Shareware Grab Bag/Shareware Grab Bag.iso/005/mngx22a.arc/MANAGEX.DOC

Text File | 1986-05-15 | 190KB | 3,722 lines

                            MANAGEX, series III


     ManageX III is designed specifically for small service-oriented firms.
It will track time worked on professional matters and calculate the amount
owed by each client.  It will also keep up with receipts and disbursements,
maintain your bank accounts, and prepare bills to your clients.

      Though ManageX III is already a very robust program, Integra plans to
offer registered users such enhancements as:  research support, additional
reports (balance sheet, employee productivity, etc.), mail-merge, and more.

     Individual users are under no obligation to pay Integra Computing for
using ManageX III.  Nevertheless, please consider becoming a REGISTERED USER
by sending a contribution as a signal of your support for Integra's ongoing
efforts to enhance ManageX and to provide quality software to the public.
Thousands of man-hours have been spent developing ManageX III, resulting in a
product which is superior to similar software costing $1000 and more.  Con-
sidering what you'll save by using the program in the coming years, a contri-
bution amounting to a just a few hours of your professional time, say

                                 $100-$200,

would be most encouraging.  If you enclose at least $125 with your user regis-
tration, Integra will return your generosity by mailing you the MOST RECENT
version of ManageX III and information about the enhancements available.


DON'T KEEP A GOOD THING TO YOURSELF

-  Help your friends install ManageX III in their offices, and encourage them
to register.

-  Integra is constantly seeking to improve this product.  If you have sugges-
tions, don't hesitate to call 404-973-3586 nearly any weekday, 7:30AM - 1:30PM
Eastern Time.  Please have your registration number at hand when you call.

-  The offers contained herein, subject to withdrawal without notice, will be
honored only to users within the U.S.



REGISTRATION FORM


TO:  INTEGRA COMPUTING
     Box 72063
     Marietta, GA  30007-2063

Please register me as a ManageX user.

            Name __________________________________________________________
         Address __________________________________________________________
            City _________________  County ________  State ___  Zip _______
       Firm Name __________________________________________________________
 # Professionals _____  # Employees ____  Type of Practice ________________
   Computer Type __________________________________________________________
I first heard of ManageX from _____________________________________________

Enclosed is
    _________  contribution
  + _________  sales tax for my county, if I'm a Georgia resident
  = _________  TOTAL ENCLOSED

Please send me the most recent version of ManageX III.  Please also send
details on the options available to registered users.  I have read and agree
to the terms of the License, Disclaimer, and Agreement that are found at the
beginning of the ManageX documentation.


_______________________________________
SIGNATURE



COMMENTS:
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 III, provided that you do not do so in
   a business employing more than 15 people without the express written
   consent of R.A. Kelly, and provided that you first accept the terms of
   the following AGREEMENT.  You may distribute ManageX III, as long as this
   license and the following disclaimer, agreement and instructions accom-
   pany the program.  You may not distribute ManageX III if any of its
   accompanying files or this documentation has been altered.  No fee may
   be charged for ManageX III, nor may ManageX III 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.
2



        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 of one hundred dollars from that defendant,
   and 2) you will pay the defendants' 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



                              MANAGEX  III
                              INSTRUCTIONS


                            TABLE OF CONTENTS

Page  4     SECTION 0    INTRODUCTION
     14     SECTION 1    SETTING UP
     21     SECTION 2    MAIN MENU
     21     SECTION 3    EMPLOYEE MODULE
     23     SECTION 4    CASE MODULE
     35     SECTION 5    SERVICES/FEES MODULE
     41     SECTION 6    DISBURSEMENTS MODULE
     45     SECTION 7    ACCOUNTS MODULE
     49     SECTION 8    RECEIPTS MODULE
     50     SECTION 9    BILLS
     57     SECTION 10   ADJUSTMENTS
     58     SECTION 11   CODES, AREAS OF BUSINESS, NUMBERING SYSTEM
     61     SECTION 12   USING MANAGEX WITH OLD CASES AND ACCOUNTS
     62     SECTION 13   MESSAGES

4



     SECTION 0.    INTRODUCTION


     Sec.0.A  OVERVIEW

          ManageX is an office management tool designed specifically for
     small service-oriented firms.  It will track time worked on profes-
     sional matters and calculate the amount owed by each client.  It will
     also keep up with receipts and disbursements, and it will maintain
     such accounts as you wish, allowing you to carry out simple bookkeep-
     ing functions.  Perhaps most importantly, it will automatically com-
     pile service, disbursement, and receipt transactions for each client
     into monthly bills.

          ManageX represents an entirely new approach to various aspects
     of bookkeeping.  ManageX is far more flexible than other programs which
     lock you into an electronic version of ancient manual accounting
     procedures.  Prepare to meet a system that does not require monthly
     "postings" or year-end "close-outs" and that never destroys old data
     in the interest of consolidation.

          ManageX is designed as a unique "free entry" system.  You may,
     for instance, open accounts at will, any time you want.  If, several
     months after having established your chart of accounts, you discover
     that you need to add a new account, you may easily do so.  With Mana-
     geX, you may also correct nearly ANY entry made at ANY time in the
     past.  Assume, for instance, that you wish to modify the service
     description or charge appearing on a time slip that was entered three
     or four months ago.  While some other office management systems would
     require the awkward procedure of entering a corrective time slip to
     offset the faulty one, ManageX allows you to follow your natural
     inclination: simply calling the erroneous time slip to the screen and
     editing it.  That keeps your files uncluttered and your reports and
     bills neat.

          Also unique is ManageX's ability to re-prepare bills.  Other
     programs won't redo a client's bill after transactions for that client
     have been "posted" or "closed out", since these procedures often
     involve the subsequent destruction of those transactions' data.
     Posting and closing out are tedious bookkeeping procedures which are
     necessary with manual systems, and which have been emulated in many
     computer accounting programs.  ManageX, however, has been designed to
     capitalize upon the power of the computer.  It will automatically
     update all data as each transaction is entered into the computer.  No
     time-consuming posting or close-out procedures are required, and there
     is no data destruction; therefore, you may re-prepare bills that may
     be even several months old.  If a client asks you to correct and re-
     submit a bill, it's no problem with ManageX.

          ManageX's aged receivables are also more meaningful than other
     programs'.  Other programs might report aging periods of "0-30 days",
     "31-60 days", etc.  These periods are typically figured backward in
     time, beginning with the latest posting date.  If you haven't posted
     for some time, you will find yourself doing mental gymnastics to

5



     calculate how the aging periods relate to the CURRENT date (who real-
     ly cares about the last posting date?).  With ManageX, which does not
     require posting, the aging periods are reported as "OwedSince FEB",
     "OwedSince JAN", "OwedSince DEC", etc.  Hence, you know at a glance
     how much of the money CURRENTLY owed you has been owed since the end
     of each month shown in the receivables report.

     Sec.0.B  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 the him know that you're still thinking of him.  With
     this principle in mind, you may select a regular billing interval of
     1, 2, 3, 4, 5, or 6 months for each client, though, for simplicity's
     sake, you are urged to use the one-month interval for as many of your
     clients as you can.

