CaseWare Time TIME TODAY

Transcription

1 CaseWare Time

2 CaseWare Time CaseWare Time is an integrated Time/Fees and contact management system, providing a central database for professional firms seeking an effective way to manage their time & clients. TIME CaseWare Time is a simple and effective means of recording all chargeable and non-chargeable activity. It manages time and expenses, provides a comprehensive billing facility along with a full sales ledger and credit control function. TODAY CaseWare Today creates a synchronised link to MS Outlook. Once the client data is in the Outlook environment you can make use of the extensive contact management, mail merge and facilities available within Outlook.

3 Contents Coding Work analysis codes Projects Staff Records Staff records Client records Basic details Contacts, Groups, Fields & Projects Data Entry Time Security Disbursements Billing Main functions & key features Invoices & credit notes Sales Ledger Key features Budgeting Reporting The Workflow Panel The Status Panel Running reports Tailoring reports Filtering reports on screen Some sample reports Data Conversion What can be converted? CaseWare Today Key data held Managing clients Contacting clients System Requirements Time Today

4 Work Codes Work codes lie at the heart of CaseWare Time, with every activity being recorded against a Work code. They are user-definable, and can be structured and used in any way you wish. If you are not making use of Projects there are two levels of coding, Class and Work, example structures being as follows: Audit 2007 Class Chargeable Time Planning Telephone Meetings Work Code Audit Personal Tax Corporate Tax Classes can be used as main work categories (Audit, Corporate Tax etc.) and then the Work Codes can become more detailed. Alternatively for smaller firms or less complex reporting Classes can be general ( Chargeable ) and the work codes become the main level of analysis. Work codes can be Chargeable or Non-Chargeable, and can reflect Time spent on an activity, or a Disbursement incurred.

5 Projects Projects (and sub-projects) are optional additional levels of recording and reporting where firms need the extra analysis. Projects do not have to apply globally so can therefore be used selectively. You may wish, for example, to record time against a specific project separately from the general work carried out on a client. Project Sub-project Class Projects can be reported on independently or as part of client specific or firm-wide reports. Work Code Work Code

6 Staff Records You can store the basic contact details for each member of staff, all of which can also be transferred to MS outlook via CaseWare Today. The Profile tab allows the allocation of staff to managers, partners, departments and offices, providing further detail to the reports if so required. Each member of staff has a standard billing rate and up to 9 more work specific rates, allowing you to automatically charge a higher value for more specialised work. There is also a facility for recording both cost and overtime rates.

7 Client Records Basic details Every client is different and many expect a tailored service. CaseWare Time has features that make it simple to provide exactly what your clients want, while still reaping the benefits of automation. The client record contains an extensive amount of information in addition to the basic contact details. Alternate Address A second contact address that can be used for any or all of the following - statements, bills, credit notes or general correspondence. FAO contacts Up to four individuals that can receive any of the above documents. Billing Information Bills can be designed to fit a firm standard. However certain clients may require different information from the norm, so you can ensure that they receive a bill with the information they have specifically requested. Tax Information A client may not be subject to VAT, and therefore settings can be made that override any work code VAT options in force. Remember all of this information can be linked to MS Outlook for more advanced contact management, using CaseWare Today.

8 Client Records Advanced In addition to the basic details and settings a client record can store more detailed information. Contacts: A client record can hold an unlimited number of contacts, whether they be directors, partners, bankers or indeed any related party. Groups: For reporting purposes clients can be grouped, allowing you to produce information across a group of related entities, whether this be a statutory group or individual directors and their company. Fields: User-definable fields can be added to reflect the way you wish to categorise your clients, by type, by industry sector etc. Bear in mind that this can also be done through MS Outlook using CaseWare Today. Projects Projects are created via the client record, with the key dates and budgets being stored in the same place.

