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Information about “PULLED FROM THE LIBRARY”
MANAGEX I is based on the idea that it is best to send a statement to
each client at some regular interval. Even when nothing is due from the
client during that period, a statement should be sent, just to let the
client know you're thinking of him.
The minimum period for which a client can be billed with MANAGEX I is
one calendar month. Each bill includes all transactions from the
beginning of the first month covered by the bill to the end of the last
month covered.
MANAGEX.DOC
1
MANAGEX DOCUMENTATION
LICENSE
The following text and the ManageX program are copyrighted (C)
in 1985, 1986, & 1987 by R.A. Kelly. They are published by Integra
Computing. You may use ManageX I on a single computer, provided that
you do not use it in a business with more than 15 employees and that
you accept the terms of the following AGREEMENT. You may distribute
ManageX I, as long as this license and the following disclaimer, agree-
ment and instructions accompany the program. You may not distribute
ManageX I if any of its accompanying files or this documentation has
been altered. No fee may be charged for ManageX I, nor may ManageX I
be bundled with (or in any way accompany or be used as an incentive
to purchase or lease) any other product or service, without the express
written consent of R.A. Kelly.
All rights not expressly granted in the above paragraph are
reserved in R.A. Kelly. ManageX is a trademark of Integra Computing.
DISCLAIMER
Though ManageX and its predecessors have been under development
since 1984, ManageX may contain design and programming flaws. Before
using ANY software on a regular basis, try estimating the potential
harm that could result from your reliance upon it. Please don't use
ManageX unless you are willing to assume the associated risks.
MANAGEX AND ITS INSTRUCTIONS ARE PROVIDED "AS IS", WITHOUT
WARRANTY OF ANY KIND (INCLUDING THE IMPLIED WARRANTIES OF MERCHANT-
ABILITY AND FITNESS FOR A PARTICULAR PURPOSE). NO ORAL OR WRITTEN
INFORMATION OR ADVICE PROVIDED BY INTEGRA, ITS DEALERS, DISTRIBUTORS,
AGENTS, OR EMPLOYEES SHALL CREATE A WARRANTY OF ANY KIND REGARDING
MANAGEX, AND YOU MAY NOT RELY UPON SUCH INFORMATION OR ADVICE. USE
OF MANAGEX IS ENTIRELY AT YOUR OWN RISK.
NEITHER INTEGRA NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE
CREATION, PRODUCTION, OR DELIVERY OF MANAGEX SHALL BE LIABLE FOR ANY
DIRECT, INDIRECT, CONSEQUENTIAL, OR INCIDENTAL DAMAGES (INCLUDING,
BUT NOT LIMITED TO, DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS
INTERRUPTION, AND LOSS OF BUSINESS INFORMATION) ARISING FROM THE
USE OF (OR INABILITY TO USE) MANAGEX, EVEN THOUGH INTEGRA MAY BE
ADVISED THAT SUCH DAMAGES ARE POSSIBLE.
THIS DISCLAIMER APPLIES TO ALL PAST, PRESENT AND FUTURE VERSIONS
OF MANAGEX, AS WELL AS TO UPGRADES, AUGMENTATIONS, EXTENSIONS, EXTRA
MODULES, AND MODIFICATIONS OF THE PROGRAM THAT MAY BE PROVIDED TO YOU.
AGREEMENT
As used in this documentation, the term "ManageX", if not followed
by a series or version designation, means any version or series of
ManageX provided to you now or in the future.
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Your attempt to use ManageX constitutes your acceptance of the
terms set forth in the foregoing LICENSE and DISCLAIMER (which are
incorporated into this Agreement). Your attempt to use ManageX also
constitutes your agreement that if you bring any legal action relating
to ManageX, 1) your sole remedy for the damages for which any defendant
is found liable (including direct, indirect, incidental and consequential
damages) will be the recovery from that defendant of whatever you will
have paid to register as a ManageX user; and 2) you will pay the defen-
dants' attorneys fees and other legal costs.
The terms of this agreement are governed by Georgia law. If any of
this Agreement's terms shall be held invalid to any extent, the remainder
of this Agreement shall be unaffected by such invalidity.
THE ABOVE PARAGRAPHS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN YOU
AND INTEGRA. NO ORAL OR WRITTEN COMMUNICATION, INFORMATION, OR ADVICE
FROM ANY SOURCE MAY ALTER THE AGREEMENT AS SET FORTH ABOVE.
3
SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES OR
OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO SOME OF THE
ABOVE EXCLUSIONS AND LIMITATIONS MAY NOT APPLY TO YOU. YOU MAY HAVE
OTHER RIGHTS WHICH MAY VARY FROM STATE TO STATE.
4
NOTE: This is an abridged version of the instructions. Registration
will entitle you to COMPLETE documentation on disk.
NOTE: Please remember to distribute only copies of the ORIGINAL ManageX
files. Don't pass on copies that you've already had on your hard
disk, because using the program customizes it for YOU.
