SECTION 7.1.2 - MAINTAIN SYSTEM DEFAULTS

Total Legal Accounting 3

SECTION 7.1.2 - MAINTAIN SYSTEM DEFAULTS

USAGE: To set or change the SYSTEM OPTIONS in the master control file. Changes made here are global to all users on the system, although users may not see the changes until they log-off and back on again.

DISCUSSION: This utility function in T.L.A. is very important. There is more discussion of its usage in SECTION 0 - GETTING STARTED. Most of the options that personalise your system are set here. T.L.A. is a very flexible accounting system, but before you can use it to its full potential in your company, T.L.A. must be told what you want it to do. Usually, this function is restricted to persons responsible for the overall maintenance of your installation.

There are too many options to fit on one screen, so when you finish with one page you will be transferred to the next page. <PageUp> and <PageDn> can be used to move between pages. Please remember that if you press <ESC> at any point you will leave this program without changing the control file. To actually save the changes, move to the last page where <F10> will allow you to end and update.

In each case, an answer must be placed the box on the right-hand-side of the screen. If an invalid answer is given, the screen will show this when you try to exit to the next screen.

All options on these screens can be changed at any time. If you are setting-up T.L.A. for the first time, you may not be sure of how to answer some of the questions. Don't worry. You can return to this, or any other Utilities screen and change your answers tomorrow, or next week, or when ever it is necessary. If you have any problems with these options, leave them and try to put through a few transactions. Then, if there is something that you do not like, or do not need, return to the SYSTEM DEFAULTS function to rectify the problem. If you still have problems, contact your dealer.

Once the program has loaded into the computer’s memory the first page of questions will appear. Most of questions are self-explanatory, but a detailed explanation for each one follows:

SEARCH CLIENT BY FILE OR NAME? ................... (F/N) [ ]

When you search for a Client’s File, eg through CLIENT/TRUST ENQUIRIES, you have the choice to display the search in either File Code or Name order. Enter F or N, respectively, to set the search order.

INSERT BLANK LINES IN CLIENT AGED TRIAL BAL? ... (Y+/N-) [ ]

Normally, the Aged Trial Balance (Client Balances) will print each Client on a single line followed by the next Client, etc. Some practices find it convenient to print the report with some space between the lines. This allows manual notes to be inserted on the printed report. If you enter Y to this option, T.L.A. will triple space the report.

ALLOW LABELS PRINTED FROM CLIENT ENQUIRIES? .... (Y+/N-) [ ]

If you wish to print labels from the CLIENT/TRUST ENQUIRY program, enter Y here. This will then display a function key allowing you to print. For more details, see SECTION 1.2. If you wish to print other than the default labels, you will need to also setup the special format.

WARN IF NO TFN'S IN TRUST CHEQUES AND RECEIPTS? (Y+/N-) [ ]

This option forces T.L.A. to warn you if you are printing a TRUST CHEQUE or TRUST RECEIPT where there is an attached Securities file and the Client file does not have any defined TFN’s. (This function is currently disabled.)

DEFAULT CLEARANCE DAYS? ........................ (0-99) [ ]

When entering a TRUST RECEIPT, T.L.A. will ask you to enter the number of days you expect to hold the account before considering the cheque as cleared. The default value of this field is set here. Normally this is set to 3 or 5 days.

GET NEXT NUMERIC LEDGER CARD NUMBER IN ADD? .... (Y+/N-) [ ]

If you enter a Y here, T.L.A. will remember the last all numeric File code you used when adding a Client. It will then add 1 to this and display this as the default code for the next add. If you choose to use this function, you must use 6-digit file numbers.

DISALLOW CLIENT FILE DELETE IF UNCOMPLETED? .... (Y+/N-) [ ]

If you enter a Y here, T.L.A. will force you to enter a Y in the COMPLETED field of the Client file before being able to delete the file. This makes deletion a two stage event, making it harder to delete files by mistake.

