How to Create References in Sage Timeslips

Using references in Sage Timeslips is a way you can manage multiple matters for clients. Unlike the other two methods, you create only one client. Then you create references and assign them to the slips that you create for the client. The references enable you to select, sort, and subtotal related information on internal reports and on your client’s bill.

Your client’s bill, sorted and subtotaled by reference, would look something like the example, in which each reference is underlined, followed by the charges associated with that reference.

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If you opt to use references, be aware that Timeslips can’t track accounts receivable balances by reference, and you can’t apply client payments to a particular reference. If you need these two features, choose either Method 1 or Method 2 to manage multiple matters for your client.

To create a reference for a specific client, follow these steps:

  1. Choose Names→Client References.

    The Client Reference List window appears.

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  2. In the Client list, select that client for whom you want to create a reference, and then click the New (plus sign) button on the vertical toolbar.

    The Reference Entry window appears.

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  3. For the Nickname 1 field, you can enter up to 60 characters.

    Remember that this nickname will appear on client bills if you sort and subtotal bills by reference.

    The Nickname 2 field is optional and can be up to 15 characters.

  4. Click OK.

    Timeslips redisplays the Client Reference List window, and the reference you just created appears in alphabetical order below the client’s name.

Suppose that you’re a lawyer and your practice focuses on estate work. You could use the same references, such as Trust Preparation and Living Will, for many different clients. In this case, you should take advantage of setting up references attached to the template you assign as you create clients. That way, you can create the reference once and have it available to all clients.

Making a reference available to all clients is a two-part process:

  • Assign each client to the Default template from the Client Reference List window.

  • Create the references you want available to all clients.

Let’s start by assigning each client to the Default template. Follow these steps:

  1. Choose Names→Client References.

    The Client Reference List window appears. Note that the Switch to the Template Client button appears dimmed, indicating that it is unavailable.

  2. In the Client list, select the first client for whom you want to set up references.

  3. On the vertical toolbar on the right side of the window, click the Client Setup button (last button on the toolbar).

    The Client Reference Setup dialog box appears.

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  4. Open the Also Use Template drop-down list and select the Default template.

    You can use the fields in the Naming section to specify the types of characters and their position in the reference nickname. For details on using autoformatting fields, click the Help button in the Client Reference Setup dialog box and, in the Help Index, search for formatting nicknames.

  5. (Optional) In the References on Slips section, establish a default reference that should be assigned to every slip.

    Use a client-specific reference you already created. You also can indicate that slips for the client displayed in the dialog box must include a reference.

  6. Click OK to redisplay the Client Reference List window.

    Note that the Switch to the Template Client button below the list of references is no longer dimmed.

  7. For each client in the Client list, repeat Steps 3 4, and 6 (and Step 5 if appropriate for the client) to set the Default template for that client.

Next, you can create references assigned to the Default template; the references you create will be available to all clients. Do the following:

  1. In the Client Reference List window, select any client.

  2. Click the Switch to the Template Client button.

    Timeslips displays Default in the Client list. If you open the list, you’ll see other templates you’ve created.

  3. Click the New (plus sign) button on the vertical toolbar on the right.

    The Reference Entry dialog box appears, looking like the one in a previous example, except nickname 1 and nickname 2 both display Default (the name of the template in which you’re working).

  4. Type the text you want to use for the reference in the Nickname 1 and, if appropriate, Nickname 2 fields.

    The reference text will be available for all clients as you create slips.

  5. Click OK to save the reference.

    The Client Reference List window reappears.

  6. Repeat Steps 3–5 to create any additional references you want available for all clients.

  7. Click the Return to client name button, where client name is the name of the client you selected in Step 1.

  8. Click the X in the upper-right corner of the Client Reference List window to close it.

To use references, you assign them to time and expense slips you create. After you assign references to slips, you can sort and subtotal bills and reports by reference.

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