5
SECTION 1. INTRODUCTION
Sec.1.A WHAT MANAGEX WILL DO
ManageX is based upon the proposition that it is usually best to
send a statement to each client at some regular interval, preferably
every month. Even when nothing is due from the client for work done
during that period, a statement should be sent, if for no other
reason, to let him know that you're still thinking of him.
The minimum period for which a client may be billed is one cal-
endar month. Each bill will include all transactions from the begin-
ning of the first month covered by the bill to the end of the last
month covered. A bill may be re-prepared for the same calendar month
(or months) several times. For example, if it were now January 15,
and you wanted to send Mr. Smith's bill for work done so far this
month, the bill prepared by ManageX would cover all work done during
the entire month of January (the beginning of the first month covered
by the bill is January 1, and the end of the last month covered is
January 31). However, since no work will have been done after the
fifteenth, the bill will effectively be one for only the period from
January 1 to January 15.
If, in February, you subsequently printed a Smith January bill,
the bill prepared would show work done during the entire month, in-
cluding 1) a recap of what had already been shown on the previous
January bill and 2) what had been done from the 16th to the 31st.
You may not request a bill for only the period from January 16 to
January 31, since, as mentioned above, the minimum billing period is
one calendar month. But don't worry. Mr. Smith will NOT be charged
again for the work already reflected in the first bill. The second
bill will SHOW that work for a second time (as a recap), but will not
CHARGE him a second time for it. Of course, if Mr. Smith had sent
any payments since the first bill was mailed, those payments would
also be reflected on the second bill. Each bill sent out for any
period of time reflects the most current status of the client's ac-
count with you for that period. ManageX is unique in that it allows
you to prepare bills for the same period many times, not just once.
Correcting and resubmitting bills to your clients present no problem
to ManageX.
Sec.1.C.2 Case Names, Case Numbers, & Master Record Numbers
ManageX considers each matter handled by the firm to be a case.
This nomenclature, ideal for accountants and lawyers, is also suitable
for other professionals willing to adapt. Each case will be assigned
a Case Name, a Case Number and a "MasterRcrd" Number. The Case Name
is simply a convenient name by which you can recognize the case, such
as "Smith Project" or "State v. Williams". The Case Number is used by
the program to locate the case record in the computer's data files.
It may be in the same format as that used by your firm to manually
file the paperwork pertaining to that case. The MasterRcrd Number is
used to link up to 500 subordinate case records to their master record.
Each case is subordinate to its master. If a case is indepen-
dent (that is, not subordinate to another), then it is its OWN mas-
ter, and its Case Number and MasterRcrd Number will be the same. If,
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however, it is subordinate to another, then the other's Case Number
will be the subordinate's MasterRcrd Number. For example, if case
number 2 were subordinate to case number 1, then case 2's MasterRcrd
Number would be "1" (case 1, being its own master, would also be
assigned MasterRcrd Number 1).
When would you want to subordinate one case to another? Assume,
that you and Mr. Smith had a retainer agreement whereby he would pay
you $150 per month for any services he needed from you at any time.
You might set up a case record with the Case Name, "Smith Retainer"
and the Case Number, "SMITJO1". If Mr. Smith subsequently asked you
to help him with a building contract, you might do one of two things.
One would be to charge the time you spend working on the contract to
the "Smith Retainer" (SMITJO1) case.
The other would be to establish a separate case record, perhaps
named "Smith Contract" and possibly numbered "SMITJO2". If you want-
ed to make sure that both Mr. Smith's cases were linked for easy
subsequent identification, you would assign to the new SMITJO2 case
the MasterRcrd Number, "SMITJO1". A graphic representation of this
master-subordinate relationship follows:
MASTER SUBORDINATES
Case #: SmitJo1
Case Name: Smith Retainer
Case #: SmitJo1 MasterRcrd #: SmitJo1
Case Name: Smith Retainer
MasterRcrd #: SmitJo1 Case #: SmitJo2
Case Name: Smith Contract
MasterRcrd #: SmitJo1
As can be seen, the SMITJO1 case is its own master, and it also acts
as a master for the SMITJO2 case. In the future, whenever you want
to look through ALL of Mr. Smith's cases, it will be easy, because
they all have the same MasterRcrd Number. MasterRcrd Numbers LINK
several cases together for future reference.
Now, on to a related matter. Unlike some other programs,
ManageX does not require you to set up a separate "client record"
before you open any case (or "matter") records for the client. Each
ManageX case record contains both matter AND client information.
Hence, if you have a client for whom you do not expect to be handling
more than one matter, you need open only ONE record (a case record)
for him, rather than TWO (a client record and a matter record). If,
subsequent to your having opened that single record for him, the
client comes to you with more work, you may either: 1) do that addi-
tional work under the same case already opened, or 2) set up another
case for him. If you do the latter, you may, though you do not HAVE
to, link the two cases by making the first record the second's Mas-
terRcrd.