ENABLE GENERATION OF SERVICE FEES? ............. (Y+/N-) [ ]

If you wish to generate service fees for over-due accounts, you must enter Y here. Otherwise the option will not appear on the menu.

PRINT MULTIPLE RECEIPTS WHEN DISSECTED? ........ (Y+/N-) [ ]

Dissected Receipts can be printed consolidated or individual. The choice depends on how you used the system. If you enter Y here, a receipt with say three dissections will produce three separate receipts. If you choose N, only one receipt will be printed but it will print the individual amounts. The first way makes more sense if your Clients are individuals, paying separately for the one bill, but the second option uses less paper.

DUPLICATE RECEIPTS IN TAKE-BACK PRINT? ......... (Y+/N-) [ ]

If you enter Y here, T.L.A. will print two receipts for every entry in the TAKE-BACK. This is useful if you always send a receipt to each Client and also wish to keep one copy to place in their file. Generally this is not necessary as it is current business practice to not offer receipts for non-cash payments and individual receipts can be printed from the CLIENT/TRUST ENQUIRIES program.

ASK FOR PRINTER DRIVER & PORT IN FILE-BILLS? ... (Y+/N-) [ ]

In some installations, it is possible to redirect FILE-BILLS to different printers, at the time of printing. Entering Y here will enable the option.

PRINT CLIENT'S BALANCE ON FILE-BILL? ......... (Y+/N-/A) [ ]

It is possible to have the File-Bill print a total outstanding balance. This is useful quick reminder to the Client that they owe other monies. You can set this option to, always print (Y), never print (N) or ask you each time an invoice is printed (A). If you choose A, the default answer (during invoicing) will be N if there is no other outstandings, or Y if there are.

ASK PAYMENT COMMENT LINE IN FILE-BILL PRINT? ... (Y+/N-) [ ]

PRACTICE DETAILS (See SECTION 7.1.1) allows you to enter two lines of comments, which usually refer to the terms of payment. If you change these details with each Bill, you can have T.L.A. prompt you for the fields each time an invoice is printed.

ASK FOR DELIVERY ADDRESS IN FILE-BILL? ......... (Y+/N-) [ ]

You may attach a delivery address to each Client. This prints on the File-Bill. If you wish to be able to change this address at billing time, choose Y.

ASK FOR DELIVERY INSTRUCTIONS IN FILE-BILL? .... (Y+/N-) [ ]

You may attach delivery instructions to each Client. This prints on the File-Bill. If you wish to be able to change this address at billing time, choose Y.

PRINT PRICTICE DETAILS ON FILE-BILL? ........... (Y+/N-) [ ]

Standard T.L.A. invoice stationery allows your computer to print your practice’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in PRACTICE DETAILS.

MARK DUPLICATE FILE-BILLS? ..................... (Y+/N-) [ ]

T.L.A. has the ability to reprint File-Bills. This is initiated from CLIENT/TRUST ENQUIRIES (see SECTION 1.2). If you wish to be able to distinguish bills that were printed this way from bills that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the word TAX INVOICE.

SIMULATE BALANCE FORWARD STATEMENTS? ........... (Y+/N-) [ ]

T.L.A. is a strictly Open Item accounting system. This means that the basic posting object is the transaction. By comparison, Balance Forward systems post to a balance. Fully Open Item Statements only print outstanding transactions, whereas Balance Forward Statements print the opening balance and current transactions, irrespective of payment. Previous versions of T.L.A. have offered the choice of Balance Forward. For backward compatibility, T.L.A. 3 has the option to simulate this style. We stress that this is a simulation, because T.L.A. 4 always posts in an Open Item fashion to the 27 accounting periods defined in the Calendar. By enabling this option, you will force (and therefore not be asked later) the option to print previous balances as a total, and the option to print all current transactions in full. Unlike the Open Item option, the Balance Forward simulation will only work if you print statements at the actual end of month, before posting any new receipts.

