Juris Instruction Guide - LexisNexis

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Juris Instruction Guide

BLANKJuris Instruction GuideCopyright 2001-2004 by Juris, Inc. Licensed end users of Juris software are permitted to copythis booklet for the sole purpose of distributing such copies within the licensee, i.e., to itsemployees and principals. All other rights reserved. And, except as permitted above, no part ofthis publication may be reproduced or transmitted in any form or by any means without the writtenpermission of Juris, Inc.All other product names, registered and not registered, are property of their respectivecompanies.Juris is a registered trademark of Juris, Inc., 5106 Maryland Way, Brentwood, TN 37027(877) 377-3740 www.juris.comRevised August 2004

Table of ContentsSETUP AND MANAGE .1Introduction .2Change Mode .2Change Firm Name .3Define Fields.4Firm Options .5User IDs.11Copy User Permissions.13Accounting Periods.14Set Current Period .15TABLES .17Introduction .18Profit Centers.18Chart of Accounts .19Chart of Accounts - Tools.21Bank Accounts.22Reconcile .23View Checkbook .27Offices .28Personnel Types.31Timekeepers .33Practice Classes .35Task Codes.36Task Code Xref (Cross Reference).38Fee Schedules.39Retroactive Rate Change .41Activity Codes .43Expense Codes .44Expense Code Cross Reference .47Expense Schedules .48Client/Matters.49Consolidation .55Propagate Changes .56Text Codes .58A/P Accounts .59Vendors .60TRANSACTIONS .63Introduction .64Time Entries.65

Time Entry Preferences.66Adjustments to Posted Time .69Expense Entries.71Expense Entry Preferences.71Journal Entries.75Manual Bills .77Credit Memos .79Cash Receipts .81Cash Receipts - Preferences .81Trust Adjustments.86Payment Vouchers .89Payment Voucher Preferences .89Void Payment Voucher .94Checks.95Quick Checks.99Recurring Transactions.102Void Checks.105BILLING .107Introduction .108Select Prebills .109Edit Prebills.110Prebill List View.111Prebill Detail View .113Add Items .114Basic Type-Over Editing.115Drill Down Editing.115Drag and Drop Items.116Find/Replace/Spell Check .117Tools Menu Options .118Bill, Hold, Suppress, Mark Off .122Preview or Print Prebill/Final Bill .122Apply/Transfer Prepaid .122Reprint Prebills .125Print Bills.126Print Cover Letter.128Export & Email Bills .129Post Bills .131Unpost Bills.132Print Statements .133INQUIRY - REPORTS.135Introduction .136Client/Matter Inquiry.137Conflict Inquiry .138Vendor Inquiry .139Temporary Vendors .140Void Voucher.140

Reports .141Available Reports .143Report Queues .149OTHER.151Find.152Client/Matter Finder .155Notecards .156About Juris.157E-mail Juris Support .157www.juris.com .158System Information .158Client/Matter Budgets .159Timekeeper Budgets.161Change Password .163Who’s On Line .164Clear Online Flags .165View Tables .166Client Template.167Check Design .168Holidays .169Financial Statement Layout .170Bill Designer.172

SETUP AND MANAGE1

IntroductionThe Setup and Manage area of Juris contains settings that affect the behavior ofJuris functions throughout the application. These settings are made by the JurisAdministrator in the firm, and access to most of these functions should not beavailable to the typical Juris user.This section will cover the key functions in Setup and Manage. Other functionswill be discussed in the “Other” portion of this instruction guide.Change ModeThe Change Mode function may be used to lock down certain maintenance areasof Juris while the product is in use by the firm’s staff (Normal Mode) and is alsoused to lock out users while maintenance functions or backups are beingperformed (Maintenance Mode and Backup Mode).Exercise:1. Select 2. Review the three operating modes. Click Change Mode toMAINTENANCE and close the form.Set to Normal ModeSet to Maintenance Mode2

Change Firm NameThe Change Firm Name function allows the user to enter their firm name into theJuris system. The Firm Name will be used on reports and may be up to 60characters in length. Change Firm Name is only available when Juris is inMaintenance Mode.Exercise:1. Open 2. Enter your firm name in the space provided.3. Save and close the form.3

Define FieldsThe Define Fields settings allow the user to customize certain Juris fields as wellas add user defined fields. Define Fields is only available when Juris is inMaintenance Mode.Exercise:1. Select 2. Review the default Define Fields setup3. Select Hide UDF’s to show only required Juris fields. Select Show UDF’sto display all definable fields.4. Select Save , then Form Close.4

Firm OptionsThe Firm Options settings allow the user to customize the behavior of the Jurissoftware. Firm Options is only available when Juris is in Maintenance Mode.Exercise:1. Select 2. Review the options selected in the following forms.3. Select Save , then Form Close.Firm Options – Timekeeper Tab5