          ManageX can handle any combination of the following:

           15 employees (partners and others);
         4000 clients;
         4000 accounts;
         4000 service/fee entries per month;
         4000 disbursements per month;
         4000 receipt/adjustment entries per month; and
         4000 account transactions per month.

          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

6



     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.0.C  HOW MANAGEX WORKS

     Sec.0.C.1  ManageX Program Files

          ManageX III consists of the following program files, all dated
     5-15-86:

            MX.BAT
            MANAGEX.COM
            MANAGEX1.CHN & MANAGEX1.000
            MANAGEX2.CHN & MANAGEX2.000
            EDIT.COM
            various supporting `.DAT', `.LTR' and `.HLP' files.

     ManageX also creates and maintains data files with `.LBF' and `.LBI'
     extensions.  The "MX.BAT", "MANAGEX___", and "EDIT.COM" files are the
     only ones actually needed to start using ManageX; the others are sup-
     porting files provided by Integra for on-screen help or for use as ex-
     amples of text files that you will want to create or modify, yourself.

     Sec.0.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 attorneys and doctors, 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,
     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

7



     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
     example of a "client" record follows:
8


         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 inter-
     val, responsible employee and a "case" name beginning with an aster-
     isk (any other information filled in will be disregarded by ManageX,
     since this is only a "client", not a real "case", record).

     Sec.0.C.3  Designating Employees

          When you first run the program, the first file you should set up
     is the employee file (you will be told how to do this in a while).
     ManageX needs to learn who all the owners and other employees are
     if it is to know the rates at which services are to be charged to
     clients.  Included in the information filled in for each employee is
     a "Program Employee Code #".  This is a unique number between 1 and
     15 assigned to each firm employee.  The program uses this number at
     various times to locate charge rates and employee initials.  Whenever
     a service, disbursement, or other record is entered into the data
     base, one of the items you will be asked is the employee code of the
     individual who performed the service, made the disbursement, etc.  In
     this way, each transaction in the data base will be traceable to a
     specific employee.


     Sec.0.D   A FEW DEFINITIONS AND INSTRUCTIONS

     Sec.0.D.1  Keyboard Entries

          Using ManageX requires you to make data entries at your compu-
     ter keyboard.  When you are asked to `enter' something, you should
     type in the response at the keyboard and then finish your entry by
     pressing RET (the return key).  `Enter', therefore, implies that you
     will complete your entry with a RET.  If you are asked merely to
     `press' a key, you should not press RET after you have pressed the
     appropriate key.  `Press' means that you need make only one key-
     stroke; 'enter' implies that more that one keystroke is permissible,
     since all entries must end with RET.

     Sec.0.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.
9



     Sec.0.D.3  The RET key

          RET (the return key) serves two functions in ManageX.  First, it
     is the key used to end all entries.  And second, if, in response to a
     screen prompt, you press it before you press any other keys, it acts
     to tell the program that you wish to ignore the prompt and retain the
     current response, if any.  If, for instance, ManageX asked you a
     name, you could just press RET, and the program would infer that you
     wished to ignore the question.  Depending upon the circumstances,
     ManageX would then move on to the next question in a series, or it
     would abort the procedure in which the question occurred.  ESC (the
     Escape key) will usually serve to tell ManageX not only to ignore a
     response, but also to abort the procedure entirely.

     Sec.0.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".  Numbers may usually be up to eight char-
     acters in length, including the decimal point's position, if there
     is one.  Entering something other than a number when only a number is
     called for will result in an entry different from what you intend.

     Sec.0.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.  Pressing
     the space bar will often take a few seconds to have an effect, so be
     patient.

     Sec.0.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.0.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.0.D.8  Message Line

          The last line on the display screen will nearly always have a
     message for you.  The message will often contain either instructions
     or an error message.  If you are ever unclear about what you are
     supposed to do next, look at the message line, which will be printed

10



     in reverse video.  If the intent of the message is not clear, you
     might find an explanation of it in the MESSAGES section of these
     instructions.

     Sec.0.D.9  Accounts

          Certain accounts are opened and maintained automatically by
     ManageX.  These are each case's balance due and aged receivable
     accounts.  In order to see one of these accounts' status, you
     need simply (E)dit/Examine the appropriate case's record, as
     explained in the CASE module section.

          Most accounts, however, will NOT be automatically opened by the
     program.  You will have open them, yourself, in the ACCOUNTS module.
     These discretionary accounts may include case retainer and trust
     accounts, as well as escrow, checking, and ANY other type of account
     you can think of.

          ManageX will track up to 4000 accounts, each of which will have
     two sub-accounts (called "acct A" and "acct B").  Each sub-account is
     really a full account, itself, which means that you have a total of
     8000 accounts at your disposal.

          The reason that each account has two sub-accounts is that many
     professionals like to track two different accounts under one account
     number.  For instance, you might wish to assign both a retainer and a
     general trust account to the case you are handling for Mr. Smith.
     You could establish an account whose "number" is "SMITJO1" (as with
     case numbers, account "numbers" may consist of either numbers or
     letters).  Under that account you could deposit money into "acct A"
     as the retainer and into "Acct B" as the trust.  Though ManageX would
     keep each body of money (acct A and acct B) separate, you would be
     able to access BOTH subaccounts by asking to manipulate the SMITJO1 ac-
     count.

          It is important to note that, although each account will have
     two subaccounts, you need not use them both.  Indeed, you might
     decide, for simplicity's sake, to use only acct A for ALL your ac-
     counts, except those for which you wish to follow both a retainer and
     a trust account for the same client (as in the example above).
     Hence, for most accounts, you might completely ignore the fact that
     acct B even exists, and deal strictly with acct A.

          Finally, it should be noted that one other account automatically
     maintained is a general receivables account.  This account is des-
     criptively named "Receivables" and has the account number, "RECEIV"
     (account numbers need not actually be strictly numbers).  Whenever
     bills are prepared, the balance maintained under subaccount A of
     RECEIV is updated (subaccount B is not used in the RECEIV account).
     Its balance is also adjusted whenever a write-off or adjustment is
     made for a client's bill or whenever you enter a client payment in
     the RECEIPTS module.  Note, however, that the RECEIV account is un-
     affected by service and disbursement entries until they are actually
     included in bills, because those transactions do not actually become

11



     "receivable" until bills are sent.

         NOTE:
               In all its automatic dealings with both the RECEIV
         account and each individual case's aged receivables, ManageX
         follows the theory that A SUM IS NOT RECEIVABLE FROM A PER-
         SON UNTIL THAT PERSON HAS ACTUALLY BEEN NOTIFIED OF HIS DEBT
         in the form of a bill.

          If you believe that receivables should be affected IMMEDIATELY
     whenever a service is performed (rather than only after the bill is
     sent), you may open a receivables account of your own, but it must
     not be given the number "RECEIV" (since the account automatically
     maintained by ManageX already has that account number).  Then, you'll
     have two receivables accounts: yours, and the one that ManageX auto-
     matically maintains (which you may choose to ignore).

