Law Office Computing - Resources - Software Tips

SOFTWARE TIPS - JURIS

Important Keys to Remember

F7 – Spell check throughout the program and in Timesheet (see transactions for spell checking all entries throughout a batch).

F9 – Use this key to repeat field by field, the entry from the previous transaction. This feature is available in time, expense, cash receipts and journal entries.

F5 – Use this key instead of the binoculars. If you are in a field and the binoculars are enabled, use F5 instead.

Down Arrow – Where there is a drop-down box (box with three dots) try using the down arrow. If the drop-down box has a down arrow, try holding the Alt key and hitting the down arrow.

Logging into Juris

When you login, you will be in the password field, after typing your password you can hit enter instead of using your mouse to click the logon button. You can move between the User ID and Password box by holding the Shift key and hitting tab. Once you are in the User ID field, you can tab to the password box.

The Views

There are two "views" – explore (similar to Windows Explorer) or icons (non-explore view). The default is icons. To switch to the explore view, select "Form" on the menu bar, then "Explore" or press the Ctrl key and the E key. This will switch you in and out of explore view. At the bottom of your task bar you will see two screens open of Juris. Close the view you do not wish to use. The last screen view you close out of (i.e., explorer) will be the screen view you will open up with. This is specific to the user.

Bank Accounts

Need to know what your checkbook balance is? Or if your general ledger cash account is in balance with your checkbook balance? Turn on "View Checkbook" in "User ID," "Menu Rights," and then select "Tables," "Bank Accounts." Open the bank account you wish to view, select "Tools," "View Checkbook." If you see a message in red that indicates that your checkbook and your G/L are out of balance, you have some work to do. Be sure all journal entries made to that cash account are added to the checkbook. Be sure that all entries you added to the "Bank Reconciliation" have journal entries (if applicable).

Client Screen

To get to a client screen quickly, open "Tables," then "Clients," then "Tools" from the menu bar — select "Find." Type either a portion of the client name or the client number and select "Find Now." It will list all the clients below. Just double click on the client and it will open the client screen.

Finding a Matter

To get to a particular matter, open "Tables," open "Clients," select "Tools" from the menu bar — select "Find Matter." This will open the "Client Finder" and bring you directly to the matter.

Setting up a Client or Matter

When you set up a client and/or matter, in the "Timekeeper" (billing or originating) or the "Practice" class field, you can type the first letter of the code and use the arrow keys to move up and down.

Changing Client Information for All Matters

Once you make a change to the client setup, a box will appear on the upper right corner of the tool bar menu, which says "Propagate Changes." If you check this box and hit the save icon (brown diskette) a second box will appear. Here you can indicate if you would like the change made to all matters or just the matters with the same original value. The fields changed will be listed and a red check mark will appear. To deselect a field (and not propagate changes), uncheck the box.

Billing Address

To get to the second line in the address box, hold Ctrl and press Enter.

Address Nickname

If you have several addresses in the same city, consider making your address nickname the street address or if the address is the same but the contact changes, use the contact name as the address nickname. Remember once you save the nickname you can’t change it.

Matters Description

When adding a new matter, the matter nickname will default in the reporting name field. You can copy this to the matter description field easily. While the reporting name is highlighted hold Ctrl and press C to copy it. When you reach the matter description field, hold Ctrl and press V and it will paste the matter nickname into that field.

Timekeeper

To re-activate an inactive timekeeper, select the new document button (white piece of paper) and enter the timekeeper’s initials – the timekeeper will reappear.

Expense Codes

To mark an expense code, this selection must be performed in the expense schedule itself and not at the expense code level. Remember after adding a new expense code, if you hit the "Save" icon (diskette), the expense schedule icon will appear.

Retroactive Rate Change

Need to change the rate on posted time entries all at once? Change to "Maintenance Mode." Everyone must be out except the user performing the retroactive rate change. Select "Tables," "Fee Schedule," "Tools," "Retroactive Rate Change." Select the various options on the tabs that apply. Note: Watch the posting date, this can affect your management reports and general ledger (if on the accrual basis).

Text Codes

Setup text codes (shorthand) for commonly used phrases, paragraphs or names. You can use text codes in time entries, expense entries, vouchers (reference field) and journal entries. In narrative sections of these transactions, you simply type the code and hit F2 to expand it. Remember not to space after the code. Don’t remember the codes you setup? While in the narrative of the transaction, simply hold Alt and press the down arrow. The list will appear.

