We Deliver Event Notification & Report Scheduler Presented By: Brenda Spanier Introductions Project Manager, New Installations 3-1/2 years at Omega 25+ years of Accounting experience in various industries including 3 years at a Law Firm that uses Omega 1
Have you ever wished you had an assistant that monitored every client, case and financial transaction for you? Event Notification and Report Scheduler is the answer for you! 2
Agenda Event Notification Report Scheduler Behind the Scenes Questions & Answers What is Event Notification and Report Scheduler? Add-on Modules Separate Executables Information delivered automatically via e-mail WE DELIVER! 3
Event Notification - Benefits Real time notification of critical business and financial events Reduces administrative time Improves productivity no longer have to track down information NO MORE POST-IT NOTES Event Notification - Setup 5 EASY STEPS 1. Select the Event Category 2. Define the Event Description 3. Identify the Recipients 4. Set the Recurrence 5. Define the Notification Content 4
Event Categories Client or Matter Related* General Ledger Time Sheets* File Management Accounts Payable* Cash Disbursements Docket Cash Receipts* User Defined - All Omega Tables *Denotes categories with multiple views See Handout for more information, pgs 1-2 Types of Events Events that only occur once e.g., a trust check for a matter has been deposited; a new matter has been opened Events that occur at specified intervals e.g., checking every Monday for missing timesheets; checking the third week of the month for outstanding drafts. Events that can occur at unknown intervals e.g., balance in GL account falls below a specified amount; the Advance Deposit or Trust account balance for a matter is negative 5
Event Notification Screen Define Event Set Recurrence Pattern Set Recurrence Range Define Event Criteria and Format Email Message Event Notification Examples 6
Post-It #1 Tell Bob when Johnson Construction Company 1525-98 WIP Fees goes over $6,000 WIP for a Matter Reaches a Predetermined Amount 1. Select Event Category 7
WIP Reaches a Predetermined Amount 2. Define the Event and 3. Identify the Recipients WIP Reaches a Predetermined Amount 4. Set the Recurrence 8
WIP Reaches a Predetermined Amount 5. Define the Criteria and Message WIP Reaches a Predetermined Amount Message will look like the following: 9
Post-It #2 Tell John when Johnson Construction Company makes a payment Payment Received from Client 1. Select Event Category 10
Payment Received from Client 2. Define the Event and 3. Identify the Recipients Payment Received from Client 4. Set the Recurrence 11
Payment Received from Client 5. Define the Criteria and Message Payment Received from Client Message will look like the following: 12
Post-It #3 Every Monday -- Closed matters with Trust Balance Trust on Closed Matters 1. Select Event Category 13
Trust on Closed Matters 2. Define the Event and 3. Identify the Recipients Trust on Closed Matters 4. Set the Recurrence 14
Trust on Closed Matters 5. Define the Criteria and Message Trust on Closed Matters Message will look like the following: 15
Advanced Features Attorney Fieldname E-mail to all Billing Attorneys, Working Attorneys, etc., just their information In the distribution field enter the attorney fieldname (Billing_Attorney, Attorney_ID) See Handout for more information pgs 3-4 Advanced Features Working Days Category Function LATEDAYS How Many Late # of working days to check Grace Period # of days before considered late Working Hours Less Than # of hours required Include Unapplied Time (Y/N) See Handout for more information pg 5-8 16
Post-It #4 Remind everyone to get their time in Missing or Late Timesheet Select Working Days Category Set Description & Define Distribution *MMS and somebodyelse@someotherplace.com gets ALL (Click Criteria to see the syntax for the attorney field) 17
Missing or Late Timesheet Set Recurrence Missing or Late Timesheet Add Function 18
Missing or Late Timesheet Set Attorney ID Criteria Criteria tab under Notification Content will look similar to this example Missing or Late Timesheet Create Message A. Select Columns 19
Missing or Late Timesheet B. Format Message Multiple Values Missing or Late Timesheet Message will look like the following: AWL: Your timesheet for 02-03-11 contains 0 hours and is 4 days late. Your timesheet for 02-04-11 contains 0 hours and is 3 days late. Your timesheet for 02-06-11 contains.4 hours and is 1 days late. 20
Review Screen See Events Copy an Event Delete an Event View Events History Event Notification Ideas Get a button! See Handout for more examples pgs 9-19 21
Report Scheduler - Benefits Generates and delivers reports automatically to your e-mail Maintains data privacy Improves productivity Saves Paper Report Scheduler- Setup 5 EASY STEPS 1. Define the Report Group 2. Identify the Recipients 3. Set the Recurrence 4. Add Reports to Group 5. Set Date Type for Reports 22
Report Scheduler Screen Define Group Set Recurrence Pattern Set Recurrence Range Add Reports and Define Date Type Type of Reports Any Standard Hardwired Report Table Reports General Report Writer Reports Statistic Report Writer Reports Financial Report Writer Reports Ad Hoc Reports Custom Reports See handout for examples pgs 20-22 23
Set Criteria Example: will change depending on report Set Report Options Report Description Exported File Type (pdf, rtf, txt, htm, csv or xls) Date Fields (if the report is an As of report, only one date field will appear) 24
Date Fields Many choices of date types Examples are: Beginning of the calendar year, fiscal year, current month, current week (Monday), End of prior month, prior week (Friday), etc. Date types depend on the report (From Date, Through Date, As Of) See handout pg 23 Month-end Balancing Reports Trial Balance (menu ID #713) WIP & AR Balances by Client/Matter (menu ID #339) Advanced Deposit & Trust Balances by Client/Matter (menu ID #331) Open A/P as of an Accounting Date (menu ID #416) 25
Month-end Balancing Reports Month-end Balancing Reports Message will look like the following: 26
Month-end Financials Reports Trial Balance (menu ID #713) Balance Sheet (financial report writer) Income Statement (financial report writer) Aged Accounts Receivable Report (menu ID #332) These can be run as needed instead of scheduled to run. Set status as Inactive. Run Reports As Needed Select Report Group Click Execute Now 27
Report Scheduler Ideas Get a button! Behind the Scenes REManager Processes the event s & reports Can be set-up to run multiple events & reports concurrently Schedule frequency to check for events View Log Schedule log to be e-mailed Set-up e-mail addresses for users 28
Questions and Answers Evaluations & Documentation Please make sure that you turn in your evaluation as you exit the room. Session materials will be available on the Omega website at: www.omegalegal.com 29