Opening New Client Ledger Sheets
Once you have opened your nominal accounts you then need to consider how you are going to enter up the balances on both client and nominal ledger. In order to enter the balances on the Client ledgers it is probably preferable to have opened all the necessary ledger accounts beforehand. It is then much quicker to enter up the balances than if you have to open accounts at the same time.
We cover opening your nominal account sheets elsewhere. To open client ledger sheets is also relatively straightforward although the procedure is slightly different.
To open a new client ledger account you click on the button labelled "New client matter". You next need to specify whether it is an already existing client for whom you have accounts already opened on the system. If it is you are then prompted to select the client to make sure that you give precisely the same name. The reason for this is that accounts with precisely the same name are treated as associated and the global balances on all accounts with that name are shown when looking at the details for any individual ledger account.
If you are opening an account and don’t want it to be associated with an existing client make sure you do not give it the same name. Conversely if you want it to be associated so you can see global totals etc then make sure it is exactly the same as the other(s) with which it is to be associated.
You will then be taken to a window which contains various fields that need to be filled in.
Not all the fields need to be filled. You MUST fill in the Client Name, the matter and the category of work and the fee earner dealing with the matter otherwise the account cannot be opened.
If it is a legal aid matter you will probably wish to fill the optional fields that apply to legal aid matters although these can be filled subsequently if the information is not all available when you're opening the account.
The notes field is for your own notes and is not a field that prints. So also is Notes 2 although if you have activated "Banning" this line will be utilised for this function and will not then be available to be filled in manually.
The markup or uplift field (not shown in the screen picture opposite) is for you to show what uplift percentage (0 to 100) is applicable for this matter and which will be applied to the worktypes you have shown as being applicable to same.
Credit Limit is for an amount beyond which you do not wish the account to be in debit for. Reminder date can have a date inserted and a search can then be done for any reminders based on this field. This can also be searched at startup each day if you have set up the log on screen to do this (see Chapter 1 earlier)
Source of Client need only be filled if you want to analyse matters on the source of the work - and have filled in the sources in the "Settings".
Indemnity Code is to enable you to analyse costs on a indemnity insurance category basis. C-Law Cashier 10 can produce a pie chart showing percentages of work in the various idemnity insurance categories but can ONLY do this if you have defined the indemnity insurance code.
The Open Date is the date that the account will be marked in the header as having been opened. It is not a good idea to change this. It defaults to the C-Law date of operation and this should normally be left alone except in exceptional situations. If you change it any reports and analyses of new matters created may give a misleading result.
Note that you will normally be given prompts for any fields which you have not filled. You can set up which prompts to be given for missing fields and eliminate those you do not wish to be prompted. Select the "Prompts" menu item and click to tick those prompts you wish to be given.
You can use either the keyboard or the mouse to select fields. If you use the keyboard press Enter after each field is filled (or not) and you will be taken to the next field. With drop down listings you can use the keyboard cursor up and down keys to select the required item and confirm with the Enter key or you can use the mouse if you find it easier.
When all the fields have been filled (or as many as you wish to fill) you click OK. The account will then be opened and the name and matter added to the master list. Note the account number is generated internally and cannot be changed. If you want to tag matters with your own file number system put it at the start of the matter field. You can find accounts using this if required.
ACCOUNTS CANNOT BE DELETED once they have been opened. Accounts with nil balances in respect of which an archive flag has been set can however be removed from the current system and put into an archive section on the disk from where they can eventually be printed out and removed.
ALTERATIONS to an account heading and the various details can be made from the details window at any time. You cannot however alter the first three letters of the client name. See the Changing Header page of this manual
When you are using the new account opening screen you may find you get unwanted prompts which slow you down. Once you get to know the system you probably don't want them. You can adjust these yourself and eliminate what you don't want to be prompted.
You will see that there is at the head of the new account opening screen a menu item headed "Prompts". This contains a list with tick selections for prompts which you can set on or off as required to tailor the prompts you receive to your requirements.
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