     Sec.0.D.10  EDIT.COM

          There are a few files which will need to be created or modified
     by ManageX's text editor, EDIT.COM, before you can realize the
     full potential of the program.  For instance, you will certainly want
     to customize the "M-RETADD.LTR" file, so that your correct return
     address will be reflected on bills prepared by ManageX.  You will
     have to set up these files only once, unless you wish to subsequently
     modify them.

          You may access EDIT.COM from ManageX's MAIN MENU by pressing ^E
     (for "Edit").  You may also access it directly from the DOS prompt
     by entering "EDIT".  Hence,you don't even have to be in the ManageX
     program to use EDIT.COM.

     Sec.0.D.11  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, an ACCOUNTS 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, not to the
     BILLING module or CASES 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.

          It is important that you clearly distinguish among the concepts
     of a disbursement, a receipt, and a service/fee.  If you do not un-
     derstand the differences among them, you will make entries into the
     wrong modules.

          A service is an amount of WORK performed for a client.  A fee is
     an amount charged to the client for services performed.  Both ser-
     vices and fees are entered in ManageX's SERVICE/FEE module.

12




          A disbursement is an amount ADVANCED or PAID BY YOU for some-
     thing.  It must be entered in the DISBURSEMENTS module.  If, for
     instance, you have paid court costs of $55, this expenditure is a
     disbursement.  Do not enter it on a time slip in the SERVICE/FEE
     module.

          A receipt is a sum of money PAID TO YOU.  It is not a disburse-
     ment (which is a sum paid BY you).  ManageX considers receipts to be
     income, not expenses.  Do not enter into the RECEIPTS module any
     items purchased by you, since these purchases are properly entered
     into the DISBURSEMENTS 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 registered with Mana-
     geX in the ACCOUNTS module, where you can follow trusts, escrows,
     retainers, and other types of accounts.  That $100 is not meant to be
     a present payment to you for past or future services; rather, it is
     meant to be placed into trust for the client (in the ACCOUNTS mod-
     ule).  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.  Money taken out of a
     trust account is NOT a disbursement, as ManageX understands the term
     -- it is simply a withdrawal of money from an account, to be
     handled in the ACCOUNTS module, not the DISBURSEMENTS module.

          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
     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.

     Sec.0.D.12  Omitting Records

          Records may be physically omitted from any of the Employee,
     Case, and Accounts files when such records are no longer needed.

13



     The process involves two steps:  first, "tagging" a record for omis-
     sion in the Edit mode by pressing ^O; and second, actually omitting
     all the records in the file which have been tagged.  The procedure
     for doing this is explained in the EMPLOYEE MODULE discussion.

          Though a record may not be physically omitted from the Ser-
     vices/Fees, Disbursements, or Receipts/Adjustments file, ^O (pressed
     while the record is being edited) will cancel its EFFECTS, just the
     same.  In these files, ^O does not "tag" a file for future omission;
     it simply deletes all the data on the affected record, thereby can-
     celling its effect.  The record will still physically exist after it
     is "omitted", but it will be empty and will have no effect.

     Sec.0.D.13  Obtaining Reports

          In order to obtain a report, you will have to go to the appro-
     priate module and request a (H)unt through that module's records
     (Hunting will be explained in later sections).  The records found in
     the hunts may be displayed on screen or on your printer (^P toggles
     the printer, remember?).

          Which module contains the report you want?  Just ask yourself
     what the report concerns.  If it concerns services performed, fees
     charged or hours worked, then you should go to the SERVICE/FEE mod-
     ule.  If it concerns money received, go to the RECEIPTS module.  For
     a report on money paid out by the firm, the DISBURSEMENTS module is
     appropriate.  The ACCOUNTS module will give you a report about ac-
     counts and their balances, while the ADJUSTMENTS module will report
     on write-offs and other adjustments.  If you are looking for general
     information about cases, such as a case's balance, try the CASE module
     (which contains data for each case that would typically be kept on
     the "cover sheet" for that case's file folder).

     Sec.0.D.14  Tricking ManageX

          When ManageX asks for some information, NEVER, NEVER try to
     manipulate it by giving false data.  Doing so will almost certainly
     cause errors resulting from ManageX's reliance upon your input.
     Never, for instance, succumb to the temptation to tell ManageX that
     today is any date other than today's real date.  There is no way you
     can anticipate all that ManageX will do with the false data you may
     give it.

14



     SECTION 1.    SETTING UP

     Sec.1.A  DISK PREPARATION

          The first thing you must do to get ManageX into operation is to
     make sure that all its files are in the hard disk's MANAGEX sub-
     directory.

     Sec.1.B  STARTING MANAGEX & CUSTOMIZING THE PROGRAM

          Now that all the ManageX files are located in the MANAGEX
     subdirectory, you should move to that subdirectory to use the program.
     To start the program, enter "MX" (for "ManageX") at the keyboard.

         NOTE:
               If you have difficulty getting ManageX to start, it is
         because you were given an incomplete set of program files or
         because your files have already been used by someone else.
         You can be assured of proper installation ONLY if your
         program files match those listed in Section 0.C.1 of these
         instructions and only if they are all dated 5-15-86.  Al-
         ways maintain copies of the ORIGINAL, UNCHANGED files, for
         use as backups, as well as for giving to your friends.

         NOTE:
               You must be sure that you are in the hard disk MANAGEX
         subdirectory.  If you wish to access ManageX from a batch
         file located in another subdirectory, you must put MX.BAT
         into that other subdirectory and erase it from the MANAGEX
         subdirectory.  Use EDIT.COM to modify the subdirectory
         references at the top and bottom of the MX.BAT file.  Do not
         change MX.BAT's name, and make sure that the subdirectory
         that contains it is in the DOS path.  NEVER rename MX.BAT
         (ManageX must always be entered from a batch file called
         "MX.BAT"), and make no modifications other than to change its
         references to subdirectories at the top and bottom of the file.

     Sec.1.B.1  Listing the Parameters

          If this is your first use of the program, the first screen that
     appears will be one which contains a series of prompts whose purpose
     is to find out how your computer system is configured and how you
     want ManageX to work for you.  If you make a mistake on one of these
     entries, you will be able to correct it only AFTER you have completed
     all the ones that follow it.

           NOTE:  A brief description of most items may be obtained by
     pressing Alt-F1 when the CUSTOMIZING screen is being displayed.

     Sec.1.B.1.a  "HARD disk used for program"

          Here, you should enter the letter designator of the hard drive
     which contains the ManageX subdirectory (usually C or D).


15



     Sec.1.B.1.b  "Local tax on fees and services"

          If you live in a state that levies a tax on your fees for ser-
     vices performed, enter the tax rate here; otherwise press RET to keep
     the rate zero.  The rate should be entered as a percentage (eg: 2.5%
     should be entered as "2.5", not ".025").

          The figure you enter will be used to calculate the tax on ser-
     vices reflected on each bill prepared.