Though ManageX does not REQUIRE you to do so, you may set up
something comparable to a separate "client record" for each client
before opening actual cases for him. To do so, you would actually
set up a "case" record for the client and use it as a MasterRcrd for
the several matters that you handle for him. After all, a "client
record" does nothing more than link several cases together under one
client, and a ManageX MasterRcrd can serve the same function. You
would tell ManageX that this record is intended to serve as a simple
client record by beginning its "case" name with an asterisk. An
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example of a "client" record follows:
MASTER SUBORDINATES
Case #: SmitJo1
Case Name: Smith Retainer
Case #: SmitJo MasterRcrd #: SmitJo
Case Name: *John Smith Cases
MasterRcrd #: SmitJo Case #: SmitJo2
Case Name: Smith Contract
MasterRcrd #: SmitJo
In the above example, the SMITJO record is a "client" record, which
contains only the client's name, address, salutation, billing interval,
and a "case" name beginning with an asterisk (any other information
filled in will be disregarded by ManageX, since this is only a "client",
not a real "case", record).
Sec.1.D.2 Control characters
On-screen instructions will frequently instruct you to press
control characters. A control character is represented graphically
as a letter preceded by an up caret (eg: ^A or ^H). If you are
instructed to press a control character, you must hold the Ctrl key
down, while simultaneously pressing the appropriate letter key. For
example, to press ^O, hold down the Ctrl key and tap the "O" (or "o")
key. Do not actually press the up carrot key; the up carrot is used
merely as a graphic representation of the control key.
Sec.1.D.4 Entering Numbers
When prices or other monetary figures are entered, never enter
a dollar sign, comma or any symbol other than a minus sign. If, for
instance, a price were $9,999.95, you would enter only "9999.95", not
"$9999.95" or "9,999.95".
Sec.1.D.5 Pausing
When you find the computer in the middle of some lengthy proce-
dure, such as printing a report, and you want to pause, press the
space bar. Doing so will cause the process to stop until you press
the space bar again. This use of the space bar will not work in all
of the program's operational modes, but it will in most.
Sec.1.D.6 Aborting
If, instead of wishing that the computer pause in the middle of
a procedure, you prefer to abort that procedure altogether, press ESC
(the Escape key). As with the space bar, this key may not work in
all parts of the program, and it may take a few seconds to work.
Sec.1.D.7 Printer Toggling
Whenever you are about to have a report printed on the screen,
and you would prefer that it be printed on your printer, press ^P
before the report preparation begins. ^P is the printing toggle, and
it turns the flow of data to the printer on and off.
Sec.1.D.9 EDIT.COM
There are a few files which will need to be created or modified
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by ManageX's text editor, EDIT.COM, before you can realize the
full potential of the program. For instance, you may want to custom-
ize the return address file, so that your correct address will be
reflected on bills prepared by ManageX.
EDIT.COM manipulates simple industry-standard ASCII code. An
extra facility is the ability to imbed printer codes in the text pre-
pared with EDIT.COM. If, for instance, you want your printer to
switch to letter-quality mode when it prepares bills, you could place
the appropriate printer code (available in your printer's manual) at
the top of the return address file. To imbed any control character
(such as the escape character), press ^P first. For instance, to
imbed "esc N", actually enter "^P esc N".
You may access EDIT.COM from ManageX's MAIN MENU by pressing ^E
(for "Edit").
Sec.1.D.10 Deciding which module to use
Use of ManageX requires your understanding its basic modular
organization. Each choice in the MAIN MENU corresponds to a differ-
ent module. There is a SERVICE/FEE module, a BILLING module, a DIS-
BURSEMENTS module, and so on. Whenever you want to do ANYTHING in
this program, you should go to the module whose subject matter most
probably encompasses what you want to do. For instance, to run a
report showing all your services performed during any period, you
would go to the SERVICES/FEES module. There may be times when your
first guess as to the proper module is incorrect. In that case,
take a second guess, and you'll be right.
Note that a disbursement is an amount ADVANCED or PAID BY YOU for
something. It must be entered in the DISBURSEMENTS module. If, for
instance, you have paid filing costs of $55, this expenditure is a dis-
bursement. Do not enter it on a time slip in the SERVICE/FEE module.
Receipts are often a source of confusion. Remember that they
are money PAID TO YOU, that is, money that you intend to put into
YOUR coffers. Money given to you in trust is NOT a receipt. If a
client gives you $100 and you intend to put it into trust for him, DO
NOT enter it as a receipt. That $100 should be entered into your
books as a deposit into a trust account (if you have ManageX III or
IV, your books will be completely integrated into the program and
will accessible within moments). That $100 is not meant to be a pre-
sent payment to you for past or future services; rather, it is meant
to be placed into trust for the client. At some future time, you might
withdraw part or all of it from the trust account as a payment to you,
but, until that time, it is not a RECEIPT; it is merely money given to
you in trust. Remember, money given to you is a RECEIPT only if it is
going directly into YOUR pocket.