PRINT PRACTICE DETAILS ON STATEMENTS? .......... (Y+/N-) [ ]

Standard T.L.A. statement stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in PRACTICE DETAILS.

PRINT FILE-BILL IN MORTGAGE TRANSFER? .......... (Y+/N-) [ ]

When you initiate an automated MORTGAGE TRANSFER (see SECTION 3.3.1) you can ask T.L.A. to print File-Bills for the charges created. If you enter N here, the bills will be created on the Client’s file but the bills will not be printed. They can still be printed from CLIENT/TRUST ENQUIRIES (see SECTION 1.1).

COMPUTE GOV. CHARGES IN MORTGAGE TRANSFER? ..... (Y+/N-) [ ]

If you enter Y here, T.L.A. will automatically compute the appropriate government charges applicable for any expected bank deposits and/or withdrawals. If you do not wish T.L.A. to do this, enter N.

SUPPRESS AUTO-TAKE-BACK IN MORTGAGE TRANSFER? .. (Y+/N-) [ ]

Normally, T.L.A. will attempt to TAKE-BACK from Trust the value of any File-Bills created during a MORTGAGE TRANSFER. If you do not wish this to happen, enter N here.

DEFAULT SOLICITOR IN MORTGAGE TRANSFER? ............. [ ]

File-Bills created during MORTGAGE TRANSFERS need to be applied to a Solicitor. For ease of separating bills, for commissions, this is normally applied to a dummy Solicitor. During MORTGAGE TRANSFER you will be asked for which Solicitor you wish to apply the billings. The default value inserted by T.L.A. is controlled by this question.

DUMMY ENTRY FOR DEEDS? ................................. [ ]

Currently there are no options for DEEDS. This question is placed here a place marker. No entry is required.

SEARCH CREDITORS BY CODE OR NAME? ................ (C/N) [ ]

When you search for a Creditor, eg through CREDITOR ENQUIRIES, you have the choice to display the search in either Creditor Code or Creditor Name order. Enter C or N, respectively, to set the search order.

ASK LINE DESCRIPTION IN PURCHASE / RETURNS? .... (Y+/N-) [ ]

Every Inventory item and General Ledger account has its own description. If you wish to always use these descriptions when purchasing, enter N here. If you enter Y, T.L.A. will allow you to enter a description on every line.

ASK PURCHASE / RETURN NUMBER? .................. (Y+/N-) [ ]

This option controls the reference number field in purchasing. In each case, T.L.A. will add 1 to the last purchase number used and offer this as the next purchase number. If you enter Y here, you will be able to change the purchase number at purchase time.

ASK PURCHASE / RETURN DATE? .................... (Y+/N-) [ ]

This option controls the date field in purchasing. In each case, T.L.A. will offer the current date. If you enter Y here, you will be able to change the date at purchase time.

ASK FREIGHT PAYABLE IN PURCHASING? ............. (Y+/N-) [ ]

If you wish T.L.A. to ask for freight separately during purchasing, choose Y. Freight entered this way will be separately totalled on the purchase order and certain transaction reports.

CHECK FOR DUPLICATE THEIR-REF IN PURCHASING? ... (Y+/N-) [ ]

If you wish T.L.A. to check that the THEIR INVOICE number has not been used, during purchasing, choose Y. This adds to the disk reading and network overhead but may save you from entering a purchase in twice by accident.

LIMIT GL TO ASSET/EXPENSE ACCS IN PURCHASING? .. (Y+/N-) [ ]

In purchasing, if you wish to stop accidental postings to General Ledger accounts other than Asset and Expense types, choose Y here. T.L.A. will automatically block postings to special control accounts and heading accounts.