     Sec.1.B.1.c  "Interest-free interval"

           This figure is the interval after the last bill sent to each
     client during which you will not charge interest.  If you do not
     intend do charge interest at all, just press RET to ignore the prompt.

           As you set up each case's record, you will have the opportunity
     to enter a monthly rate at which interest will be charged the client
     (if no interest is to be charged, you may just enter "0" at that time).
     When that case's monthly bills are prepared, interest will be charged
     at that rate for all sums from the previous bill which have still not
     been paid.  HOWEVER, no interest will be charged unless the number of
     days designated here have elapsed between the invoice date of the
     previous bill and the invoice date of the new bill being prepared.

           Let us say, for example, that you enter 30 interest-free days
     here.  Let us also presume that the client's balance due on the last
     bill is $100 and that he has paid only $50 since that bill was sent.
     You are now preparing the next month's bill.  If only 30 days have
     elapsed between the last bill's invoice date and this one's, no int-
     erest will be charged on the $50 still owed from last month.  If,
     however, at least 31 days have elapsed, the interest will be charged
     on the basis of the following calculation:

          $   50.00 (still owed)
          x   interest rate for that case
          x   number of months between the last bill's and this new
              one's statement dates.
          ------------
          =   interest

     Sec.1.B.1.d  "Do you want after-batch printouts?"

          You will make your transaction data entries in "batches".  For
     instance, after you fill in one time slip, you will be presented with
     the next blank one, then the next, and so, on.  At the end of this
     "batch" of several entries, you may want a printout of all that you
     have just entered, so that you will have a permanent printed record.
     If you would like to have this printout option presented to you at
     the end of each batch, answer "Y" to the above question.

     Sec.1.B.1.e  "Lines printed per page on printer"

          Most printers are preset for 66 rows, unless you change their

16



     default settings.  ManageX also assumes a default value of 66, unless
     you change that assumption here.  If you are using standard letter-
     sized paper, and if your printer uses a spacing of 6 lines to the
     inch, you do not need to change this value.

     Sec.1.B.1.f  "Lines from paper top to letterhead bottom"

          If you will not be using letterhead paper, skip this item.  If,
     however, ManageX will be printing statements onto private letterhead
     paper, it must know how far down the page to begin printing.  Measure
     the distance from the top of the page to the bottom of the letterhead
     as accurately as possible.  Then enter the number of lines (at 6
     lines to the inch) that can be printed in that space.  For instance,
     if the distance were 2.2 inches, you would enter "13" (for "13
     lines").

     Sec.1.B.1.g  "Printer Code for Bills and Letters

          You may need to refer to your printer's manual for this data,
     which is NOT essential for using ManageX.  Therefore, if you're new
     to computing, you may want to skip this item for now (by pressing
     RET), and come back at some later date (after you've had more exper-
     ience with your computer and printer).

          You will almost certainly want bills and letters printed on your
     printer to be centered.  However, some printers are incapable of
     centering formfeed paper on the platen.  If you have one of these
     printers, it must be sent a special code to make it begin printing
     each line further to the right than usual.  ManageX will send this
     code if you will tell it here exactly what code your specific printer
     expects for a Left Margin change.

          You might also change fonts (to, perhaps, Elite) by sending a
     code.

          Your printer's manual contains the proper code instructions.
     Make sure that the code you supply is a DECIMAL code, not a HEXADEC-
     IMAL code.  Fifteen spaces allows you to enter five 3-digit numbers
     in sequence.  Make sure that each number constituting the code is
     represented as a 3-digit decimal (eg: 52 should be entered as "052",
     and 1 should be entered as "001").

          The code you enter need not actually fill fifteen spaces if fewer
     are needed.  Assume, for instance, that you have an Epson printer and
     that you need to move the margin to the right 4 spaces.  To do so,
     you must enter nine digits: "027108052".  The "027" translates to
     the ESC key; "108" translates to "l"; and "052" means a 4-space mar-
     gin ("053" would be a 5-space margin).

     Sec.1.B.1.h  "Indent used for client addresses on bills"

          ManageX will normally print a bill's client address at the left
     margin (column 0).  If your paper is centered in the printer when
     bills are prepared, this positioning should allow the address to show

17



     through the window in a standard envelope.  If, however, you wish to
     move the address to the right, you may designate another column.  It
     is recommended that you leave this figure zero until you attempt to
     prepare bills and determine that you need to change it.  To change
     this indent (or any of these other setup items) at a later date, you
     need simply select the (^C)ustomize option from the MAIN MENU.
     Sec.1.B.1.b  "Lines printed per page on printer"

          ManageX also assumes a default value of 66, unless you change
     that assumption here.  If you are using standard letter-size paper,
     and if your printer uses a spacing of 6 lines to the inch, you do not
     need to change this value.

     Sec.1.B.1.i  "1st Account Adjusted for Services" and
     Sec.1.B.1.j  "2nd Account Adjusted for Services"

          Whenever you enter a service or fee, the client's balance owed
     is automatically adjusted by ManageX.  However, if you want ManageX
     to also keep your bank accounts up to date, you may have two accounts
     (perhaps a "general equity" account and a "receivables" account)
     updated at this same time.  You may, of course, go the ACCOUNTS
     module to take care of this updating, but most would prefer that
     ManageX handle it automatically at the same time that the service
     or fee is being entered.

          If you would like ManageX to automatically adjust two accounts
     for each service/fee entry, you must enter their account numbers
     (not account names) and subaccount designations ("-A" or "-B").  BOTH
     items (1st Account and 2nd Account) must be filled in for automatic
     account updating to occur.

          If you don't care about ManageX's tracking your accounts, you
     may skip these items by pressing RET.  Even if you DO want ManageX to
     handle your bookkeeping, you might leave these items blank if you
     are just beginning to use the program; then, after you have set up
     your accounts, you may come back to this series of questions by pres-
     sing ^C (for `Customize this program') when the MAIN MENU is being
     displayed.

          The 1st account whose number you enter here should be a `Debit'
     type of account that would appear in the Assets side of a balance
     sheet.  The 2nd should be a `Credit' account.  Note that ManageX will
     ADD the value of the service/fee entered to the first (Debit-type)
     account.  The amount will also be added to the 2d account if that
     account is, in fact, a credit account; if it is a debit account,
     the service/fee amount will be subtracted.

         NOTE:
               If either of these items already has an account number
         entered, and you would prefer NOT to have an entry, enter a
         zero.  The zero will be converted to a blank entry.


18


     Sec.1.B.1.k  "Account adjusted for Dsbr/Receipts"

          Whenever you enter a receipt or disbursement, the client's
     balance owed is automatically adjusted by ManageX.  However, you
     may also want to put the money into (or withdraw it from) one of your
     accounts (such as the checking account).  You could, of course, go
     the ACCOUNTS module to take care of this matter, but most would
     prefer that ManageX handle it automatically at the time the receipt
     or disbursement is being entered.

          If you would like ManageX to automatically adjust an account
     for each receipt or disbursement entry, you must enter its account
     number (not account name) and subaccount designation ("-A" or "-B").