Firm Options – Billing TabFirm Options – Discount/Surcharge/Interest Tab6

Firm Options – Transactions TabFirm Options – Expense Journal Entry Tab7

Firm Options – Fee Journal Entry TabFirm Options – Other Journal Entry Tab8

Firm Options – Conflict TabFirm Options – Voucher Tab9

Firm Options – Miscellaneous Tab10

User IDsThe User IDs function allows the administrative users to define which areas ofJuris each user should be allowed to access, as well as which reports should beavailable on the user’s menu. The user rights may also be limited to preventparticular users from performing functions outside of the current accountingperiod. The options on the Web Rights tab determine the user rights available inJuris for the Web (only for firms who have the benefit of Juris for the Web ).Exercise:1. Select 2. Select New .3. On the Code tab, enter your User ID information as instructed.4. Review the Menu Rights, Report Rights and Web Rights tabs. Makechanges as instructed.5. Select Save , then Form Close.User ID’s Code Tab11

User ID’s - Menu Rights TabUser ID’s - Report Rights Tab12

User ID’s - Web Rights TabCopy User PermissionsThe Copy User Permissions option allows the permission settings on one user idto be copied to another User ID.13

Accounting PeriodsThe Accounting Periods function allows the user to define the firm’s accountingcalendar based on the firm’s requirements.Exercise: 1. Open2. Review the existing accounting periods.icon to create a new accounting period.3. Select the NewNOTE: The number of periods created are determined by the setting asdefined in Firm Options.4. Accept the default date assignments, click the Saveform.14icon and close the

Set Current PeriodNotes: This option allows the user to select the processing period for currenttransactions. Prior and Next buttons are provided to advance to prior or futureperiods. The current period setting affects various areas in Juris: User IDs/Menu Rights allow or disallow users from transaction processingoutside of the current period. Locking a period overrides user rights. If the firm selects to create transaction folders in Firm Options/Misc., thetransaction folders will be based on the current period. In Select Prebills, the bill through date of prebills will default to the enddate of the current period. All users should exit Juris prior to changing the current period.15

16

TABLES17

IntroductionThe Tables area of Juris allows the user to enter information for storage in theJuris database tables. Once information is entered into the Juris tables, it will beused throughout the application. This section provides exercises to familiarizeyou with the tables in Juris.Profit CentersProfit Centers may be used to classify accounting information for reporting anddistribution purposes.Exercise:1. Select 2. Select New .3. Enter the following profit center information as shown in the form below:4. Select Save, then Form Close.18

Chart of AccountsThe Chart of Accounts must be established for accounting purposes.Exercise:1. Select 2. Open the Cash/Prepaid Asset account (1000-000) by double-clicking onthe item.3. Review the Code, Comparatives and Budget tabs.4. Select Form Close.5. Open the Expense Income/Offset account (5000-000) by double-clickingon the item.6. Review the Code, Comparatives and Budget tabs.7. Select Form Close.Chart of Accounts - Code Tab19

Chart of Accounts - Comparatives TabChart of Accounts - Budgets Tab20

Chart of Accounts - Tools21

Bank AccountsBank Accounts may be entered to allow the Juris system to process checks andmaintain reconciliation information.Exercise:1. Select 2. Open the Operating Account for review by double-clicking.4. Select Save, then Form Close.NOTE: Return to this area after the Transactions section of the instruction guideis complete to view entries created by transactions.Bank Accounts – Tools22

Bank Accounts – OptionsReconcile23

Exercise:1. Open the bank reconciliation form below:2. Select the new iconbelow:and enter the beginning balance information as shown24

3. Save the beginning balance entry. Then select the new icondeposits/credits information as shown below:4. Save the deposits/credits entry. Then select the new iconchecks/debits information as shown below:25and enter theand enter the

5. Make sure all items are marked as cleared, enter the Current Statementbalance of 12,500.00, then click the reconcile button.6. Click Yes to proceed with reconciliation. Then close the bank reconciliationform.26

View Checkbook27

OfficesOffices may be used to differentiate between different branches of the firm, ormay even be used to distinguish departments within a firm, if desired. Eachoffice may have a separate address, apply different tax settings and use adistinct set of general ledger account numbers.Exercise:1. Select 2. Open the Main Office for review.3. When finished reviewing all tabs, close the form.Offices – Address Tab28

Offices – G/L Acct. TabOffices – Fee/Exp Acct. Tab29

Offices – Tax Method TabOffices – Tax Tab(s)30

Personnel TypesPersonnel Types may be used to classify personnel in a firm based on rank orcategory.Exercise:1. Select 2. Open the Partner personnel type for review. Make sure to select theMembers and Fee Schedules item for review as well.3. Then exit the Personnel Types form.Personnel Types – Members31

