s
453. who made the change e Accuracy of accounting Slips and transactions contain values that relate to your accounting information Changes to any value affect your firm s accounting records You can use audit trails to look for errors due to changes to this data For example if you export slip information from one slip to other slips you can affect a large number of slips The audit trail tracks those changes Audit trails can require a large amount of disk space While each change to a record requires only about 200 bytes of disk space a large database can receive many changes You should make sure you have adequate disk space on the drive containing your Sage Timeslips database to support audit trails Select Setup Security Audit Trails to open the Audit Trails Setup dialog box In order to activate audit trails you must define the Audit Trails Supervisor Password and mark the Enable Audit Trails check box Audit Trails Setup Use the options below to configure Audit Trails to your specifications General Audit Trails Supervisor Password 7 v Enable Audit Trails Table Settings Tables Timekeeper Enable this table Fields Save on any edit x Field name FA Nickname 1 FA Nickname 2 E Full Name FA Classification A Initials FA Overhead Cost v Enable Custom Fields 16 5 16 16 Managing Databases Timeslips User s Guide Each audit tr
454. wing sections explain these controls Selecting fields Although a dialog box can contain many fields and controls you can interact with only one of these at a time The active field or control in a dialog box is said to have the focus Before you can enter data or make a selection you must select the field to work with The simplest way to select a field is to click on an item with the mouse If you want to change focus with the keyboard you can use the following keys Key Movement Tab Shift Tab Move to the next or previous item in the dialog box Alt Home Alt End Move to the first or last item in the dialog box F6 Shift F6 Move to the next or previous page in a tabbed dialog box F7 Shift F7 Move to the next or previous group of fields You may also move to fields with underlined characters by using the Alt lt letter key gt for the underlined characters 4 7 4 4 Using the Sage Timeslips Interface Timeslips User s Guide Using dialog boxes Some dialog boxes contain more fields than will fit on your screen at one time These dialog boxes will have multiple pages with tabs along the top or left side Click any of the tab names to switch pages a 3 General Settings Sc Firm J A Firm Address Information Address Information Terminology Address Calendar Terminology This is the address and phone numbers of your firm These fields appear on bills and reports Use the tabs to
455. xample com 09 06 2008 Slip Created 09 20 2008 3 mike example com 09 20 2008 Use the buttons on Slip Created 09 20 2008 26 mike example com 109 22 2008 Error 09 25 2008 08 29 sam erample com the toolbar to Slip Created 09 22 2008 03 26 imike example com 09 22 2008 maintain email Slip Created 09 25 2008 9 11 29 004M tom example com 09 25 2008 entries view details of the source message and go to the created slip You can view this list any time to review the status of received messages search for text within the entries and even open slips created from entries You can access these commands on the toolbar Sage Timeslips uses this list to keep track of slips that were create from received messages Do not delete an entry from this list unless you also delete the message from your Inbox otherwise Sage Timeslips will attempt to create another slip from that message Receiving Time and Expense Slips by Email Correcting entries with errors Correcting entries with errors Errors are indicated in bold red text Enter the correct values for these fields You can use information from the Original email content field to help you If the sender did not enter codes correctly or didn t include all required fields Sage Timeslips will mark the email entry with an error You must correct entries with errors before Sage Timeslips can create slips from these entries From the Entries from Email dialog box