         NOTE:
               If you want to keep your books "balanced", you will
         also want a second account to be adjusted automatically.  The
         account you use for the "balancing" transaction will depend
         upon the CATEGORY of income or expense involved in the receipt
         or disbursement being entered.  The income/expense categories
         (and the accounts which you may want automatically adjusted)
         will be entered into a file called M-LBCODE.DAT.  Instructions
         for establishing this file are found in the CODES section of
         this documentation.

          You should make an entry here only if you will ALWAYS want the
     SAME ACCOUNT (such as your checking account) credited/debited for ALL
     receipts/disbursements. If, from time to time, you may want any of
     SEVERAL accounts adjusted when you enter a disbursement or receipt,
     leave this item blank.

          See note at bottom of previous section.

     Sec.1.B.1.l  "Do you want disbursement/receipt acct adjustment?"

          NOTE: This item will appear only if you have not filled in
         anything for the previous item.

          Whenever you make a disbursement or receipt entry, ManageX
     affords you the ability to automatically withdraw or deposit money
     from or to a bank account.  Before each batch of receipts and dis-
     bursements is made, ManageX will prompt you to enter the number of
     the account which is to be debited or credited.  If you will be using
     ManageX for tracking your bank accounts, this is a handy feature
     which will save you some time by updating your accounts automatically
     (the alternative being your going to the ACCOUNTS module to make the
     appropriate account transaction entries separately).

          If you will not be using ManageX to follow bank accounts, you
     may find that the account-adjustment prompts appearing in the DIS-
     BURSEMENT and RECEIPT modules are an annoyance.  If you don't want
     the prompts to appear, enter `N' here; otherwise, enter `Y'.  If you
     aren't sure, just press RET, and come back to this series of ques-
     tions at a later date to change the entry, if needed.

19


     Sec.1.B.1.m  "Computer speed factor"

         ManageX needs to know how long to display messages on your
     screen.  The factor should be 2 (6 for AT machines), at least until
     you have had experience with the program.  If, later, you find that
     messages disappear from the screen too quickly, you may come back to
     this item and increase the number.

     Sec.1.B.1.n  "Text color #"

          This prompt, which appear only if you have a color video board,
     asks which colors you want most characters displayed on the screen to
     be.  You are expected to enter a number between 0 and 15.  These
     numbers correspond to the following colors:

                           0:Black         8:Dark Gray
                           1:Blue          9:Light Blue
                           2:Green        10:Light Green
                           3:Cyan         11:Light Cyan
                           4:Red          12:Light Red
                           5:Magenta      13:Light Magenta
                           6:Brown        14:Yellow
                           7:Light Gray   15:White

     Sec.1.B.1.o  "Background color #"

          See the discussion immediately above.

     Sec.1.B.2  Wrapping up the Installation

          You will next be asked whether you need to change any of the
     information you have just entered.  If you press "Y", you will be
     taken back to the first prompt to start over again.  If you press
     "N", you will be asked to confirm today's date.  If the date dis-
     played is correct, just press RET (RET causes prompts to be ignored,
     remember?).  If the date is wrong, you should enter today's date.

         NOTE:
               ManageX will not accept a date in any month earlier
         than the month in which fell the last date that you used the
         program; nor will it accept a date later than your last use
         date, plus 28 days.  The reason for this is that the program
         regularly updates information.  If you entered a date that
         were too early or too late, the updating performed would be
         faulty.  Therefore, be sure of the date you enter when you
         begin using the program each day, and NEVER try to trick
         ManageX with an erroneous date.

     The date must be entered in one of three formats.  As an example of
     each format's use, if today were December 15, 1987, you could enter
     it as "15 DEC 87", "12/15/87", or "121587".  Here it should be noted
     that there are many places in the program where you will be asked to
     enter a "Mon Yr".  When you come to such a place, simply type the
     first three characters of the month, then type a space, and finally
     enter the last two digits of the year.  For example, December 1987's
     "Mon Yr" is "Dec 87".
20



     Sec.1.C  CHECKING THE DATA FILES

          After you have entered the date, ManageX will double-check it
     and then begin confirming the existence of data files.  If this is
     your first use of ManageX, no data files will exist yet, so you will
     be asked whether you want to create them.  The specific prompt ap-
     pearing on the screen will be, "[month] files do not exist -- create
     them?"  Answer Yes by pressing "Y", unless, for some reason you do
     NOT want to create new files for the month.

          Next, a message will appear, asking, "Do you want to erase un-
     needed monthly data files?".  This message will appear during each
     month's FIRST USE of ManageX.  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 this is your first use of ManageX, there are no old files,
     and you may, therefore, answer the question by pressing the "N" key
     (for "No, I do not want to...").  But before you do, please read on,
     so that you will gain an understanding of what to do when you reach
     this point in the coming months.

     Sec.1.C.1  Setting up files for a new month

          Some files used by ManageX keep track of perpetual information
     which must be consistent from month to month.  These perpetual files
     will be automatically updated by ManageX at the appropriate times.
     They all have names which begin with "M-".  Other files, however, are
     month-specific.  These specialized files which will be created "from
     scratch" each month include those for services, disbursements, ac-
     counts and receipts.  They all have names beginning with the name of
     the month to which they apply.

          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.

21



     SECTION 2.    MAIN MENU

          The MAIN MENU reflects the structure of the program.  Look at it
     closely.  The message at the bottom requests that you press one of
     the letters in parentheses.  If you wish to go to the (C)ase record
     module, simply press "C".  Once there, you will be presented with a
     similar CASE MENU.  The menu in each module is similar to those in
     all the others.



     SECTION 3.    EMPLOYEE MODULE

          This module keeps track of the firm's employees, which include
     partners, secretaries, and others.  Unlike most of the other mod-
     ules, which can be entered directly from most any other module's
     menu, you can gain access to this one from only the MAIN MENU.  If
     the MAIN MENU is being shown, press "E" to go to the EMPLOYEE module.
     Don't press RET after you press "E", because doing so will bring you
     right back to the MAIN MENU.  Press "E" alone.

     Sec.3.A  (M)AKE A NEW EMPLOYEE RECORD

          Assuming that the EMPLOYEE MENU is being displayed, press "M" to
     make an employee record.  You will first be asked the employee's last
     and first names.  Then you will be taken into the Edit mode (that's
     right, the Edit mode) to edit what is essentially a blank record.  Fill
     in the address, phone, and other items.

          The Program Employee Code # may be any number from 1 to 15.
     This code will be used by the program to identify which employees do
     work for your clients.

          Most of the other items to be filled in are fairly obvious, but
     Hourly Client Charges should be discussed.  This item is a listing of
     six hourly rates, each corresponding to one of six rate levels at
     which your firm might charge clients.  Your firm may have clients
     whom it wishes to charge at rates higher or lower than the rates
     charged to other clients.  Your agreement with a client might provide
     that he will be charged at the firm's rate level 3.  Then, no matter
     which employee does work for that client, that employee's rate 3 will
     be the rate at which the work will be charged the client.  Each em-
     ployee's rates may be different from the other employees'.

