It's About Time

Timeslips Reports: Get Specific

Most Timeslips reports are fairly easy to navigate in a general sense.  What do you do when you need a pretty specific report that contains Timeslips data that displays some subtotals?

One of the most frequently overlooked Timeslips reporting feature is the Sort and Subtotal tab on reports.  Just clicking on this tab and making a few key selections can make all the difference in the world.  

Notice that you have Timeslips Sort Groups that are similar to the Timeslips Filter Groups that you see on the Selection filter screen.  By selecting the specific criteria for your report, you will now be able to sort and subtotal instead of just printing a generalized Timeslips report.

For Example:

If you set the Timeslips Sort and Subtotal selection to Timekeeper Nickname 1, whatever you chose on the Timeslips Selection Filters will now be sorted and subtotaled by Timekeeper.  If you add Client to the Sort and Subtotal, you will now have a Timeslips report that shows your Selection Filters sorted and subtotaled first by Timekeeper.  Below each Timekeeper, will be a report on each client associated with that Timekeeper.  

Another way to obtain the Timeslips detailed report that you want is by using the option to Print to Excel.  Once your Timeslips report is generated as an Excel spreadsheet, you have all the sort, selection and calculation options that are available as part of Excel. 

Happy Reporting!

 

So, You've Backed up your Timeslips Data. What else do you need to do?

Backing up your Timeslips data is not only laudable, it's absolutely necessary.  As you all know, backing up your Timeslips data files is something that you need to do every single day (or as often as your firm uses Timeslips).  

Your Timeslips data backups serve as an insurance policy against disaster.  If your server or hard drive crashes, you want to be able to quickly and easily restore your Timeslips data and get back in business as soon as possible.  With that in mind here are some other points that you need to consider:

1. Where are you saving your Timeslips backup file?  If it's on the same server or drive as your Timeslips installation, it might be useless if there is a server or hard drive crash.  Having a server backup is also essential, so it might be possible to retrieve your data from the server backup, but so often those server backups are non-existent or do not function when needed.  Your best assurance is to keep your Timeslips backup on a different PC or Server than the one with the main Timeslips installation.  
2. What other Timeslips files need to be copied? There are some files that are not part of the Timeslips database, but files that you will need in the case of reinstallation:
   1. Timeslip.cfg  This is your Timeslips configuration file.  It contains all your licensing information and is found in your Timeslips Program folder.  If your server or hard drive crashes and you need to install your Timeslips on a brand new computer/server, you may need to have a copy of this file in the folder where you will be reinstalling your Timeslips.  This is only important if you purchased an upgrade copy of Timeslips.  The Timeslips installation program looks for the Timeslip.cfg file to verify that you owned a previous version of Timeslips and are therefore entitled to an upgrade.  Without that file, you will not be able to reinstall your Timeslips software.  This file is unique to your Timeslips installation, so you are the only one with a copy.  You only need to copy this one time.  It is recommended that this file be saved on a removable drive that can be accessed easily.  This file never changes after the initial installation, so you only need to copy it one time.
   2. Timeslips Download.  When you initial receive the email with your upgrade Activation Codes and Serial numbers, you receive a link to download the Timeslips software.  This link will work for approximately 3 years (or as long as Sage decides to make it available).  If you should need to reinstall your Timeslips at a later date, you will need to run this download installation file.  In addition, you will need to reinstall any Timeslips Service Releases for your version.  This may be available on the Sage download site, until Sage decides to remove it.  You should keep copies of the Timeslips Download and Timeslips Service Releases on the same removable hard drive as where you saved the Timeslip.cfg file.

In conclusion, here is a list of what you will need to reinstall your Timeslips software:

• Timeslips backup file (.bku or .tbu)
• Timeslip.cfg file
• Timeslips installation download file
• Timeslips Service Releases
• Timeslips Activation Code, Serial Number, Registration Code

 

Timeslips End-of-Year Reporting

It's that time of year again when so many of you want to run Timeslips reports to show:

• How many hours did each timekeeper record in Timeslips this year
• How much did each timekeeper bill in Timeslips this year
• How much was actually collected for each Timekeeper

One of the most common issues I see when people are running Timeslips reports is selecting the right criteria for the report.  One of the primary issues is the difference between the time that timekeepers have entered in Timeslips and the time that timekeepers have billed Timeslips.  