DEFAULT UNALLOCATED TRANSACTION SEARCH (CR)? . (Y+/N-/A) [ ]

When you display Creditor transactions, you can apply a mask that will only display transactions that have not been fully allocated, eg unpaid purchases. If you choose Y here, T.L.A. will simply enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default response to this question can be set here. If you enter a Y or N, that will be the default. If you enter A, the default will be blank, which will force a response each time you enter the enquiry program.

PRINT PRACTICE DETAILS ON REMITTANCE ADVICES? .. (Y+/N-) [ ]

Standard T.L.A. Remittance stationery allows your computer to print your company’s name and address. If you choose to print your own stationery with this information already included, you will need to tell the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in PRACTICE DETAILS.

ALLOW CONSOLIDATED BATCH PAYMENTS? ............. (Y+/N-) [ ]

Normally, batch processing of cheques produces one cheque for each Creditor. There are some instances where a payment meant for several Creditors is to be paid as a single cheque to one payee. The payee does not necessarily have to be an actual Creditor. This is used in Buying Groups and Credit Co-ops. Note that this option only applies when you choose to print cheques. It has no affect in any other BATCH PAYMENTS options.

WARN IF CREDITOR HAS NO ABN? ................... (Y+/N-) [ ]

If you wish T.L.A. to warn you that a Creditor no ABN (ie ABN of zero), enter Y here. This only affects Purchases and Returns.

INSERT BLANK LINES IN CREDITOR AGED TRIAL BAL? . (Y+/N-) [ ]

Normally, the Aged Trial Balance (Creditor Balances) will print each Creditor on a single line followed by the next Creditor, etc. Some practices find it convenient to print the report with some space between the lines. This allows manual notes to be inserted on the printed report. If you enter Y to this option, T.L.A. will triple space the report.

DEFAULT MATTER TYPE? ................................. [ ]

What ever you enter here will be pre-loaded into the Matter-Type field when you create a new Client File. You may leave this field blank.

DEFAULT SOLICITOR? ................................... [ ]

What ever you enter here will be pre-loaded into the Solicitor field when you create a new Client File. You may leave this field blank.

DEFAULT PARTNER? ..................................... [ ]

What ever you enter here will be pre-loaded into the Partner field when you create a new Client File. You may leave this field blank.

DEFAULT BILLING GROUP? ............................... [ ]

What ever you enter here will be pre-loaded into the Billing Group field when you create a new Client File. You may leave this field blank.

DEFAULT MORTGAGEE FILE? ........................... [ ]

What ever you enter here will be pre-loaded into the Mortgagee field when you create a new Mortgage File. You may leave this field blank.

DEFAULT CREDITOR GROUP? .................. [ ]

What ever you enter here will be pre-loaded into the Creditor Group field when you create a new Creditor File. You may leave this field blank.

DEFAULT RECEIPT TYPE? ............................ (A-Z) [ ]

What ever you enter here will be pre-loaded into the Receipt Type field when you create a new Receipt. You must enter a letter from A to Z.

DEFAULT PAYMENT TYPE? ............................ (A-Z) [ ]

When you enter a single receipt, you are required to enter the payment type, eg C for Cash, etc. T.L.A. will pre-load this field with what ever you enter here. Normally this is set to Q for Cheques.

DESCRIPTION OF CLIENT SPARE SORT KEY? ......... [ ]

T.L.A. allows for a user-definable sort key. This can be used in reports to separate Clients. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, DEPARTMENT. If you leave the field blank, T.L.A. will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

DESCRIPTION OF CREDITOR SPARE SORT KEY? ....... [ ]

T.L.A. allows for a user-definable sort key. This can be used in reports to separate Creditors. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, TYPE. If you leave the field blank, T.L.A. will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

DESCRIPTION OF SEC & INV. SPARE SORT KEY? .... [ ]

T.L.A. allows for a user-definable sort key. This can be used in reports to separate Securities. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, TYPE. If you leave the field blank, T.L.A. will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

DESCRIPTION OF MORTGAGE SPARE SORT KEY? ....... [ ]

T.L.A. allows for a user-definable sort key. This can be used in reports to separate Mortgages. The name of this field is defined here. Any value up to 10 characters is valid. Examples include AREA, TYPE. If you leave the field blank, T.L.A. will automatically enter the string OTHER KEY. Hint: It is best to right-justify any entry you make and also do not leave more that one space between words.

