Opening new clients/matters

 

Simplified menu - Click Daily Activities, Clients and Matters

Standard menu - Click Clients and Contacts, Clients and Matters

Classic menu - Click File Maintenance, Clients

 

Follow these steps to open a new client/matter.  If you are re-opening a file that was previously closed, you do not need to add a new file.  Instead, re-open the existing file.

  1. Click Add Client/Matter (if automatic numbering is enabled) or enter the Client/Matter number.  If you use matter numbers, enter the client number and matter number in the field together.  Client numbers can be up to 9 characters/digits long, and matter numbers are 3 characters/digits long.  If you don't use matter numbers, enter a client number up to 12 characters/digits long.  

  2. Enter the Client Name, last name followed by first name.  Enter the last name first so that you can search clients/matters alphabetically.  If Create Conflict Database in System Settings is enabled, the client/matter name will be checked for a potential conflict.  If there is no conflict, press Enter to continue.

  3. Enter the client’s address.

    1. Enter the client’s Mail To name or enter the file name as you want it to appear on billing statements.  Press Enter to duplicate the client name typed above.

    2. Enter the Address and ZIP/Postal Code.  Press F6 to automatically enter the common city.

  4. The Business/Organization, Individual selection applies only to some firms, for example, those that export clients/matters to Amicus Attorney®.  Select Business/Organization if the file is a business, otherwise select Individual.

  5. Enter the Matter Description.  Don't enter "Re:" in front of the matter description.  Instead, use a specific word or name to begin the description so that you can search alphabetically.  Because the matter description displays on reports and on bills, exclude confidential information.

  6. Select Exempt from Verification if the client is exempt from identification and verification, otherwise select Yes, No or Pending to indicate the status of the file, and select the initials of the lawyer performing the identification and verification (if applicable).  If the identification/verification is complete, enter the date on which it was completed, and fill in the Occupation (if the client is an individual) or Business ID (if the client is a business) and ID Type fields as required.  Use the Document Management system to attach related documents to the client/matter.  Client identification and verification applies only to firms operating in Canada.

  7. Click the Settings tab to enter additional information on the client/matter.

  8. Click the Billing tab to select billing options for the client/matter.  Watch a tutorial on configuring billing settings.

  9. If you will be producing E-bills for the client/matter, click the ICBC, Ledes or LegalGard tab, depending on the E-billing format selected, and enter the billing information for the file.  This information appears on the text file bills produced by the billing feature.

  10. Click the Contacts tab to enter a primary contact, and to assign contacts from your Contacts database.

    1. Enter the client/matter telephone numbers and primary contact information.  You can also enter an e-mail address and website address.

    2. Enter additional notes if required.

    3. Click Assign to assign contacts from your Contacts database to the client/matter.

  11. If you have created My Fields entries, click the My Fields tab to enter information in your custom fields.  You can also complete this section later.  

  12. If you want to enter conflict of interest information for the client/matter you can do so now or later.

  13. Enter limitation dates for the file on the Limitation Diary tab.

  14. Click the Clients tab at the top of the screen and click Save image\save20x20.gif.

  15. You will be prompted to print the Client Information Sheet.  Click Yes to print the report, or click No.