Adding a Symbol to Narrative Section of a Time Entry

Open a word processing application such as Microsoft Word or WordPerfect and create a new document. Choose "Insert" from the Menu Bar and select "Symbol." There will be a list of symbols and special characters available. Select the symbol or special character and click "Insert." Once your symbol or special character has been inserted into your new document, adjust the font and size to your needs (this can be done by highlighting the symbol/special character and adjusting the font/size setting on the tool bar). Next, highlight the symbol/special character and hold Ctrl and press C to "copy." Add a Text Code and paste the symbol in the narrative section. Any place in Juris where you can use Text Codes (i.e. Time Entries, Expense Entries, Prebill Edit), you can insert a symbol or special character. Juris Timesheets Users: You have the ability to insert text codes; therefore you have the ability to insert symbols or special characters.

Removing Line from a Financial Statement

When you would like to remove a line from your financial statement, select the line number (click once), select "Form" from the menu bar, then select "Remove." Do not select "Delete," it will delete your entire financial statement.

Backup your financial statement layouts

After you have completed setting up your financial statements, export them to a safe place on your network. Under your Juris directory, create a directory called "Financial Stmt Layout." Open "Tables," then "Financial Statement Layout" and highlight the first financial statement. Select "Tools" then "Export." Find the directory you just created. Repeat this step for all your financial statements. If you ever accidentally delete your financial statements you will be able to import them back in.

Payment Groups

Setting up payment groups allows you to select the invoices that fall within that group. For instance, expense reimbursements might be setup as "REI." When you run the check selection, under "Vendor" group, you will be able to select "REI." This will limit the selection of vouchers to just those vendors who have that payment group.

Adding a Vendor

When processing a "quick" check, to add a vendor on the fly, select the last icon on the tool bar (looks like a smokestack) or hold Ctrl and press F5. When doing so, a partial vendor set-up screen will appear.

Separate Check

Forgot to indicate the vendor should receive a separate check for each invoice? No problem, when entering payment vouchers, you may indicate separate check.

Increase Voucher Input

Setup default general ledger accounts on the vendor, so that voucher input is faster.

Start a New Batch

To begin a new batch, simply select (double click) the transaction type, (i.e. Time Entries) and then select the new document icon (the white piece of paper). Juris will automatically "file" the batch by user and accounting period. No drill down is needed.

Select Multiple Batches to Post

Left click on the first entry, hold the Shift key and left click on the last entry. All entries in between will be highlighted. Select "Tools" then "Post" from the menu. If the post option is grayed out, confirm that you have not highlighted a deleted, posted or zero count batch. To select multiple batches that are not listed together, hold the Ctrl key and left click on the individual batches. Again after they are highlighted, select "Tools," "Post."

Search for Unposted Batches

You can search through all users and accounting periods for all unposted batches and select them to post from one screen (in each transaction type). Select the transaction (i.e. double click on "Time Entries"). Select "Tools," and then "Find" from the menu bar. Select the "Batch Status" tab. Check the box for the type of batch (i.e., unposted) and hit "Find Now." All the unposted batches for all the users across all the accounting period will be listed below. Select all the batches "Tools," "Post" and post them all at once. Do this at least once a month.

Set User Preferences

In each transaction type (i.e. time entries, expense entries, cash receipts, journal entries, voucher payments etc.) be sure to set your user preferences, which can be found under "Tools."

Use the Note Field

Add a brief note about a transaction in the "Note Field" in Time Entries and Expense Entries. The "Note Field" will appear on the edit and audit list and the prebill, but not on the final bill. If the note field is not available, select "Tools," "Preferences" and turn it on.

Spell Check

Want to spell check an entire time entry batch? Simply open the batch, select "Tools," "Spell Check."

Save and Open New Transaction in One Step

Turn on auto continuous mode under preferences, then hold Ctrl and press S. This will save the transaction you are in and open a new one at the same time.

Automatic Word Wrap

When typing a full line of text in the narrative box of time entries (expense entries also) to get to the second line of the narrative, press the Ctrl and Enter keys at the same time. The narrative will automatically word wrap. Use this feature only if you want something on a separate line.

Uncheck Professional View

Can’t post, but you have the right to post Time entries? Uncheck "Professional View" on the user setup screen. If "Professional View" is checked, you will not be able to post; not even SMGR.

Remove a Row from Cash Receipts

Entered the wrong client and matter? You can now remove a row.

Find Client or Matter from Invoice Number

Don’t know the client or matter, but they wrote the invoice number on their check? Enter the deposit, select the "Bill#" field and enter the invoice number. This will pull up the client and all the matters related to this bill.

Refund PPD

To refund PPD:

Setup a chart of account number for client refunds in liability section. (Be sure to add this account to you financial statements.)
Enter a cash receipt for the PPD amount as a negative amount on the "PPD" tab.
Select the "Other" tab and choose the chart of account number you created in step a. Add the amount as a positive number.
Go into quick checks, add the client as a vendor. The G/L distribution account will be the same as the account in the first step.