Personnel Types – Fee Schedules32

TimekeepersTimekeepers are employees that track and bill their worked time. An employeemay be both a user and a timekeeper, but a timekeeper is not necessarily a Jurisuser (i.e. employees are not required to have a Juris user ID in order to beentered as a timekeeper in the Juris system).Exercise:1. Select 2. Select New .3. Enter the following Timekeeper information as shown in the form below:4. Select Save, then the Budgets and Fee Schedules icons will appear.5. Select the Budgets icon for review only. Select Form Close whenfinished. [See topic “Timekeeper Budgets” in “Other” section for moredetails]6. Select the Fee Schedules icon for review only. Select Form Closewhen finished.7. Select Form Close to exit the Timekeeper form.33

Timekeepers – Fee Schedules34

Practice ClassesPractice Classes may be used to differentiate between different types of workperformed by the attorneys at a firm. Once a Practice Class is defined, it may beassigned to Clients and/or Matters to classify the type of work the firm was hiredto perform for that Client and Matter.Exercise:1. Select 2. Double-click the Banking practice class and review the information asshown in the form below:3. When finished with review, close the form.35

Task CodesExercise:1. Select 2. Double-click on task L330 – Depositions and review the task codeinformation as shown in the form below:4. Review the the Fee Schedules and Task Code Xref forms as well.5. When finished reviewing, close the forms.36

Task Codes – Fee SchedulesTask Codes – Task Code Xref37

Task Code Xref (Cross Reference)The Task Code Xref (Cross Reference) may be used when a client prefers to seetheir own specific task codes on their bills. If the client’s codes are not the sameas the firm’s internal system for task codes, the task code xref will map the firm’scode to the client’s code and description. This allows time and expenses to beentered into Juris using the firm’s normal task codes, yet the cross-referencedcode may be placed on the client’s bill for their convenience.Exercise:1. Select 2. Double-click the MSB cross-reference to open for review. Make sure toalso select the Task Code Xref form for review as shown below.4. Close the forms when finished reviewing.38

Fee SchedulesFee Schedules may be used to establish specific fees that differ from thestandard fees charged by the firm. For example, a client with whom the firmworks with on a regular basis or through which a large volume of business isgenerated may be charged a lower rate than the standard rate. A particularlydifficult or high-risk client may be charged at a rate that is higher than thestandard rate. In these instances, the firm may wish to establish specific feeschedules in order to easily charge the appropriate rates.Exercise:1. Select 2. Select the Bank of US fee schedule for review. Review the Fee Scheduleas well as the Timekeepers, Personnel Types and Task Codes icons.3. Close the forms when finished reviewing the details.Fee Schedules – Timekeepers39

Fee Schedules – Personnel TypesFee Schedules – Task Codes40

Retroactive Rate ChangeThe Retroactive Rate Change panels allow you to apply changes to selected FeeSchedules and override user entered values on unbilled Time Entries bychanging to the new Fee Schedule Rates.Retroactive RateChanges maybe applied toselected FeeSchedules,Timekeepers,PersonnelTypes, TaskCodes,Client/Mattersand/or Dates.The panelselection optionsmay be usedindividually or incombination.Rates on Timeentries areoriginally setwhen the Timeentry is posted. These rates are assigned through Fee Schedules and mayconsist of Timekeeper rates, Personnel Type rates or Task Code rates. If you select the Timekeeper panel and select a Timekeeper, only thoseentries for the Timekeeper, whose rates were originally set by use of aFee Schedule/Timekeeper rate, will be changed.If you select the Personnel Type panel and select a Personnel Type, onlythose entries for Timekeepers who belong to the Personnel Type, whoserates were originally set by use of a Fee Schedule/Personnel Type rate,will be changed.41

If you select the Task Code panel and select a Task Code, only thoseentries for the Task Code, whose rates were originally set by use of a FeeSchedule/Task Code rate, will be changed.If you manually overrode the rate of a Time entry, the entry will not be changedunless you choose the ‘Override user entered values and revert to fee schedule’option located on the Fee Schedule panel.Notes: You must change to Maintenance Mode in order to perform RetroactiveRate Changes. Since Retroactive Rate Changes do constitute Adjustments to TimeEntries, a decision may be made to post the changes based on Today’sDate or Original. Time Adjustment batches containing these changes willbe created. If an entry exists on a Prebill, the entry will be removed from the Prebilland the ‘Ready to’ status of the Prebill is set to ‘Ready to Edit’. You maychoose ‘Select Prebills’ to recreate the Prebill to include the removedentry.42