Likewise, a disbursement is money paid by YOU, from YOUR FIRM's
accounts, not from a trust account. DO NOT enter as a disbursement
any payment from a trust account. Remember, it is not a disbursement
unless it comes from your firm's own funds.
Do not read further until you understand the discussion, so far.
Sometimes, the item you wish to enter does not seem to fit well
into the main categories of services/fees, disbursements, and re-
ceipts. For instance, an established client's current (at the time
9
you first enter his data into ManageX's files) balance is not strict-
ly a "fee", since it does not apply to a specific single event or
transaction. Nevertheless, it must be entered somewhere. The AD-
JUSTMENTS module exists for the purpose of adjusting client bills for
things that do not seem to fit well into the categories discussed
above. If, for instance, you wished to decrease the amount due re-
flected on a bill, you would probably wish to register an adjustment
in the form of a write-off.
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SECTION 2. SETTING UP
When you first begin using ManageX, you will have to answer a series
of CUSTOMIZING questions. Very brief explanations follow:
-> Drive used for ManageX: Enter the letter designation (C,D, etc.)
of the hard disk containing the MANAGEX subdirectory.
-> Lines to Letterhead Bottom: If not using letterhead, leave as zero;
otherwise, count lines (6 per inch) to bottom of letterhead printing.
-> Indent used for Addresses: column (from left margin) where printing
of addresses on bills should begin. If unsure, leave as zero.
-> Minimum Time: Minimum # of minutes charged per time slip.
-> Hourly Rates: Rate 1 should be your standard rate; alternate rates
may be filled in as Rates 2 thru 6. If there are more than one time-
keeper, enter one or two rates for each. You could, for instance,
be assigned rates 1 and 2, while rates 3 and 4 might apply to someone
else in the organization. Please note that ManageX III and IV allow
up to six rates for EACH of fifteen timekeepers.
The first time you use ManageX each month, you will be asked
whether you want to create that month's files. Answer `Yes' by
pressing "Y", unless, for some reason you do NOT want to create them.
Next, a message will appear, asking, "Do you want to erase un-
needed monthly data files?". Keeping some old files may be useful
for referencing data from previous months, but how many old files you
preserve depends upon how much hard disk space you are willing to de-
vote to ManageX, and how much you need for other uses.
If you want to clear up some hard disk space by erasing old
monthly files, and if you have not already taken care of that matter,
press "Y" (for "Yes, I do want to..."). Make sure, however, that you
have floppy archive copies of the files about to be erased. You never
know when you may need to retrieve some old data which has been deleted
from the hard disk. If you have not made the archives AND prepared ALL
bills which will draw upon data compiled during the months you are
considering deleting, you should NOT delete those months' files.
If you answer "Y", ManageX will ask for the month whose files are
to be erased. After confirming that bills and archives have been pre-
pared for that month, ManageX will erase the old data files for you.
Then, files for the current month will be created, and you will be
taken to the MAIN MENU.
11
SECTION 3. CASE MODULE
Sec.3.A (M)AKE A NEW RECORD
If you press "M", you will be asked to give ManageX a Case Num-
ber for the new case. After you enter it, you will be taken into the
Edit mode, where you can fill in other information pertaining to that
case. If the case you are entering is one that was opened before you
began using ManageX, please read Section 9 of these instructions.
Sec.3.A.1 MasterRcrd Number
You will note that this number has already been assigned. It
is always initially presumed that a case's master is that case,
itself. If you wish to change it, just use the cursor control and
delete keys to do so. Once the new masterRcrd number has been
entered, ManageX will search for that case to confirm its existence.
If it cannot find the masterRcrd, it will tell you so. If it does
find the masterRcrd, certain common information will be transferred
from that case to the new one you are now creating.
A subordinate case MUST NOT be entered into the file before the
master to which it refers. A masterRcrd must always have been en-
tered into the case file BEFORE its subordinates.
Sec.3.A.2 Area of Business
If you do not know the area of business or its number, and if
you would like some help, press the inquiry key, F1. You will be
shown the contents of the M-LBAREA.DAT file, which contains a listing
of all the business categories and their corresponding numbers. When
you find the area that fits this case, enter its number and procede
to the next item. See the CODES, AREAS OF BUSINESS section for
instructions on how you may change the M-LBAREA.DAT file.
Sec.3.A.3 Methods of Charging Your Clients
If you have an arrangement with your client whereby he is to pay
you a certain amount each month until his debt is paid, enter that
amount as the "MonthlyPmnt". If the MonthlyPmnt is zero, ManageX will
assume that the client is supposed to pay the whole balance shown on
each bill. If the MonthlyPmnt item is greater than zero, each bill
for this case will contain a statement reminding the client that he
need pay no more than the MonthlyPmnt, even though it may be less
than the total balance due. Also, if the MonthlyPmnt is greater than
zero, ManageX will NOT calculate interest for this case, even though
you specify an interest rate, as discussed below.