          Each employee's rate level 1 should be his STANDARD rate.  It is
     this rate which ManageX will use as a default for such things as
     estimating the amount which a client WOULD owe for all the work your
     firm does for him, if his were not a fixed fee, contingent or retain-
     er case.

          You may change Salary Payment Frequency and Income Tax Status by
     pressing the + key.  Each Deduction line allows a description of the
     deduction (eg: "Savings Bond" or "Health Insurance") and the amount
     deducted from each paycheck for that item.

22




          Press F6 or ESC at any time to store the record.


     Sec.3.B  (E)DIT/EXAMINE AN EMPLOYEE RECORD

          The (E)dit mode in the EMPLOYEE module (and in others, as well)
     is used to alter information contained in a record.  Since you need
     not actually make alterations when the record is displayed, this mode
     is also very useful as a means of simply displaying an entire record
     on the screen for your examination.  You may use the (E)dit mode
     whenever you wish to merely examine a record.

          Once a record has been found, you will see a display identical
     to the one with which you worked in the (M)ake mode.  You work with
     it in the same manner as you did in that mode.  There is only one
     difference:  in the (E)dit mode, you can cause the record to be
     tagged for omission by pressing ^O (you may also "untag" a record
     already tagged for omission by pressing ^O).  The record will not,
     however, actually be omitted (erased from the file) unless you select
     the (^O)mit option in the EMPLOYEE MENU, as described below.

          To get back to the EMPLOYEE MENU, press F6 or ESC.


     Sec.3.C  (^O)MIT ALL RECORDS TAGGED FOR OMISSION

          Go ahead and press ^O now, even though you may not have marked
     any records for omission in the Edit mode.  You will at least see how
     the mode operates.  During the omission process, ManageX will look at
     each record in the file to see whether it is tagged for omission.  If
     so, it will be omitted; if not, it will be saved.  There will be a
     some of disk drive activity, the length of which depends upon the
     length of the file from which omissions are being made.

23



     SECTION 4.    CASE MODULE

           In the CASE module, you will manipulate case/client records.
     You should view a case/client record as merely a descriptive
     cover sheet that would go into each case's file folder.  This
     record (or sheet) can be inspected (with the (E)dit/Examine mode
     described below) at any time to get a quick overview of the case's
     current status in such areas as its balance due and its aged receiv-
     ables.  Remember that, anytime you want information on balances due
     or receivables, you should come to the CASE module.


     Sec.4.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.

         NOTE:
               Though you may use ANY case numbering scheme you like,
         you are strongly encouraged to use one in which the case
         name consists of the first 4 or 5 letters of the client's
         last name and the first 2 or 3 letters of his fist name (eg:
         John Smith's first case would be "SMITJO1".  Doing so will make
         case numbers easier to remember and will also make certain
         searches for case information proceed more a little more
         quickly than if you were to use another scheme.

          The Edit mode's screen displays some information which you can-
     not change, such as the case's balance.  Since the balance is auto-
     matically updated as each service/fee, disbursement, and receipt
     entry is made, you may not alter it here.  If, for some reason, you
     want to change this case's total amount due your firm, you must sel-
     ect the "(W)rite-off or other Adjustment of Billing amount" option in
     the MAIN MENU.  The reason that you are not allowed to make this
     change directly here is that, if you did so, there would be no per-
     manent record of the change and its reason.  Forcing you to make a
     Write-off/Adjustment will result in the filing of such a record.

          Nor may you change the receivables displayed on the screen or the
     "CrntDue" item, which represents the amount still due on the last
     bill that you sent the client, minus any payments that have been
     received since then.  "CrntDue" may well differ from the "Balance"
     figure, which includes not just the amount due on the last bill, but
     also ALL the transactions since then (including services/fees,
     disbursements, receipts, and write-offs/adjustments).

     Sec.4.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

24



     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.

           The reason many professionals prefer to put all matters under a
     single "master" case is that they want the bills sent to their clients
     to be completely consolidated.  If you have a master with several
     subordinates, the bill sent to your client will actually consist of
     a separate bill for each subordinate case and a summary sheet
     containing the total amount due for all the cases.  You may believe
     that some of your clients will be confused by receiving multiple bills,
     especially if, as far as they're concerned, all the matters handled
     by one firm should appear on one consolidated bill, rather than
     separate bills arriving in the same envelope.

           Before you begin any cases for a client, you should consider
     his nature and decide whether you may ultimately need to set up sev-
     eral subordinates under one master, or whether all the work you do
     for him is appropriate for one case's record.  If you are unsure how
     to proceed, just set up ONE case for him now.  Then, if, in the fu-
     ture, you decide that you need to open a case subordinate to the one
     you originally opened for him, you may do so simply by designating
     the original case as the new case's master.  However, you may not
     subsequently open a new case and call it the original's master,
     since, as mentioned above, master records must be opened with ManageX
     BEFORE any of their subordinates.

     Sec.4.A.2  Area of Business

          Next you will come to the "Area of Business".  This must be a
     number between 1 and 999 corresponding to the business category which
     most closely describes this particular case's subject matter.  You are
     free to define your category numbers, using any scheme that you wish.
     ManageX uses these numbers during its hunt routine to search for all
     cases dealing with similar subjects (if you select the "Area of
     Business" Hunt Gates in the Hunt mode).  By running such a hunt, you
     can find, among other things, which areas of business bring in the
     most money and which areas your firm seems to be concentrating upon.

          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, NUMBERING SYSTEM
     section for instructions on how you may change M-LBAREA.DAT's
     contents.

25



     Sec.4.A.3  Charging Disbursements

          "Chrg Dsbrs" is the next item.  ManageX initially assumes that
     you will always charge your clients for each disbursement.  When YES
     appears next to the 'Chrg Dsbrs' item, this assumption will be fol-
     lowed for this case.  If you wish to alter this assumption for this
     case, press "N" (for NO).  If 'Chrg Dsbrs' is NO, no disbursements
     made for this case will be included on the client's bills, unless, at
     the time each disbursement is actually entered into the computer, the
     amount entry is completed with ^C (for CHARGE) instead of the usual
     RET.  If 'Chrg Dsbrs' is YES, all disbursements made for this case
     WILL be included on the client's bills, unless, at the time each
     disbursement is entered, the amount entry is completed with ^N (for
     NO charge) instead of the usual RET.

     Sec.4.A.4  Responsible and Originating Employee

          The "Responsible Employee" is the code # of the employee who is
     chiefly responsible for the case.  "Orig" is the originating employee.
     Here, you should enter the code of the employee who brought the case
     into the firm.

     Sec.4.A.5  Opening and Closing Dates

          The date this case is "Opened" is automatically entered by the
     computer, but you may change it if you need to.  When the case is
     closed, this item is titled, "Closed", and the date shown is that on
     which the case was closed.  See the "Closing and Opening a Case"
     section, below.

     Sec.4.A.6  Case Name, Client Name, etc.