For example,

• If you select Slip Transaction Date as part of  your Timeslips selection criteria, it will report on the amount of time/slip value that the timekeeper entered in Timeslips for the selected period.  This does note mean that the time was billed during this period; only recorded.
• If you select Slip Billed on Invoice Date as part of your Timeslips selection criteria, you will get a report on the amount of time/slip value that was actually billed during the date range you selected, regardless of when the slip was actually entered in Timeslips.

Each of these are very different reports.  The common mistake I see most frequently is that people use the Slip Transaction Date instead of the Slip Billed on Invoice Date in the Timeslips report criteria selection when they want to find out how much was actually billed during a specific time period.  

If you learn the distinction between these two Timeslips criteria options, you will find it much easier to produce accurate information from your Timeslips reports.

Happy New Year!

Timeslips 2017: Conversion Tips

If you have upgraded to Timeslips 2017 or Timeslips Premium, you may have already read my Timelips 2017 "Installation Tips."  As more and more of my clients install Timeslips upgrades, I have been able to come up with a few tips that may help you with your Timeslips data conversion.  

Timeslips data from previous versions will convert, however, depending on your earlier Timeslips version number, and server environment, additional steps may be required to convert your existing Timeslips data files to Timeslips 2017 or Timeslips Premium.  Here are a few issues that you may encounter in your own Timeslips upgrade conversion:

Install Timeslips 2017 or Premium on a New Server:

• If you are installing your Timeslips upgrade on a new server, it probably does not have your previous Timeslips installation.  You will not need the previous version to do the Timeslips installation, however, you will need it for the Timeslips data conversion.  If your server crashed and you now need to install Timeslips on your new server, there is no previous install of Timeslips to be found.  What do you do:  try to install the previous version on the new server?  Fortunately, that won't be necessary.  There's actually a very simple solution:  
  • Once Timeslips is installed and before you start converting data:
    • Go to the Timeslips installation folder on the server
    • Locate the LOCLINST folder.
      • Inside the LOCLINST folder, your will find the BDE32 folder
        • Run the SETUP.EXE from the BDE32 folder

The program will give you some sort of cryptic error message about not finding the BDE files if you try to convert without running the BDE32 Setup.exe.  You will only get this message if you are installing a Timeslips upgrade on a machine that has no previous version of Timeslips installed.

Converting Data from Older Versions of Timeslips:

Theoretically you should be able to convert your data from any prior versions with some caveats:

• If there is any data corruption, it must be repaired in the old version of Timeslips before you attempt a data conversion in the new Timeslips version.  It's always important to keep in mind that upgrading your Timeslips software will not fix data corruption issues.
• We have found that some older versions of Timeslips do not convert directly to the current version of Timeslips.  So far it appears that versions 2014 and newer are not having any issues directly converting.  Regardless of your current version, you should follow these steps:
  • Always run Data Verification before attempting to convert and fix any data errors
  • Check to make sure you have the BDE Administrator installed on the server where you will be installing Timeslips 2017 and converting data;
    • Open the Control Panel; locate BDE Administrator; click on CONFIG; click on System; select INIT.  Make sure Local Share is set to TRUE.  
• We suggest you do a trial conversion before going live with the new software.  This will give you a chance to determine if there are any conversion issues.  If you cannot convert your data, it can be submitted to Sage Timeslips or you can send your data to me for conversion over a weekend.  

So far, I can't pinpoint what causes some people to have data conversion issues with old Timeslips versions and not others.  It's something you won't know about until you try it.  It's best to plan your conversion after you have completed all your billing for the current billing cycle and also plan on doing a test conversion before running a final conversion.  