NOTE:
Don't confuse a MonthlyPmnt with a Monthly Retainer
A "retainer" is a regular monthly payment which is due you,
whether or not the client has an outstanding balance at the
time a bill is prepared. The MonthlyPmnt is due ONLY if the
client has an outstanding balance. The MonthlyPmnt is a
payment on a debt, while the retainer is a sum paid to you
regularly in order to keep you "on the line", ready to provide
services at the drop of a hat.
Note that ManageX uses the term, "retainer", to mean a recurring
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payment made to the firm each month by the client. Some firms,
however, use the term to mean a fixed fee paid in advance by the cli-
ent. If a case is to be charged a fixed fee (even though you may
call it a "retainer"), it should be entered next to the "Fixed Fee"
item, whether or not it is to be paid in advance; if it IS paid in
advance, you should, as soon as possible, enter the payment in the
RECEIPTS module, or, if appropriate, enter it as a trust account de-
posit in your books (which are completely integrated into the pro-
gram if you have ManageX III or IV).
Sec.3.B (E)DIT/EXAMINE A CASE
If you do not know the case number (of the case you wish to edit)
and would like some help, press F1. You will be shown a list of all
the cases on the disk. To narrow the search, you should press the
first letter of the client's last name just before you press F1.
If you precede F1 with a letter, you will be shown only those cases
whose client last names begin with that letter.]
Sec.3.C (H)UNT FOR SOME INFO
If you press "H" while in the CASES MENU, you will be taken to a
Hunt Gates display. Here, you are to select the gates you want to
apply to the search through the case file. The Hunt Gates allow
passage of only those records which contain information consistent
with the Hunt Gate parameters you select. For example, if you wanted
to find records of all clients who work for a certain company, you
would enter a portion of the company name at item D (assuming that
you consistently used the Addrs1 line for company names). If you
wanted to find all cases with a certain masterRcrd number, you would
enter a portion of that number at item A. Entering something at both
A and D would narrow the search to only those cases whose MasterRcrd
Numbers and Addrs1's contained matches for items A and D.
Hunt routine searches for any item whose entry is alphanumeric
(as opposed to strictly numeric) may be made on the basis of partial
entries. For instance, if you wished to find all cases whose
Addrs1's were either "Smith Enterprises" or "Smith, Inc", you would
need to enter only "Smith" at item D. All cases whose Addrs1's con-
tained "Smith" would be shown to you. Included among these cases
might be "Jones and Smith, Ltd" and "The John Smith Company". Any
case whose Addrs1 contained "Smith" would be included.
NOTE:
This valuable partial entry feature is contained in
the Hunt mode of every ManageX module. It is applicable to
only alphanumeric items (those which may contain either
letters or numbers). It does not apply to dates, amounts,
and a few other items.
To find cases applicable to a certain areas of business range,
set Gates F and G accordingly. If all your divorce areas were
numbered between 100 and 150, you would set Gate F to "100" and
Gate G to "150" if you wanted to look for all your divorce work.
To find only a SINGLE area of business, both Gates F and G (that is,
both the lowest and the highest area of law to be reported) should
be identical.
Any gate that is left blank will be considered to be open, al-
lowing ANY record to pass through. In other words, each record will
13
be deemed to meet that gate's criterion, and, assuming that all the
other gates' criteria are also met, will be displayed during the
hunt.
To begin the hunt, press F6. For a printout of the hunt, press
^P at some time before you press F6.
Once the Hunting process begins, you will be shown the data for
each record conforming to the Hunt gates you have established. If
you have chosen to display "One-Line" summaries (gate Q), data for
each conforming record will appear on one line. The program will
then automatically search for the next conforming record, display it,
then look for the next one, and so on. You may make the program
pause in its searching by pressing ^S or the space bar. Pressing ESC
will abort the hunting process.
If you have chosen the "Full-Screen" summaries display (gate Q),
the data shown for each conforming record will appear on a screen
identical to that used in the Edit mode. Only one conforming file's
data will be displayed on the screen at one time. Unlike the One-
Line summaries routine, this one will not search for the next
conforming file unless you press F6 to indicate that you wish to move
on. If you want to abort the Hunt routine, press ESC instead of F6.
14
SECTION 4. SERVICES/FEES MODULE
Sec.4.A (M)AKE A TIME SLIP OR FEE RECORD
Sec.4.A.1 Abbreviations
Description entries may be shortened (and disk space saved)
through the use of abbreviations or office codes (such codes are
contained in a file named M-LBCODE.DAT, and you may use EDIT.COM to
customize this file's codes for your own use -- see the CODES sec-
tion). To enter a service code, simply type it and end it with a
backslash. Assume, for example, that the code for "Office Conference
with" were "OC". If you wished to enter an office conference with
Mr. Smith, you could enter either "Office Conference with Mr. Smith"
or "OC\Mr. Smith". If you entered the latter, you could be saving
time by typing fewer characters and also saving disk space. ManageX
would know what "OC\" means. If you subsequently prepared a bill
containing the service description, "OC\Mr. Smith", ManageX would
actually type out "Office Conference with Mr. Smith".
