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08 Mar 2015

Sage Timeslips Setup

When you first install Timeslips, you must customize the installation to suit your needs. Setup options in Timeslips allow a variety of customization in areas covering program security, terminology, preferences, taxes, terminology, custom fields, and the appearance of the program. You can easily modify the default options installed with Timeslips as necessary. Following, are the common steps you want to follow to set up Timeslips

  1. Creating databases - When you first install Timeslips, a sample database is installed with Timeslips. You must create your own database that will store your firm’s data.

Select File then New then database

 

2. Establishing General Settings - When you create a new database, Timeslips establishes default settings designed to work for most businesses. The presence of defaults allows you to create slips and enter data into Timeslips immediately after installation.

Select Setup then General

This is the first area of your new data base you should work thru setting up. Carefully go thru each option in the left panel of the general settings window. You can exit and return to this screen until you have completed the setup.

3. Determining preferences - Preferences enable you to customize the operation of your Timeslips program.

Select setup then preferences

This is the second area of your new data base you should work thru setting up. Carefully go thru each option in the left panel of the general settings window. You can exit and return to this screen until you have completed the setup.

4. Entering abbreviations - The abbreviation feature allows you to abbreviate frequently typed words, phrases, and sentences and have the detail associated to it automatically populate as a part of the information into description boxes in slips.

Select Settings then abbreviations

5. Assigning taxes - The Timeslips tax system provides tremendous flexibility to handle more sales tax rates and changes made to tax laws as they happen.

Select Setup then Taxes

6. Entering names - If you are a new Timeslips user, you must enter names for your clients, tasks, expenses, and timekeepers.

Select Names to access the area where you set up your demographic data. I would start with the timekeepers meaning anyone you wish to track time for. Then I would set up the tasks which are the services your firm provides and you can identify if they are typically billable or non-billable. Next I would set up the list of expense items you will need to track and include on bills. Finally I would create your client info. If you want to you may import these lists.

7. Entering starting balances for clients

If you are switching to Timeslips from another system, you can use TSImport to transfer balances as you transfer clients. If you choose to enter data manually, you can enter a starting balance when you create a client. However, when creating clients, you cannot edit the accounts receivable balances after you save the new client. Instead, you must use accounts receivable transactions to alter the balances. What we recommend is to use Transactions then Accounts Receivable then use the invoice type. This way you can identify the existing invoice number, date and remaining balance and when complete can reconcile an open receivables report from Timeslips  to the originating system

8. Assigning security

To prevent unauthorized or inexperienced users from performing certain functions, Timeslips offers security settings to establish system-wide and individual rights. Once you have security established I would login as each user to confirm you have provided the appropriate access to each user.

9. Creating custom fields - Your office may track information for clients, timekeepers, tasks, or expenses that Timeslips does not normally store. You can create and use custom fields to track your own custom information.

Your office may track information for clients, timekeepers, tasks, or expenses that Timeslips does not normally store. You can create and use custom fields to track your own custom information.

How you use custom fields depends on the nature of your business needs and the level of analysis you want to pursue in reports. When setting up filters or sort keys for most reports, the custom fields that you have defined are available.

After you create custom fields and add values for the custom fields for each name, you can:

  • Include them in reports to provide greater detail.
  • Use them to limit the records you include in reports.
  • Use them to control the order of records on reports and bills.
  • Subtotal amounts that appear on reports and bills.

Types of custom fields

There are many different types of custom fields:

  • Text – Holds any type of text, up to 30 characters long, into a field associated with each name. You can use this type of custom field to insert text on invoices, similar to Bill Messages. These fields can also appear on reports. Use a text-type custom field for a salutation, contact name, case number, or any other text information you may need to track.
  • Date – Associates specific dates with a name, such as an origination date. On bills and reports, you can filter records by any date-type custom field. If needed, you can make this field track relative dates.
  • Timekeeper – Associates a timekeeper with a name for grouping purposes. You may associate any timekeeper with another name type. For example, you can assign an originating or responsible attorney, a supervisory account, or a controller. This type is only available as a client custom field.
  • List – Holds a list of items and you can assign one to a name. For example, you could create a Billing Cycle list field that includes Monthly, Quarterly, and Annual choices. A list-type custom field may also be useful to identify collection or bankruptcy status, such as CH13 and CH7, or varying degrees of collection status.
  • Percent – Holds a percent value. For example, this could be a commission rate.
  • Money – Holds a monetary value. For example, this could be budget amount.
  • Number – Holds a numeric value.
  • Hours – Holds an hourly value. 

10. Creating Timeslips Today templates - Using Timeslips Today, you can customize Timeslips to suit your needs. Timeslips Today allows you to view and edit almost any type of information from one location. 

Timeslips Today allows you to view information about many aspects of your business on one screen. For example, you can the last 10 slips entered, the last 10 transactions entered, slip totals, overdue client balances, and more, all on one screen.

Without Timeslips Today, you may have to open multiple dialog boxes and print various reports to find the information you want. Instead of searching for this information manually, Timeslips enables you to view and access this data using Timeslips Today.

You will typically use the Timeslips Today page of an enhanced navigator to view this information.