          The "Case Name" is the next item to fill in.  Give the case some
     descriptive name (or 'style') and enter it here.  Make sure that the
     Case Name is a presentable one, since it will appear on all bills
     prepared by ManageX.  Do not skip this item.  Each case MUST have a
     case name, a case number and a masterRcrd number.

          If this record is intended to serve merely as a "client" record,
     linking other subordinate cases, begin the case name with an aster-
     isk, "*" (eg: "*Smith Matters").  See the discussion of client re-
     cords in the Introduction section entitled "Case Names, Case Numbers,
     & Master Record Numbers".

          Next come the client's name, address, billing format and inter-
     val, phone, and any miscellaneous information you wish to include in
     the record.

           The name and address information should be entered as you want
     it to appear in a letter's address, since this data will actually be
     used for addressing letters and bills.  For simplicity's sake, how-
     ever, it is recommended that you enter the client's last name before
     his first.  An exception is the case of a client which is not a per-
     son (eg: IBM Corp), in which case the first name entered should be
     the name upon which you want to index the case.  For instance,

26



     The Hartford Group should be entered as "Hartford Group" or "Hartford
     Group, The", so that the indexing name is `Hartford', not `The'.

           The program will index cases by client last name (or other
     indexing name, if the client is not a person).  At certain points in
     the program, you will be able to find some information very quickly
     if you enter the first letter of the client's last (indexing) name
     and then press the inquiry key, F1.  The program assumes that the
     first name entered as the client's name is his last (indexing) name,
     and it is with that name's first initial that the indexing is done.
     If this assumption is inappropriate, you may alter it by designating
     ANY letter as the indexing initial.  In the (M)ake mode, this will
     be handled with a couple of questions that appear when you store the
     case data onto the hard disk.

          NOTE:
                In the (E)dit mode, changing the indexing initial is
          accomplished by moving the cursor to the letter you wish to
          use and then pressing ^N (for `New initial').  For example,
          if your client were entered as "The Hartford Group", ManageX
          might have assumed that "The" is the last name and that "T"
          is the indexing letter.  If you wished to change the index
          to "H", you would move the cursor to "H" and press ^N.

     Sec.4.A.7  Miscellaneous

          You may enter up to four lines of miscellaneous information.
     This facility is EXTREMELY useful, since you may enter ANYTHING you
     wish, such as the court, judge, and opposing counsel.  At any future
     time, you may conduct a (H)unt to find all the cases that contain
     certain miscellaneous data.  If, for instance, you included in this
     Miscellaneous section a West reference key number, you could later
     find all your cases that fall into that key number classification.
     Be as brief as you can here, so that you will have room to fill in
     lots of data on these four lines.  Use abbreviations (eg: "OC:" for
     "Opposing Counsel:", or "WK:" for "West Key Number:" ), and be con-
     sistent in your entries from case to case.

          At various times in the life of a case, you may enter "markers"
     into the Miscellaneous sections.  For instance, if some cases are
     turned over to a collection agency, you could "mark" each's Miscel-
     laneous section with some notation, such as "(Clctn)".  Then, when-
     ever you wanted to find ALL such cases quickly, you could conduct a
     (H)unt for all the cases whose Miscellaneous sections contain the
     character sequence, "(Clctn)".

          If you begin the first line with a plus sign ("+"), the top two
     miscellaneous lines will be included on this case's bills, just
     below the case number and case name.  This feature is useful if, for
     instance, you do lots of work for an insurance company which requires
     all bills submitted to contain such things as the accident date and
     claim number (there's more on this in the BILLS section of these
     instructions).

27




          Beginning the first line with a plus will cause the first two
     lines of miscellaneous data to appear on the bill, even that which
     you do not want to appear, unless you enclose the portions you do not
     want to appear inside curly brackets, "{" and "}".

     Sec.4.A.8  Billing Format and Interval

          The "Billing Format" you wish to use for this case may be any of
     seven basic choices, ranging from 2 (the format disclosing the least
     information to the client), through 6 (the most explicit), to 8.  For-
     mats 0 and 1 also exist to automatically provide an asterisk at the
     beginning of certain Description entries, but they are subjects re-
     served for discussion later.  All the formats are similar to one an-
     other, though some provide information lacking in others.  Each of the
     formats includes a salutation and signature block, unless you enter a
     minus after the format number.  For example, format "6-" is identical
     to format "6", except that it does not include a salutation or signa-
     ture.  There's more on this subject in the BILLS section.

          The "Intvl" is the billing interval, in months.  Here, you
     should enter the number of months between the bills your firm will
     send out for the case.  The number must be from 1 to 6.  As examples,
     you should enter "1" for monthly, "3" for quarterly, and "6" for
     semiannual, billing.

     Sec.4.A.9  Salutation

          The "Salutation" is the opening (eg: "Dear Mr. Smith:") for any
     statements you may wish ManageX to prepare for that client.

     Sec.4.A.10  Methods of Charging Your Clients

          The "TmKeepr Rate Level" is the hourly rate level (1 to 6) at
     which you wish this case to be charged to the client (see the discus-
     sion of this subject in EMPLOYEE MODULE section).

          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
         (described below).  The 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

28



         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.

          If you want the client to be charged no more than a certain
     amount per hour, regardless of which employee does work on the case,
     enter that amount as the "Max Hourly Rate".  Whenever work is done
     for the case, ManageX will calculate the charges based upon the least
     of a) the Max Hourly Rate or b) the appropriate TmKeepr Rate Level
     hourly rate for the employee who does the work.  If you leave the
     Max Hourly Rate at zero, this item will be ignored when charges are
     calculated, and the appropriate TmKeepr Rate Level charge rate for
     the employee who does the work will be used.

          If you wish to charge the client interest for any amounts he may
     owe you, enter the MONTHLY interest rate as the "IntRate".  Enter it
     as a percentage (eg: 1.5% is entered as "1.5", not as ".015").  Dur-
     ing the billing process, ManageX will calculate simple interest on
     the last bill's balance remaining unpaid for the number of days you
     specified when you first set up to use the program (see the CUSTOMIZ-
     ING THE PROGRAM section).  ManageX will also write a service/fee
     record for that interest, so that you may refer to the interest
     charge at a later date.  That record will be entered into the ser-
     vice/fee file for the EARLIEST month covered by the bill.  So, if the
     bill covers JUN 87 to AUG 87, the interest record for that bill will
     be put into the JUN 87 service/fee file.  Note that interest added to
     a bill will be included in the balance forwarded upon which the next
     bill's interest, if any, will be calculated.  Also remember that,
     whenever you want to stop charging interest, you need only (E)dit the
     case record and enter zero as the interest rate.

          If you want to charge a flat hourly rate for work done on the
     case, regardless of who does the work, enter that rate as the "Flat
     Hourly Rate".  If a Flat Hourly Rate is used, that rate will always
     be used in the program's calculations for this case, no matter who
     does work on the case.