If you need to see a listing of the acceptable codes, press the
inquiry key, F1. If you press F1, you will be shown the contents of
the M-LBCODE.DAT file (which contains not only codes, but also income/
expense categories).
Sec.4.A.2 Next Time Slip
To finish the service record entry and move on, press F6. Mana-
geX will then automatically take you to another time slip/fee entry
record to be filled out. If you do not need to make any more en-
tries, just press F6 again.
Sec.4.B (Z)IP TO A TIME SLIP
As you go through a day, you will often find yourself working on
several cases simultaneously. As you perform a task for each, you
should enter it onto a time slip. Of course, you may make out a
separate time slip for each task performed. But, alternatively, you
may use thihs (Z)ip function to add each new service performed for a
case to the first time slip opened that day for that case.
When the time slip appears, add to it as you wish. If you want to
begin the automatic timer, press ^T; to stop the timer, press ^T again
(or press F6 or esc). When the auto timer stops, the dollar value of
this most recent time block will be added to the time slip's previous
total. Thus, every time you zip to a time slip during the day, you may
keep adding to the total time and dollar amount by simply pressing ^T
when you begin and end your entry. This feature is most useful if you
keep ManageX in the computer's memory at all times, through the use of
a multi-tasking program like DoubleDOS or DESQview.
15
SECTION 5. DISBURSEMENTS MODULE
Sec.5.A (M)AKE A DISBURSEMENT
Sec.5.A.1 Expense Category
If you wish to later be able to sort your disbursements by cate-
gory, enter the category number (1 to 9999) here. If you are in
doubt about the appropriate category number, press F1 for a listing.
Doing so will result in displaying the contents of the M-LBCODE.DAT
file (which contains not only codes, but also income/expense cate-
gories). If M-LBCODE.DAT does not have the category you wish, remem-
ber that you may modify it with EDIT.COM to suit your individual
needs (see the CODES section).
Sec.5.B (H)UNT FOR INFO
These Hunt Gates are similar to those found elsewhere.
At the end of a hunt sequence, there will be a series of
hunt totals. Included in the Hunt Totals are the total charges. The
totals account only for those records shown during the hunt. Charges
for other records will not be included. For instance, if you abort a
hunt by pressing the ESC key, the charges for the records which WOULD
HAVE BEEN SHOWN (but for your having pressed ESC) will not be in-
cluded in the totals.
16
SECTION 6. BILLS
Sec.6.A.1 Composition of Bills
Bills consist of six parts:
1 a return address;
2 a client name, address and salutation, drawn from the
appropriate case's record at the time of the bill's
preparation;
3 an opening statement;
4 a basic data section drawn from transaction data at the
time of the bill's preparation;
5 a closing statement; and
6 a signature block.
Sec.6.A.2 Return Address File
The return address must be contained in a file called "M-
RETADD.LTR". Whenever ManageX prepares a bill, it will find this
file and print it onto the statement. The file should be created with
EDIT.COM before you try to prepare any statements. If it is not on
the disk when a statement is prepared, no return address will be
printed. If you plan to use letterhead stationery, erase M-
RETADD.LTR from the disk and make sure that you have entered the
correct figure for the number of "Lines from paper top to letterhead
printing bottom" in the MAIN MENU's (^C)ustomize routine.
After the return address (if such a file exists) is printed,
ManageX will print the statement date, followed by the client's name,
address, and salutation (as stored in the Case record of the case for
which the statement is being prepared). If the format chosen for the
case whose bill is being prepared ends with a minus (eg: "8-"), then
no salutation will be printed.
Between the client address and the salutation will appear a
short reference ("RE:") section, which will include the case Number
and case Name.
Sec.6.A.3 Opening Statement
Next comes the opening portion of the bill, which should include
any remarks you wish to precede the details of the statement. An
example would be,
Following is a summary of the services we have recently
rendered in your behalf.
The opening portion must be in a file named "M-BLOPEN.LTR", which
is included with the ManageX program as an example. You may modify it
with EDIT.COM to suit your purposes.
After the opening portion is printed, ManageX will print the
statement details. This part of the statement consists of a listing
of all services, fees, disbursements, income, etc., pertaining to the
case whose statement is being prepared for a certain month.
Sec.6.A.4 Closing Statement
The closing portion of the bill should include any remarks you
17
wish to follow the details of the statement. An example would be,
Please promptly pay any amount shown above as being due this
firm. Thank you.
The closing file for a bill with a balance owed is "M-BLOWED.-
LTR", while that for a bill with a zero or credit balance must be
"M-BLCRDT.LTR".