456. xported bills Placing bills in Audit Stage With most audit firms when the export is complete Sage Timeslips moves the bills from Proof Stage to Audit Stage Audit Stage is similar to Proof Stage locking the bills while the audit firm reviews them Send the exported files to the recipient firm Approving electronic bills When the firm contacts you with their assessment you can approve the bills if no changes are required If changes are required you can clear selected bills from Audit Stage and make the necessary changes When you print the bills again you will repeat the electronic delivery process You can use the Bill Stages dialog box select Bills Approve or Clear Audited Bills to approve or clear a group to electronic bills You can also use Billing Assistant select Bills Billing Assistant to approve or clear electronic bills for individual clients Approving bills You can approve bills immediately after printing them using the Generation of Bills Completed dialog box see Printing the bill run on page 12 40 However most firms will use Proof Stage and will approve bills later You should approve bills as soon as the managers at your firm are satisfied with them If you do not approve bills your accounting will not be accurate and new bills will contain charges that have already printed on older bills Approving a group of bills You can approve a group of bills using the Bill Stages dialog box select Bills
457. y charges Select Reports Funds Transactions to print reports based on client funds transactions 9 13 9 Entering Transactions Timeslips User s Guide Entering transactions The following steps explain how to create a new client funds transaction To edit an existing transaction find the transaction and make changes as necessary How to enter a client funds transaction 1 Click Client Funds List iit from the main toolbar or select Transactions Client Funds to view the current list of funds transactions 2 Click New P to create a new client funds transaction 3 Select the transaction type and enter the date of the transaction 4 Select the client for the transaction Optionally you can click Find Client by Invoice J to search for the client 5 The Account field below the Client field lists each funds account for the current client Select the funds account for this transaction e Client Funds Transaction Entry The Funds account ID New balance field lists the Funds account balance 750 00 A R balance 1277 29 current balance for the selected funds account Payment From Account v Bishop Hl Bishop vs Smith 3 14 2008 E Amount 600 00 Payment from account The A R balance field also lists the current accounts receivable balance Not yet applied 600 00 for the selected client Date Invoice No Amount Fees Due FeesPaid Costs Due Costs Paid Int Due Int Paid 10
458. y 1410 Bob Neely s Fees Timekeeper Joan Smith Unassigned ae rast 10n The specific Charges account for Joan Smith s Fees 17 19 Connecting with Your Accounting Program Timeslips User s Guide 17 Assigning Accounts to Account Categories After you link Timeslips to your accounting program you can assign the accounts accounts that you created in your chart of accounts to TAL Pro account categories For more information on assigning account numbers look up assigning account numbers in the Sage Timeslips Help index 2 Help Select Accounting Link Accounts to open the Account Links dialog box where you can assign account numbers from your chart of accounts gt QuickBooks Account Links Sr im All required accounts have been assigned C1 Show account type All M4 amp Sage Timeslips Accounts 2 E Hide assigned accounts QuickBooks Accounts F Show lowest subaccount only Ecash Number Type Name qp Charges 8000 1010 Bank Checking General CB amp T ap Write ups 4900 1020 ank Checking Trust CB amp T qp Write downs 8000 1100 ccounts Receivable Accounts Receivable ap Tax Payable 25500 12100 ther Current Asset Inventory Asset op Tax Receivable 2400 1250 ther Current Asset Overpayments and Unapplied Cash ap Accounts Receivable 1100 1300 ther Current Asset Advanced Client Hard Costs Suspense 1250 1310 ther Current Asset Client Disburse Recoverable op Cre
459. your firm set Field Group to General 2 From the field list below the Field Group click on the appropriate field and drag it onto the report section For example you can add the firm s phone number to a report header section Firm Phone 1 3 You can now move or format the field as necessary Adding graphics You can add graphics to free form report sections To add a graphic 1 2 Select Tools Insert Graphic to select a graphic file Set the Files of type field to the appropriate graphic type for example if you want to insert a bitmap select Windows Bitmap Customizing Reports l l Designing report sections 3 Select the folder that contains the graphic that you want to add Look in Logos EG in My Recent Documents lt qh 8 cj wyr hsc bmp My Documents 8 My Computer ay File name z My Network Files of type windows Bitmap bmp dib rle bmz Cancel 4 Select the graphic to insert and click Open 5 Sage Timeslips places the graphic within the report section You can now move or format the graphic as necessary You can also insert graphic images into free form report sections by copying images from a graphic program and pasting the graphic into the report section Adding lines You can add lines within a free form report section to highlight or separate items on the report To add a line 1 Click the Line button from the toolbar 2 Click within the rep

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