Please contact me with your questions and concerns:  joan@radiantsoftware.net

 

 

How Many Slips are Too Many for Timeslips to Handle?

If you are using the new Timeslip Premium 2016, there is no limit on the number of slips, however, if you are using the standard Timeslips 2016 or any of the previous Timeslips versions, there are limits on the number of slips that Timeslips can hold.  

This is particularly important if you are upgrading Timeslips  and converting data from a previous version of Timeslips.  Timeslips will not allow you to convert more than 300,000 slips.  Also, you will notice a great deal more slowness and instability as your Timeslips database grows larger than 300,000 slips.    In the past, I have written several articles that relate to purging and cleaning up your data.  

As part of a "best practices" Timeslips year-end routine, I recommend that you review your database and do some general housekeeping in preparation for the new year.   Following are a few articles that were written in the past, however, they are still applicable today.  The newer Timeslips software has improved on some of the functions, however the basics are the same.  

Just as an aside, remember that if you are planning to upgrade or purchase new Windows workstations, only Timeslips 2016 is certified by Sage as compatible with Windows 10.

"Should you Make Timeslips Inactive or Closed?"

"Purging Timeslips Client Records"

"Closing Slips"

7/26/16:  Revision:  Get Timeslips 2017 with Firebird SQL and forget worrying about how many slips you have.  The new SQL version has "unlimited capacity"

Timeslips 2017 Installation Tips

If you are upgrading from a previous Timeslips  version to Timeslips 2017,  here are some thing to keep in mind:

• Don't leave things "half done".  Do these things BEFORE you convert:
  • Generate and approve all your bills and statements 
  • Exchange slips from remotes 
  • Exchange with any 3rd Party Applications (TimeMatters, Amicus, etc.)
    • Make sure your 3rd Party Applications are COMPATIBLE with Timeslips 2017
  • Finalize or clear bills from Proof or Revision
  • Run "Data Verification"  Look for errors.  If errors are reported, STOP.  Get the errors corrected before you convert.  You will not have a good conversion if there are errors in your data before you start the process.
    
  • Finalize your GL Transfer Register if you are using TAL or TALPro.  
• Read the "Installation Chapter in the "User Guide" before you begin.  This should be part of your Timeslips software download.
• Don't assume anything.  Make a backup of both your Timeslips Program folder as well as the Timeslips data folder.  This will give you a "worst case scenario" fall back position.  
• Make sure you check the Timeslips System Requirements Download Sage Timeslips Premium and 2017 System Requirements Revised (061516)

 

• INSTALL TIMESLIPS 2017 DIRECTLY ON THE SERVER.  Do not install from a workstation to the server.  
  • If your previous version of Timeslips was installed from a workstation to the server, you may need to reinstall the previous version to server before installing the Timeslips 2017 upgrade.

• CLOSE Timeslips and any Linked applications.  This includes Outlook as well as other 3rd Party applications like QuickBooks, TimeMatters, Amicus, etc.
• Exit TSTimer.  Convert any running timers to slips
• Make sure you select COMPLETE INSTALL

 

DATA CONVERSION:  The data conversion can take longer than normal with this upgrade.  Be patient or send us your data for conversion over the weekend.  We'll send it back to you in time to install on Monday morning (if there are no data repair issues).

NOTE:  Some older versions may require a double conversion:  1st conversion to 2016 and the second conversion to 2017.  In that case, you can send your data to Sage for conversion.  There is a charge and it takes 2 to 5 days to get it back.  Radiant Software Solutions will also do your conversion for a flat rate of $150 (if there are no data errors that require repair).  Call or email me if you need more help with this.  joan@radiantsoftware.net or 561-289-4302 (direct) or 888-628-5343 (toll free).