Sec.6.A.5 Signature Block
The signature block portion of the bill also requires a file
created by EDIT.COM. To create such a file, press ^E at the MAIN
MENU, press `S' when the EDIT menu appears. Then create the
signature block in any fashion you desire.
If you do not want a signature block printed on your statements,
erase the "M-SGNxxx.LTR" file from your hard disk.
Sec.6.B PREPARING A BILL
[self explanatory]
Sec.6.C. STATEMENT RE-PREPARATION
You should avoid having a bill prepared for a month preceding
one for which another bill has already been prepared. For example,
if February's bill has already been prepared, and you subsequently
have January's prepared again, you will also have to re-prepare
February's. The reason for this is that the beginning balance for
the bill already prepared for February will have been based upon the
ending balance for the January bill already prepared. If you were
now to go back and change January's bill, the January ending balance
might not be the same as it had been before. Therefore, the
beginning balance for the February bill already prepared might no
longer be accurate. Only if you prepare February's bill again will
all beginning and ending balances become consistent again.
18
SECTION 7. CODES and AREAS OF BUSINESS
Sec.7.A CODES (ABBREVIATIONS, CATEGORIES)
The M-LBCODE.DAT file contains three types of information,
all conforming to the same general format. It holds a listing of
each 1) service code, 2) income category, and 3) expense category.
Each line in the file consists of an abbreviation (from 1 to 3 char-
acters long) and the statement being abbreviated. Other optional
items are also included, as described below. You are encouraged to
change this file with EDIT.COM, so that it fits your needs exactly.
Go to EDIT.COM (to examine M-LBCODE.DAT) by pressing ^E when
the MAIN MENU is displayed. When the EDIT.COM menu is on the screen,
press `E' (for "Expense/Income/Service" file) to modify M-LBCODE.DAT.
The file may have a total of up to 200 lines. The items in each
line must be lined up EXACTLY, and each line must end with a carriage
RETurn. The abbreviation may be from one to three characters in
length and must begin in column 1. The statement being abbreviated
should begin in column 6, 7, 8 or 9, and may not extend beyond column
30. The TAB key in EDIT.COM will help you align your data.
You may have blank lines which contain no information, and you
may have lines containing headings, but you may have no more than 200
lines.
Sec.7.A.1 Income/Expense Category Numbers
If you are using a line for an income or expense description,
the last item (beginning at column 33) should be the income or
expense category, and the first item (the abbreviation) may be left
blank if you wish. That category may be any number between 1 and
9999. Do not use zero. Begin your category entry at column 33.
If it is an income category, begin the entry with "I-"; if it is
an expense category, begin it with "E-". For example, an income
category is represented by "I-1001", while "E-2054" represents an
expense category. Do NOT use the same numbers for both expense
and income categories. For instance, do not designate both these
categories: I-2054 and E-2054. And DO NOT USE FRACTIONS to designate
categories -- only WHOLE numbers are allowed.
Sec.7.A.2 Client Mark-Ups
If you wish to charge clients a surcharge for your expenses in
their behalf, enter, at column 60, the factor by which you wish to
multiply your actual cost in order to arrive at the amount to charge
your clients. For instance, if your mark-up for a particular expense
category is 10%, enter 1.10; if it is 25%, enter 1.25.
Sec.7.B AREAS OF BUSINESS
The M-LBAREA.DAT file supplied by Integra contains a listing of
the areas of business. You should edit this file to fit your needs.
It should consist of no more than 24 lines (make sure that no blank
lines remain at the end of the file). Each line may be up to 77
characters long. Unlike the M-LBCODE.DAT file, you are not required
to line up certain information within M-LBAREA.DAT. Use EDIT.COM
(^E, pressed when the MAIN MENU is displayed) to set up this file.
19
SECTION 8. MESSAGES
[A full Messages section is provided to registered users]
20
SECTION 9. USING MANAGEX WITH OLD CASES
When ManageX prepares bills, it automatically keeps up with
each case's balance brought forward from the previous billing period.
A problem arises, however, when ManageX prepares its first bill for
a case that was opened and billed BEFORE YOU BEGAN USING the program.
In this case, ManageX will have no historical data from which to
derive a "balance brought forward".
To avoid this problem for an old case, go to the ADJUSTMENTS
(Write-offs and Adjustments) module immediately after setting up
the case in the CASES module. Enter an adjustment with today's
date. If the client owes you money, make it a Charge; if you owe
him, make it a Write-off. The description should be something like,
"Balance From Previous Bill".
This special treatment is needed only for the FIRST bill
ManageX prepares for each case opened before you began using the
program.
README.DOC
MANAGEX, series I
This is ManageX I, your PERSONAL version of an extremely powerful time-
keeping, billing, and bookkeeping package. It's designed to help attorneys,
accountants, and other professionals keep precise records and bill regularly.
ManageX requires an IBM-compatible PC/XT/AT with a hard disk, DOS 2.1 or
greater and enough memory to devote 190K solely to ManageX.