Activity CodesActivity Codes may be used on time entries when a firm would like to definespecific activity types that may be performed for a client. The Activity Codes maybe used alone or in conjunction with Task Codes.Exercise:1. Select 2. Select code A101 for review.3. Close the form when finished reviewing the details.43

Expense CodesExpense Codes may be used on expense entries when a firm would like todefine specific expense types that may be charged to a client. The ExpenseCodes may represent cash expenses (such as deposition fees) or noncashexpenses (such as local faxes sent from a firm-owned fax machine).Exercise:1. Select 2. Double-click to open the expense E107.3. Review the Expense Schedules and Expense Code Xref forms as well.4. Close the forms when finished reviewing.44

Expense Codes – Expense Schedules45

Expense Codes – Expense Code Xref46

Expense Code Cross ReferenceThe Expense Code Xref (Cross Reference) may be used when a client prefers tosee their own specific expense codes on their bills. If the client’s codes are notthe same as the firm’s internal system for expense codes, the expense code xrefwill map the firm’s code to the client’s code and description. This allowsexpenses to be entered into Juris using the firm’s normal expense codes, yet thecross-referenced code may be placed on the client’s bill for their convenience.Exercise:1. Select 2. Double-Click on Bank of US cross reference.3. Select the Expense Code Xref icon and review the form.4. Close the forms when finished with review.47

Expense SchedulesExpense Schedules may be used to establish specific expense amounts thatdiffer from the standard expense amounts charged by the firm. For example, aclient with whom the firm works with on a regular basis or through which a largevolume of business is generated may be charged a lower amount than thestandard expense amount. A particularly difficult or high-risk client may becharged a higher amount than the standard expense amount. In theseinstances, the firm may wish to establish specific expense schedules in order toeasily charge the appropriate amounts.Exercise:1. Select 4. Select the Bank of US schedule for review. Review the ExpenseSchedule form as well as the Expense Codes form.5. Close the forms when done with review.48

Client/MattersThe Client/Matters table provides a location to enter client and matter informationand set up billing methods.Exercise (Add Client):1. Select 2. Select the client “Gateway Insurance Company” for review. Review thethree tabs for the client (Code, Billing and Int/Disc) as well as the BillingAddress, Consolidation and Matters icons. Click Form Close whenfinished reviewing the details.3. Select New .4. Enter the Client information as shown in the screens below:Client – Code Tab49

Client – Billing TabClient – Int/Disc Tab50

5. Select Savewill appear., then the Billing Address, Consolidation and Matters icons6. Select the Billing Address icon, then click NEW.7. Enter the address as shown below:8. Save and close the forms when finished entering values.51

Exercise (Add Matters):1. Select 2. Select the client “John Smith” that was just added.3. Select the Matters icon .4. Enter the Matter information as shown in the following forms:Matters – Code Tab52

5. Matters – Description TabMatters – Address Tab53

Matters – Billing TabMatters – Split Tab54

Matters – Int/Disc Tab6. Select Save .4. Select Form Close to exit the Matter form.5. Select Form Close to exit the Client form.ConsolidationThe consolidation form allows the user to select certain billing options that willapply to matters that belong to a consolidation.Exercise:1. Open the Client 0200 - Main Street Bank.2. Click the consolidation button.55

3. Review the consolidation form.4. Close the form when finished with review.Propagate ChangesWhen Matters are created, several fields that are shared by both Client andMatter will automatically populate the Matter with the same value as assigned forthe corresponding Client. These shared values may be changed at the Clientlevel and that change may then be propagated to the Matters, if desired.Exercise:1. Open the Client “John Smith” and go to the Int/Disc tab.2. Change the Interest Percent from 1.000 to 1.500. Notice that the PropagateChanges function becomes enabled.3. Place a checkmark in the Propagate Changes box and save. Notice thatJuris will list the items that have changed and will give the option to propagate56

the changes for all matters, or just matters that had the same original valuefor that item.4. Click the OK button to propagate the change. Now open Matter 1 and verifythat the interest percent has changed from 1.000 to 1.500. Close the formswhen done reviewing.57

Text CodesText codes may be used as shorthand for frequently keyed phrases.Exercise:1. Select 2. Open Text Code IOC for review.3. Close the form when finished reviewing the details.58

A/P AccountsExercise:1. Select 2. Select AP1 account for review.3. Click Form Close when finished reviewing the details of the form.59

VendorsVendors may be added to the Juris system to allow for easy payment of invoicesthat are received by the firm.Exercise:1. Select 2. Select the vendor “University Delivery Services” for review. Make sure toview the Address, F

4 Define Fields The Define Fields settings allow the user to customize certain Juris fields as well as add user defined fields. Define Fields is only available when Juris is in Maintenance Mode. Exercise: 1. Select 2. Review the default Define Fields setup 3. Select Hide UDF’s to show only required Juris f

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