 

Timeslips 2017

Yes.  That's right:  Timeslips 2017 Perpetual License version will soon be released.  We're expecting to see Timeslips 2017 in June or July.  This release of Timeslips marks a pivotal change:  The old BDE (Paradox) database engine is being retired.  Timeslips 2017 and future releases will be based on the Firebird SQL database engine.  If you have subscribed to the Timeslips 2016 Premium version, you are already taking advantage of the Firebird SQL.  Starting with the 2017 version all Timeslips users will be able to experience the increased capacity and improved performance in a network environment.  

If you were reluctant to change to Timeslips Premium 2016 because it was a subscription service, you can now have similar benefits with a Perpetual License in Timeslips 2017.  Many of us "crystal ball" gazers were predicting an "all subscription" Timeslips for the future.  That didn't happen.  Sage will continue to offer Timeslips with a Perpetual License.  

So what's the difference between Timeslips Premium and Timeslips Perpetual License?

• Timeslips 2017 has a Perpetual License.  Timeslips Premium requires a subscription
• Timeslips 2017 does not include any support with the purchase unless you purchase the Business Care.  Timelips Premium includes support.
• Timeslips 2017 has a limited feature set compared to Timeslips Premium.
• Timeslips 2017 will have annual releases.  Timeslips Premium has multiple updates and service releases throughout the year

What are the differences in features?

Timeslips Premium	Timeslips Perpetual
Quick Bill     Budget Redesign Accounts Receivable Redesign Calculated Fields on Invoices Client Address Ghost Labels Redesigned Billing Assistant	Quick Bill Not available Budget Redesign Accounts Receivable Redesign Calculated Fields on Invoices not available until the 2018 release Client Address Ghost Labels Redesigned Billing Assistant

As always we will keep you posted as more information becomes available.  In the meantime, if you have any questions, please don't hesitate to contact me:  joan@radiantsoftware.net or (561) 289-4302 (direct line).

What can you do with Timeslips Abbreviations?

Most of you know how to create simple Timeslips "shorthand" abbreviations that can be used in your Timeslips Slip Entry Description fields.  This is a real timesaver for everyone, but especially for those that are "hunt and peck" typists.  The typical Timeslip Abbreviation consists of a three character code like "tcw" which expands to "telephone call with".  

I find that most firms repeatedly use the same Descriptive information in the Timeslips Slip Entry Description fields.  Frequently, there is a rather lengthy description that you will see over and over again on invoices.  The only thing that changes might be a name or a date.  Did you know that you can make your Timeslips Abbreviations even more useful by inserting "prompts" to create lengthy Timeslips Abbreviations that can eliminate even more typing?  

For example:  Let's take that simple Timeslips Abbreviation "tcw".  When I type "tcw", all I get is "telephone call with" then I have to go on and type the rest:  name of person contacted, date, purpose of call, time of next meeting, etc.  You can expand your "tcw" abbreviation by inserting "prompts"  so that when you type "tcw" in the Description field, a "prompt" will pop up asking you to enter the name of the person called, date of call, etc.  Obviously, this is a very simple example and probably doesn't take a good typist very long to type out the "old fashioned" way, however, even in it's simple form, it is very useful to the non-typist.  The real power occurs when you analyze the longer Timeslips descriptions you frequently use and turn them into Timeslips Abbreviations with Prompts.  

Here's how:

Go to Setup; Select "Abbreviations".  Click on "New" 

• 

 

 

 

 

 

 

 

 

Type your "token" (abbreviation).  In "Expands To" field, type:  Telephone call with and then click on the "Insert Prompt"

 

 

 

 

 

 

 

 

 

When you press the "Insert Prompt", you will then be presented with a field where you enter the description of the type of information to be included with the abbreviation:

 

 

 

 

You can then continue on typing more in the abbreviation and adding more "Prompts" until you have completed the entire statement which can conceivably be many paragraphs long.

The simple Timeslips Abbreviation, tcw, now looks like this in the set up:

 

 

 

 

 

 

 

 

 

Now when you type tcw in the Timeslips Description field, you will immediately be prompted to for the Name, date and purpose of call.