---------------
NOTE: When you pass ManageX to your friends, provide only copies of the
ORIGINAL program files found on the ManageX disk. NEVER, NEVER pass
along copies of the program that you've already used on your hard disk,
because using the program alters some of its files (making them
unsuitable for your friends).
---------------
To install MANAGEX:
1: Put the ManageX diskette into drive A;
2: Type "A:INSTALL C:" (assuming your hard disk is drive C);
3: Copy BACKUP.COM and RESTORE.COM from your DOS diskette to the MANAGEX
directory (or insure that they are in the PATH).
---------------
ManageX is an intuitive program, but it has a great many features which
will remain hidden from you unless you read the instructions. Unfortunately,
to fit the entire program and instructions onto one disk, the documentation
has had to be severly condensed. Nearly all the program's features are men-
tioned, but substantial detail has been excised. To get the most from the
program, you may wish to obtain a disk containing unabridged documentation.
You may do so by registering as a user for $40. Registration entitles you to
the most recent version of ManageX I and to a disk containing ManageX's FULL
instrucions, including descriptions of all the additional functions offered by
ManageX III and ManageX IV (mentioned below), as well as examples of all the
billing formats. Just print out the registration form by entering the follow-
ing command at the DOS prompt: "type register.frm>prn". Fill it in and send
it, along with your payment, to Integra Computing. Thanks.
IF YOU DELAY REGISTERING, MANAGEX WILL BEGIN TO BEEP REMINDERS TO
YOU IN A FEW MONTHS. DON'T WORRY, YOU'RE NOT BEING THREATENED. NO FILES
WILL BE DESTROYED, AND THE PROGRAM WILL NOT SUDDENLY "DIE". MANAGEX WILL
ALWAYS WORK FOR YOU, EVEN IF YOU DON'T PAY FOR IT.
-- ManageX III and IV
Integra also offers ManageX III, ManageX IV, and TickleX. ManageX III
is similar to ManageX I, except that it includes such features as additional
billing formats and a bookkeeping module. It also provides more on-line help
and the ability to track the work of up to fifteen employees, each with up to
six hourly billing rates.
Its bookkeeping module is quite unlike anything offered by other vendors.
While some other time and billing programs provide you with an "interface" to
an external general ledger, ManageX III completely INTEGRATES the general
ledger into the time and billing program. Few, if any, other programs offer
this thorough a solution to your timekeeping/bookkeeping/billing needs. Mana-
geX III is an ideal choice for maintaining trust, retainer, checking, savings,
and all other types of accounts.
ManageX III also allows you to select each case's billing format from
among several pre-programmed choices (and variations on those choices), while
ManageX I is limited to the variations of a single format.
These features and others make ManageX III the most value-packed program
you're likely to find at anywhere near its $125 price. A full description of
the program, as well as of ManageX IV ($200), is provided to registered users.
-- TickleX
TickleX ($40) is a tickler/calendar program that will keep track of your
appointments and deadlines, print your itinerary at the beginning of each day
day, keep a "to-do" list, and chart the projected course of each matter you
handle. You're not likely to find a more powerful scheduler at any price.
-- Support and Guarantee
Telephone support is provided in pre-purchased blocks costing $30 each.
Each block entitles you to half-an-hour of on-line help for a ninety day per-
iod. If you think there's any likelihood that you will need assistance, you
are encouraged to purchase it at the time you register.
Users covered by a support plan may reach Integra at 404-973-3586 on most
weekdays from 7:30AM - 1:30PM Eastern Time. Please have your registration
(serial) number at hand when you call.
ManageX III and IV are provided with a MONEY-BACK GUARANTEE, provided
that you pre-purchase half-an-hour of phone support (discussed above) when you
place your order. If, within thirty days, you decide for any reason that you
don't want to keep ManageX III or IV, you may return your disks for a full
refund of what you paid for BOTH the program AND the phone support.
---------------
- Any offer contained in any of the this disk's files is subject to change or
withdrawal without notice.
Directory of PC-SIG Library Disk #0888
Volume in drive A has no label
Directory of A:\
INSTALL BAT 3072 7-01-86 12:40p
README DOC 5077 7-01-86 4:47p
MANAGEX DOC 43264 7-01-86 10:37a
MANAGEX COM 64359 7-01-86 10:16p
MANAGEX 000 189568 7-01-86 10:16p
MX BAT 522 7-01-86 10:14p
EDIT COM 40672 7-01-86 9:57a
M-LBAREA DAT 747 7-01-86 6:23p
M-LBCODE DAT 2767 7-01-86 10:16p
M-LBFRMT DAT 2585 7-01-86 11:11a
M-BLOPEN LTR 128 7-01-86 5:55p
M-BLOWED LTR 256 7-01-86 5:56p
M-RETADD LTR 384 7-01-86 6:01p
REGISTER FRM 2432 9-09-87 3:11p
14 file(s) 355833 bytes
0 bytes free