LONG DESCRIPTION OF SOLICITOR? ................ [ ]

The default name for the persons generating bills is SOLICITOR. This can be changed to FEE-EARNER or anything else that fits into 10 characters. This string of characters is used in menu items and reports wherever the full name will fit.

SHORT DESCRIPTION OF SOLICITOR? ...................... [ ]

The default short name for the persons generating bills is SOL. This can be changed to ERN or anything else that fits into 3 characters. This string of characters is used in menu items and reports wherever the full name will not fit.

FORCE AUSTRALIAN POSTCODE RANGES? .............. (Y+/N-) [ ]

Answering Y here will force T.L.A. to reject any postcode which in not in the range 0-999 or 2000-7999. This is generally the range of postcodes allowed in Australia. Recently, Australia Post has introduced codes 8000 and above to allow for large city buildings. If you wish to use these new numbers, answer N here. You will then be able to enter any number from 0 to 99999. Postcodes are still required to be numeric, so U.S.A. style alphanumeric ZIP codes are not accepted in T.L.A.

AUTO-SEARCH WHEN KEY DOES NOT MATCH? ........... (Y+/N-) [ ]

If you choose Y here, T.L.A. will automatically initiate a search when you enter a key (such as Client code) that does not exactly match any record on file. This is useful if you wish to be able to enter partial codes. If you choose N, you will need to initiate searches by <F9> always.

CARRY LAST KEY FROM ONE FUNCTION TO NEXT? ...... (Y+/N-) [ ]

If you choose Y, T.L.A. will remember the last Client, Creditor, etc. code you used and offer this as the default. If you choose N, the code will always initiate to blank or zero (depending on the field type). Choosing Y is useful if you often add a new Debtor and then invoice them, for instance. If you spend most of your time in Billing, N might be a better choice.

ALLOW BLANK KEY TO START AT BEGINNING OF FILE? . (Y+/N-) [ ]

Choosing Y here will cause T.L.A. to start searching at the beginning of the master-file. Choosing N will cause T.L.A. to treat a blank key as an error.

FOLD ALPHA-NUMERIC KEYS TO UPPER-CASE? ......... (Y+/N-) [ ]

Alphanumeric codes can be entered in both upper and lower case. T.L.A. normally treats Bloggs and BLOGGS as different keys. This might be useful in some circumstances. However, if you would prefer to be able to enter master-file codes in either case and still have them treated in a non case-sensitive way, choose Y. This will cause all alphanumeric codes to be folded into their upper case equivalents before being saved or tested. Care should be exercised when changing from N to Y as you might not be able to get to some codes that are the same except for case.

SUPPRESS DATE ENTRY AT LOG-IN? ................. (Y+/N-) [ ]

Earlier versions of T.L.A. asked for the date upon start-up. As virtually all PC’s now have real-time clocks, T.L.A. can automatically pick-up the computer’s date as the default date for invoicing and reports, etc. If you choose Y here, you will not be asked for the date at start-up but you can still change the date in the UTILITES (see SECTION 7.4). For companies who post enter transactions, it might be convenient to still be asked for the date each time.

SUPPRESS AUDIT REPORT GENERATION? .............. (Y+/N-) [ ]

T.L.A. has the ability to print an Audit Trail. This is a simple backing sheet format, which lists every transaction and change made during the day. (See SECTION 7.5.) If this report is not required, choose Y. This will allow T.L.A. to update slightly faster and will save disk space. Choosing Y will not automatically remove any current files. To clean up the disk, both print and delete the current Audit Trail or manually delete the files FTLA90.DAT and FTLA90.IDX.