Hope you find this to be a very useful tool.  Please contact me if you have additional questions:  joan@radiantsoftware.net.

Email Timeslips Invoices

Even though Timeslips has had the "email" invoice feature for several years, I still come across clients that:

• Print hard copies of Timeslips bills
• Scan each of the Timeslips invoices 
• Create individual emails and attach the scanned PDF Timeslips invoice.  

There's a better way.  

At a minimum, print your Timeslips invoices to "PDF" by selecting that option on the Timeslips "Print to" option list.

This will at least eliminate the need to print and scan your invoices just to create a Timeslips invoice PDF file.  Printing Timeslips invoices to PDF is part of my Timeslips "best practices" recommendation anyway.  Even if you still print a hard copy of your Timeslips invoices and file them in a traditional filing cabinet, you should still always print a PDF copy of all your Timeslips invoices.  

If you are already following the "best practices" Timeslips invoice procedure to print invoices to PDF, then you are just a very short step away from completely automating that process.  The next step is to take a look at your Client Information.  Open a Timeslips Client Information file for a client that you want to email invoices.

Notice the "Email Addresses" section at the bottom of the first screen.  Just add the primary email address of the person that is going to be receiving the emailed Timeslips invoices.  You can add "CC's" for additional recipients.  You may even want to email copies to yourself and/or to the attorney that is responsible for the case.  

 Once the email address is entered you are almost finished.  The next step is to  click on the "Invoices" tab in Timeslips Client Information.  You will notice the "Email Options" section.  Simply place a check mark in the "Send bills via email"; save the client and you are all set for the next time you generate a Timeslips invoice for this client.  After you have selected to Approve your invoices, a screen will pop up showing you which clients have been designated to receive email invoices.  At this point you have the option to uncheck any name that you do not want to send an email invoice.  When you click OK, all the clients invoices are generated with the PDF email attachment.  It will also include any "Attachments" that you included with your slips.

Use a Spreadsheet to create Time entries for Timeslips

Timeslips and Spreadsheets:

Why would you want to use a spreadsheet for making time entries for Timeslips?  Some clients have found the spreadsheet time-entry method a good alternative to purchasing additional Timeslips licenses or eCenter licenses.  It may not be appropriate in all cases, but it's fairly easy to set up spreadsheet templates and then import them into Timeslips.  

The initial Timeslips set up could take a little time at the start up.  However, once you have established all the parameters in both Timeslips and the spreadsheet, importing the spreadsheet slips to Timeslips is quite simple.  

Is This a Good Option for You?

Would this work for you?  Here are some questions to answer:

• Are your Timeslips timekeepers only entering time and expenses?  
  • If the answer is "Yes", then this is a good option for you.  
• Do your Timeslips timekeepers need access to any or all of the following:
  • Reports
  • Client Information
  • Accounts Receivable
  • Set up new Clients/Matters
  • Billing
    • If the answer to any of these is "Yes", then the spreadsheet Timekeeper time entry would not be a good option

How to Make it Work:

Some things to keep in mind if you are considering using spreadsheets for Timeslips timekeeper entry:

• The spreadsheet format must be consistent
• There are required fields in Timeslips* and these must be included in your spreadsheet template
  • Date
  • Timekeeper
  • Client/Matter
  • Task
  • Duration
• The "ID" fields used in the spreadsheet must match the Timeslips ID fields, such as:
  
  • Timekeeper ID
  • Client/Matter ID
  • Task

* Some of the Timeslips "required fields" can be set up as a "default" on the Timeslips import template.  This is something that can be determined on a case-by-case basis.  

As the price of Timeslips (as well as other Time and Billing software options) is becoming increasingly expensive, we find many of the smaller firms, in particular, looking for alternatives.  If the spreadsheet option will work for it, it would allow you to purchase just a single-user Timeslips upgrade instead of multiple users.  The spreadsheet time entry can be a nice cost-effective solution.

Feel free to give me a call if you would like to discuss further (561) 289-4302 or toll-free (888) 628-5343 x103