9 Data Entry Time entry Recording time is a simple linear data entry process bring together the staff, client and work code structure. Data can be entered on any period basis you wish, from daily to monthly. Whatever code structure you create becomes available in the time sheet screen. Chargeable and non-chargeable time can be entered on the same record. Work codes with specific charge-out rates will automatically select the right value for the work type. Extra Detail & memo fields Each time sheet line can have a short reference and a longer memo field for adding further details about the work carried out. All of this information can be added to the WIP reports.

10 Data Entry Security & other features The security settings mean that firms can control who has access to various parts of the system, and provides control over the quality of the data entry. Protection The Group Rights function is user-definable, allowing control over access to client and staff information. Users can be prevented from accessing other user s time records, from specific reports and from using sensitive functions. Timer On-screen timers are available to make it possible to automatically record specific chargeable & nonchargeable events, in real time. Multiple timers can be activated simultaneously and there is no restriction on the length of the event. The time sheet authorisation process can be activated, ensuring that time records are checked before going live on the WIP records.

11 Data Entry Disbursements Use the disbursement tools to control costs and record staff expense claims. Expense recording Disbursement entry is as simple as the time equivalent, but with specific disbursement features. Expenses can be liable for VAT or not, and can have automatic uplifts applied on a code by code, or line by line basis. As with time entry extra detail can be added to each line. Disbursements incurred during your work are entered using specific expense codes and via a separate data entry screen, making it possible to use it as a means of recording staff expense claims.

12 Billing Main functions A detailed on-screen function, providing a range of options designed to deal with even the most complex billing scenarios. The generation of an invoice is a single click, but with additional functions to provide further detail and tailoring as required. KEY FEATURES Automated invoice numbering Final, Interim or provisional billing Choice of invoice styles Standard bill wording Automatic posting to sales ledger Calculation of write-offs & profits User overide available for adjusting carry forwards & write offs/profits. Optional manual write off for calculation of staff profitablitiy View detail added when time sheets were posted WIP journal/transfer facility Range of billing options gives users flexibility in the way they approach their billing decisions.

13 Billing Invoices & credit notes CaseWare Time provides a choice of invoice styles. Each invoice can be modified at both master and client level, ensuring that the invoicing process is cost effective for the firm but also able to meet the needs of specific clients. Invoices, credit notes and statements all have the same editing functionality. This includes the ability to display logos. Once an invoice has been raised the original document is automatically stored and can be retrieved. Reports such as Aged Debtors provide access to these original documents via drill-down functions.

14 Sales Ledger CaseWare Time includes a full sales ledger function, dealing with cash receipts, credit notes, statements and credit control reporting. KEY FEATURES Cash receipts Credit Notes Statements Reconciliation reports VAT invoice listing Payments summaries Interactive aged debtor reports Tracking of cash/invoice allocations Transactions raised within CaseWare Time can be exported to ascii files, allowing you to import the information to other accounting systems.

15 Budgeting CaseWare Time has a full, project-based, budgeting facility allowing you to set budgets for projects, work codes and specific members of staff. Detailed budget & project reports provide feedback on the progress of a job. All variances are shown as actual values and as percentages of the planned budget. Cross-client reporting is available, providing performance data on similar projects across the firm. Agreed fixed fees can be included on summary performance reports, as can details of staff time recorded at cost rather than charge rate.

16 Reporting The workflow panel The WorkFlow Panel provides a simple means of delivering key information and tasks to each member of staff. Only information, tasks and reports permitted by their security profile are available, ensuring that work is efficient and reporting quick.

17 Reporting The status panel The Status Panel displays key data on the firm s performance, but only to those users authorised to receive such data. Users can drill-down from the status screen to the underlying detail

18 Reporting Running reports The CaseWare Document manager provides access to a host of reports and lets you tailor the reporting environment. To run a report simply double click on the document you want to see. The Document Manager The document manager can be tailored and arranged to your requirements. Each report can be adjusted, and multiple copies with varying settings can be saved. You can even include your own Excel, Word and other documents within the report list.