Zero Out Fee, Expense or Balance

Place the cursor in the "Balance" column in the appropriate field to zero out the fee, expense or balance. An additional icon $0 will become enabled; click it. Or you can use Ctrl W to write-off the entire balance in that field. You can use this feature on either the "Summary," "Fee" or "Expense tabs."

Skip P.O. Number

When entering payment vouchers, to skip the field that requires a P.O. number, select the "Tools" menu, then choose preferences and place a check mark in the box next to "Skip P.O. Number."

Print Vendor Name, Code or Invoice Amount

Want the vendor name, vendor code, or the invoice amount to print in the narrative without having to type it in? Under "Setup and Manage," "Firm Options" (must be in maintenance mode) on the "Voucher" tab, under the expense narrative, check these boxes. You can also add this information in the note field and the journal entry reference field.

Transfer Time or Expense Entries

To transfer time or expense entries to another client or matter, select the prebill. Drill down to the fee or expense detail level. Highlight the line number of the entries to transfer. Select "Tools," "WIP" transfer. Note: Watch when you are posting these changes and the recalculate options. Fees and expenses need to be transferred separately.

Edit Prebills

Remember, when you WIP transfer entries from one client to another, you do not have to re-select the prebill for the matter you transferred it off of.

Look at Changes Without Printing the Prebill

Want to check out the changes you made without printing the prebill again? Use the white paper icon with the magnifying glass (print preview) and view it on screen. You can even change the status to "Ready to Post."

Edit One Prebill at a Time

Want to edit one billing timekeepers' prebills at a time? In "Edit Prebill," select "View," "Filter." At the bottom, you can select the timekeeper initials. Remember if you exit from prebill edit, you will have to select this filter again.

Change the "Ready To" to "Post"

Change the "Ready To" to "Post" without having to print the final bill. Right click on the prebill in the "Ready To" column, and select "Post."

Order Entries

Don’t like the order the entries are in? Try the drag-and-drop feature.

Change the Bill Format

Open the format, select "Form," "Save As" and save the format before you make changes.

Make a Backup Copy

After you have bill formats set up, make a backup copy. Under the Juris directory, create a directory called "bill formats." In Juris select the billing icon and then bill formats. Highlight the first format, select "Tools," "Export" and find the directory you just created. Name the file the same name as the bill format. Export all formats.

Order Time Entries

To order your time entries by date then personnel type, open the bill format, select "Edit," "Section Options." At the bottom right is the "Order By" and to the left are the available fields. Use the "Add" and "Remove" buttons to switch these around.

Fix Blank Line After Date

Are you getting an extra blank line after each date? Check the "Group By" under "Section Options." The default is date.

Save Your Bill Formats with Useful Descriptions

In the bill format, under Form, Design Options, use the description to detail what the format contains. For example – dat/aty/desc/fee = could mean date, attorney, description and fee or dat/aty/desc/hrs. Remember to be brief because you are limited.

"Undo" Function

Remember that "Undo" takes you back to the last time you saved, not the last change.

Print 0.00 Amounts as N/C

Want the 0.00 amounts to print as N/C? Highlight the field (i.e. fees billed), right click, select change format. Change the field "When zero" to "N/C." Be sure the "suppress a complete line if zero" is not checked.

Make sure Narrative and Date Fields are Lined Up

Are you sure that the narrative and the date fields are lined up? To confirm this you can left click one time on the field. You will see the blue squares around the field. Arrow the field up and down until it is back in its original place. Do this same function with the next field. This feature allows the fields to be locked to the grid so when you print the final bill the field will be aligned.

View all Vouchers Associated with a Vendor

While on the "Voucher" tab, select "View" from the menu bar. From there you will see the options of "All Vouchers," "Unpaid Vouchers" and "Paid Vouchers."

Find Out What G/L Account a Voucher was Charged To

Select the voucher, then right click. Quick checks create these voucher batches as well.

Printing Financial Statements

Can’t figure out where to print your financial statements? First the workstation must have Excel loaded. In order to print your financial statements, you need to set up report queues. Setup at least three queues, one to print both the balance sheet and the income statement, one to print the balance sheet. If you need to re-run only one of the statements you will be able to select that report queue.

Print only Pages You Need

If you need only the last page of a report, print it to the window. At the bottom of the screen move to the last page of the report. Once you know the page or pages you want to print, select "File," "Print" and under "Print Range" select the page number(s) to print.

User IDs

To quickly check and uncheck the user rights, use the space bar and the down arrow. The space bar will select and unselect. The down arrow will move you down.

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