TPS Version 1.8.19 Supplemental Instructions Inquiry Button added to Payment screen.  In the lower left corner of the Payment screen we have added an Inquiry button that will launch the Client Inquiry from the Payment screen so you can look up invoices or past payments. Tools; Email Invoice Batch.  We have added a feature that will allow you to email invoices (as Word Document attachments) to your clients.  This utility will work Only if you turn on the connection with TPS & Outlook.  Once the link with outlook is turned on, this utility will use whatever email address you have stored in the client’s properties and attach the invoice word document to the email.  Because of the restrictions Outlook puts on other programs accessing it – our utility will put the emails in your Draft folder in Outlook.  From there you may Select All and Send your emails.  TPS cannot automatically send each email because Outlook would require an authorization for each Invoice TPS would want to send.  By putting them all in Drafts we avoid multiple requests for authorization to access Outlook. Step 1 – Invoice as you normally would via Quick Bill, Detail Bill or Progress Bill. Step 2 – Go to Tools and click Turn On Outlook Connection – this will turn on your link between TPS and Outlook.  When you are done with the emailing you may turn Off the link to Outlook. Step 3 – Normally you might go to Tools; Invoice Batch to Print off all your bills.  Now you can save paper and stamps by emailing your invoices by going to Tools; Email Invoice Batch.  You can make all the same selections as you did in Invoice Batch: select a date range of invoices, or a specific partner’s invoices for a given date range, etc.  Click the Generate button and you will see all the invoices that conform to your selections.   Step 4 – In the bottom drop down box you may select what you want to do with the invoices in your list: Create if it does not exist:  a Word document will be created and saved in your Invoice directory on your server for any Invoice that says No in the Exist column. Create if it does not exist and print new: a Word document will be created and saved in your Invoice directory on your server for any Invoice that says No in the Exist column and just those will be sent to your Draft folder as emails.  Any invoice that says Yes in the Exist column will be skipped over. Create if it does not exist and print all: a Word document will be created and saved in your Invoice directory on your server for any Invoice that says No in the Exist column and ALL invoices (whether they say Yes or No in the Exist column will be sent as emails to your Draft folder. Create in any case:  Yes or No a new Invoice document will be created in your Invoice Directory on your server.  Any existing invoice document will be overwritten with this new copy. Create in any case and send: Yes or No a new Invoice document will be created in your Invoice Directory on your server.  Any existing invoice document will be overwritten with this new copy. All invoices in your list will be sent to your Draft folder as emails. Send if it exists:  If an invoice says Yes in the Exist column, it will be sent to your Draft folder as an email.  Any invoice that says No in the Exist column will be skipped over. Tools; Mass Mailing - Letters.  This utility allows you to generate a mass mailing via MS Word from within TPS using your own custom letter templates.  You will have to have your Template already created beforehand. To create a custom letter template, you will first need to find our list of variables document “Client Variables.dot” which is stored in your Template directory.  This document gives you all the ‘variables’ or codes that will merge data in from TPS ‘s database to your letter. In MS Word, create your standard letter with all your preferred wording and use our variables to bring in the client name and address info required.  When you save the document make sure you save it as a .dot  file (document Template), and for easy look up, you should probably save it in your TPS\Template folder on your server. Now in Tools; Mass Mailing – Letters, you may select the clients you want to generate letters for by using the filter fields (select by Category, Category and Year End, by Partner, etc).  Select the custom template you want to use for the mass mailing. Click Generate and the list of all your selected clients will appear.  The Exist column is telling you whether a letter document for this client was already created for this date.  When you create your word documents, they will be saved in a folder in your Invoice directory and the folder’s name will be the date you generated the letters.  This way you may go back and open previous letters that you sent.  Or if you prefer, you can delete that entire batch of letters by deleting the entire folder for that date – saving space on your server.   In the drop down box, you have the same choices as in Invoice Batch – to create if it does not exist, print new, print all, create in any case. Additional variables –Invoice Templates and Statement Batch Additional Invoice Variables: @%CashReceived%@ - brings in total of all cash transactions from beginning of current period to current date. @%CashReceivedPRD%@ - brings in all cash transactions from within Current Period only @%Adjustments%@ - brings in all adjustment transactions from beginning of current period to current date. @%AdjustmentsPRD%@ - brings in all adjustment transactions from within current period only. @%FCPRD%@ - brings in finance charge transaction from within current period only. NOTE: If you want your invoices to show the current month’s finance charges then you MUST do your month end billing first (quick bill, detail bill, progress bill), then generate you monthly finance charges, and then use Invoice Batch to print off your invoices.  The finance charge variable will not work well for those who are billing throughout the month.  And the finance charge variable will not work properly if you do not generate your invoices in the sequence listed above. AR Statement Variables for Tools; Statement Batch: Prior to this release we only provided variables to create a Detail AR Statement in Word: The AR Statement itemizes each outstanding AR Transaction.   These new variables give you the ability to create a Word document version of our AR Statement Summary (Balance Forward Statement)   @%PriorBalancePRD%@ - brings in AR Balance as of the close of prior period   The following would only bring in AR transactions from within the Current Period @%TransactionPRDStart%@ @%TransactionDate%@ @%Type%@ @%InvoiceCode%@ @%InvoiceNumber%@ @%TotalPRDAmount%@  (amount with dollar sign) @%N$TotalPRDAmount%@  (amount without dollar sign) @%Description%@ @%TransactionPRDEnd%@   Transfer of WIP from Client Inquiry Screen.  The Client Inquiry Screen always allowed you to transfer WIP – however only one line at a time.  Now you may use your control button to select multiple lines of WIP, then right click and choose Transfer. Tools; Invoice Batch. The new filter added to select a range of client ID’s, a range of client names, or a category of clients. Time Client Select Preference. When selecting a client in the Time Entry screen, you will be able to see the full name of ‘personal’ clients (e.g. John Smith, rather than Smith)                                                                     Due Dates Tab in Client Properties. You will be able to create a new custom due date directly from the Due Date Tab within the client properties. The ability to add a due date to the Calendar from within the Client Properties has also been added (as long as that due date is within the current month). To create a custom due date from scratch from within the client properties:  In the Due Date tab, click in an empty line and select your workcode, select frequency of Custom, then in the Due Date field click on the open book icon.  You may now enter the name for this new Due Date. Click OK and you may then pick the date for this due date.  Note – you are only allowed to setup due dates that fall within the current period.  For all other custom due dates with Future due dates – you must use Tools; Due Date Utility. To add Any due date that is entered in the Due Date Tab of the Client Properties to the Due Date Calendar, you may click on the Create Dates button.  Again, please note, only due dates within the current period will get added.  All other due dates for future periods will have to be added to the calendar thru the Tools; Due Date Utility; Create Dates for Calendar.     Reports; Activity; Monthly Billing - 3 Year Compare.  This report allows you to see the monthly billing for each client and compare for 3 years. Reports; A/R Summary Aging (date based) / 90 Days – Detailed – shows the detail of each aged balance for your clients.