SUPPRESS DEPOSIT SLIP GENERATION? .............. (Y+/N-) [ ]

Every time you enter a receipt, a transaction is written to a special file ready for printing on a deposit slip. If you enter Y here, no deposit slip will be generated, the file will not be created and the deposit information (eg BANK, BRANCH, etc.) will not be asked for. Choosing Y will not automatically remove any current files. To clean up the disk, both print and delete the current Deposit Slip or manually delete the file FTLA52.DAT.

POST AUTO-JOURNAL MAIL TO WHICH USER-CODE? .... [ ]

If you use the Auto-journal functions (in Creditors or General Ledger) you have the option to post a warning via T.L.A.’s internal mail system to a user. Enter the user code here. The default is SUPERVISOR.

ALLOW POSTING AFTER PERIOD 27? ................. (Y+/N-) [ ]

T.L.A. maintains 27 accounting periods. When you have passed the third period of next-year, you should run an END-OF-YEAR to shift the information back 12 periods. Normally, T.L.A. will stop you from processing any further transactions past period 27. If you wish to remove this restriction temporarily or permanently, choose Y. Note that if you disable this function, T.L.A. will not be able to test for silly dates like 1/1/3000.

USE LONG FORMAT REPORTS WHERE POSSIBLE? ...... (Y+/N-/A) [ ]

T.L.A., by default, uses reports that fit on 8” wide paper. This limits the reports to about 130 characters per line (in condensed print). For backward compatibility to earlier versions, some of the wider reports have been maintained, as an option. To only use the narrow formats choose N. To always use the long formats, where they are available, choose Y. If you choose A, T.L.A. will ask you which report format you wish to use, each time you attempt to print a report that can be printed in both formats.

AUTO-EXIT FROM MAIN MENU? ...................... (Y+/N-) [ ]

Normally T.L.A. will exit the main menu and return you to the password entry screen. This is so that you can change usercode’s without exiting the system. This is particularly useful if you are logging in from a remote site. In this case, you can change your usercode without dropping the line and having to re-login. If this extra step is too much of a delay for you, you can answer Y here and T.L.A. will exit immediately when you press <F10> from the MAIN MENU.

SPECIAL FILE-BILL FORMAT? .............................. [_]

If you have a specially formatted File-Bill, you will have been assigned a code that must be entered here to activate your special program. For the standard Bill format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL STATEMENT FORMAT? .............................. [ ]

If you have a specially formatted statement, you will have been assigned a code that must be entered here to activate your special program. For the standard statement format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL CHEQUE FORMAT? ................................. [ ]

If you have a specially formatted cheque, you will have been assigned a code that must be entered here to activate your special program. For the standard cheque format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL RECEIPT FORMAT? ................................ [ ]

If you have a specially formatted receipt, you will have been assigned a code that must be entered here to activate your special program. For the standard receipt format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL REMITTANCE ADVICE FORMAT? ...................... [ ]

Some cheque formats include a remittance advice portion. This is set by the options above. If you have a separate or a specially formatted remittance advice format, you will have been assigned a code that must be entered here to activate your special program. For the standard format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL LABEL FORMAT? .................................. [ ]

If you have a special label format written for your practice, you will have been assigned a code that must be entered here to activate your special program. For the standard format, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

SPECIAL LOGO FORMAT? ................................. [ ]

If you have a special logo, you will have been assigned a code that must be entered here to activate your special program. For the standard logo, leave this option blank. This option should be set when you receive your copy of T.L.A. Normally, you should not alter the setting.

PRINT FILE BILLS? ............................ (Y+/N-/A) [ ]

If you always print File-Bills, choose Y. If you never print File-Bills, choose N. If you sometimes print File-Bills, choose A and you will be asked each time you enter an invoice as to whether you wish to print it. The value you choose here does not affect your ability to reprint File-Bills from CLIENT/TRUST ENQUIRIES.