19 Reporting Tailoring reports Every report can be adjusted, giving a wide range of variations to the content and extent of the reports. Adjust the title & reference Change a report from summary to detailed, & change the prority from client, to project, to staff etc. Add restrictions to the range of the report, by date, by partner, by client etc. Use the database filter to add further restrictions and parameters. Every report within the system has these abilities, creating an enormous number of reporting permutations and providing extensive management information.

20 Reporting On-screen filters Every report can be previewed in the filter screen, allowing users to modify the parameters of a report instantly. Reports can be filtered by staff, project, client and date (and by combination of these). The information can then be filtered still further, providing fine levels of control over your search for information.

21 Click on the Acrobat logo to see some sample reports. Reporting Tailoring reports

22 Data Conversion Reduce the administration time of converting to a new system by importing data from your current software. CaseWare Time provides a detailed ascii import facility that will import a variety of information from your existing client and time recording databases. Users with reasonable IT knowledge will be able to do this for themselves, or we can help you with the transfer process. Data that can be imported: Client details Staff details Work code structure WIP Opening balances WIP detail Debtors opening balances Contact details Project details (if relevant) Data conversion may not always be the best approach for your firm, so please call us to discuss your plans and we can help you plan the crossover.

23 CaseWare TODAY CaseWare Today is the central database for your business, linking client details and key data to MS-Outlook. Today makes all the important contact information available to all of your staff, whether or not they carry out chargeable work. The data is kept synchronised between the two systems and ensures that details are always accurate. Today provides access to the following groups of information: Client details, names, addresses etc. Staff details Project summary information Client contacts User-defined client fields In addition to this information Today is also a tool that manages how you communicate with your clients and contacts

24 CaseWare TODAY Managing clients MS-Outlook is a powerful contact management system, and Today gives you access to all of its features. CaseWare Today lets you display your clients in a variety of formats, whether this be in a traditional address card style or grouped into related entities and individuals. Whatever you decide on all the underlying information is always available. User-definable views can group clients with similar properties, for example common year-ends, common filing dates etc. This in turn means that you can run mailmerge routines that automate the processing of standard letters, label runs or other general letters. MS-Outlook s extensive tools for filtering, grouping and categorisation means that you can analyse and manage your client database to suit your immediate and long-term requirements.

25 CaseWare TODAY Contacting clients Mail-merge and groups provide an efficient means of targetting specific client groups, for information services or marketing. MS-Outlook uses the full mail-merge capability provided with Microsoft Office Using simple Wizards you can generate templates and letters using all of the fields contained in CaseWare Time. Labels, letters and envelopes can all be printed through the Today Interface. You can even create templates from your existing standard letters. In addition to mail-merge facilities you also have access to group . Simply make your CaseWare Today contacts available as an address book and you can create client groups. That way you can notify specific clients of important new information in an instant.

26 OS Requirements TIME To run CaseWare Time, you require a personal or multimedia computer meeting the following requirements: One of the following operating systems: Windows 95 and Internet Explorer 4.01 SP1 or later (5.0 or higher recommended) Windows 98, Windows 98 Second Edition, Windows Millennium Edition Windows NT 4 with SP4 (or greater) and Internet Explorer 4.01 SP1 or later (5.0 or higher recommended) Windows 2000, Windows XP Hardware Specification Minimum Pentium 166 MHz (Pentium II 233 MHz or higher recommended) Minimum 64 MB RAM (128 MB RAM or higher recommended) Additional memory will improve performance Minimum 40 MB hard-disk space VGA or higher-resolution video adapter Internet Explorer version 5.0 or higher and a connection to the Internet in order to publish to web pages properly Time runs on the following networks: Windows 2000, Windows NT, Novell, Lantastic Any NET BIOS network TODAY Microsoft Outlook 2000 or higher (English version only) or version XP (English version only) CaseWare Time version 2001 or higher Internet Explorer version 5.0 or higher and a connection to the Internet in order to publish to web pages properly

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