         If you wish to charge a fixed fee for this case, enter it next to
     the "Fixed Fee" item.  If there is an entry here, no work done for
     this case will result in any charges, unless you use ^C to force
     ManageX to calculate a charge for that work (the SERVICES\FEES module
     section will discuss ^C's use).  In other words, if you classify this
     case as a fixed fee case, ManageX will charge the case nothing for
     services (though disbursements WILL be charged, regardless of whether
     the case is a fixed fee one, as long as the "Chrg Dsbrs" item above
     is "YES"), unless you specifically tell it to when you make the ser-
     vice entry.  In most cases, you will probably not instruct ManageX to
     charge the fee until the case is completed.

          If you wish to run the case on a contingency, enter the contin-
     gency rate as the "Cntngnt Percentage".  For example, a one-third
     contingency would be entered as "33.33".


29



          If the case is to be managed on a retainer, enter the "Monthly
     Retainer" to be charged to the client every month.  As with the fixed
     fee and the contingency, ManageX will not charge this case for ser-
     vices, unless otherwise instructed at the time a service is entered.
     If you enter a retainer, the "Retainer Limit" on the next line will
     automatically be filled in (you may, of course, change it to any
     value you wish).  The purpose of the Retainer Limit is to allow you
     to set a limit on the value of work provided each month under the
     retainer.  Whenever a service or fee is provided which would cause
     that limit to be exceeded during any given month, a reminder will
     appear on the screen.  You will then have the opportunity to instruct
     ManageX (by using ^C) to override the presumption against charging
     the case for that service or fee.  In calculating the value of all
     work done on retainer cases, ManageX assumes that all services would
     be charged at the standard rate, Rate Level 1. The Retainer Limit has
     no effect upon disbursements or upon any type of transaction other
     than a service or fee.  In other words, if you set a Retainer Limit,
     ManageX will keep track of only the service/fee monthly totals and
     will inform you only if a service/fee will cause a month's total to
     exceed the Retainer Limit.

          Note that ManageX uses the term, "retainer", to mean a recurring
     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 the ACCOUNTS module.

         NOTE:
               The Fixed, Contingent, or Retainer fee that you enter
         in this CASE module is merely a reminder that you intend to
         charge such a fee at some future date.  Your entry in THIS
         module will not result in a charge to the client.  After
         all, how can the program know WHEN you wish to charge the
         fee?  When you determine that it is time for you to charge a
         fee of some sort, you need simply make a fee record in the
         SERVICES/FEES module.  For instance, while you are working
         on a contingent fee case, ManageX will not calculate any
         charges for work done (since it will have no hourly rate at
         which to do the figuring).  When you finally win the case,
         take a few seconds to manually calculate the recovery per-
         centage due you and enter that amount as a fee in the SER-
         VICES/FEES module.  The next bill that goes out will contain
         that charge.

          If you have an agreement with your client, by which you may
     charge him for work that you do, but under which the total charges
     for services and fees may not exceed a certain amount, enter that
     amount as the "Total Srvc/Fee Max".  Whenever a service is performed
     which would cause this Max to be exceeded, the program will adjust
     the amount charged for that service to something (perhaps ZERO) which

30



     will keep that client's total bill attributable to services and fees
     under the specified Total Srvc/Fee Max.  You may, of course, override
     this adjustment at the time the service is entered, if you wish.
     This Total Srvc/Fee Max has no effect on disbursements or on any type
     of transaction other than a service or fee.  In other words, if you
     set a Total Srvc/Fee Max, ManageX will keep track of only the service
     and fee totals and will inform you only if a service/fee will cause
     the total to exceed the Max.

     Sec.4.A.11  Unusual Fee Arrangements

          If you have a fee arrangement with your client that does not
     fall within any of those described above, simply enter it as a Mis-
     cellaneous note.  Make sure, however, that, if it involves an hourly
     fee of any sort, that fee is reflected as either the "TmKeepr
     Rate Level" or the "Flat Hourly Rate".  If you do not do so, ManageX
     will not automatically calculate charges for work done as it is en-
     tered into the computer.  If, for instance, your deal with the client
     were that you were to work at $40 an hour AND receive 20% of any
     recovery, you would enter an hourly rate of 40.00 as the Flat Hourly
     Rate.  You would also make a Miscellaneous note to the effect that
     you are to receive 20% of the recovery.  If you tried to enter 20%
     next to the "Cntngnt Percentage" item, the $40 hourly rate you just
     entered would disappear, and ManageX would not be able to automati-
     cally calculate charges at $40/hour.  When the recovery were finally
     received, you would refer to your miscellaneous note for confirmation
     of the contingent percentage and manually calculate your fee, your-
     self.

     Sec.4.A.12  Account Information

          If the case involves the use of an account, such as a trust or
     retainer, enter the "Account" number.  Each case can actually handle
     two accounts (called "acct A" and "acct B"), but both these sub-ac-
     counts will be accessed under a single account "number".  The bal-
     ances for accounts A and B will be displayed to the right of the ac-
     count number.  Each time you make a transaction for either acct A or
     acct B (in the ACCOUNT, RECEIPTS, or DISBURSEMENTS module, not here),
     these balances will be automatically updated.

          Please note that this account's transactions will appear on any
     bills you prepare for the client, unless the account number entered
     here is preceded by an asterisk.  For instance, retainer account
     SMITJO1 should be entered as "*SMITJO1" if you do not want its trans-
     actions to appear on bills for the case to which that account is
     attached (here, for illustration, the SMITJO1 account is attached
     to the SMITJO1 case).


     Sec.4.B  (E)DIT/EXAMINE A RECORD

          The edit mode is useful for two things.  The first is, of
     course, to change data pertaining to a record.  The second is to
     simply examine that record's data.  If you ever wish to just find out

31



     some information about a record, you can enter the edit mode, specify
     the record to be 'edited' and just inspect it when it is displayed on
     the screen.  No actual editing need be done unless you discover some-
     thing that should be changed.

     Sec.4.B.1  Specifying the Record to be Edited

          The first thing you will be asked after requesting an (E)dit is
     the Case Number of the case to be edited.

          NOTE:
                If you do not know it and would like some help, press
          F1, and 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.  If you have desig-
          nated an indexing initial other than the first letter of the
          client's last name, you should enter that initial, instead of
          the last name initial (see the discussion on using ^N in the
          Client Name Section, above).

          If you wish to edit all cases controlled by a certain Master-
     Rcrd, just press RET when first asked to enter the case number.  You
     will then be asked to enter the MasterRcrd Number whose sub-cases you
     wish to edit.  F1 will also work here as it is described in the pre-
     ceding paragraph, while pressing RET or ESC will take you back to the
     MENU.  After you enter the MasterRcrd Number, you will be presented
     with the first case on file whose MasterRcrd Number matches the one
     you have entered.  After you have finished with that case, you may
     press either F6 or ESC.  F6 will cause the next case with that Mas-
     terRcrd Number (if there is one) to appear on the screen, while ESC
     will abort the procedure and take you back to the MENU, without show-
     ing you any other cases.

     Sec.4.B.2  Closing & Opening a case

          If you wish to close or reopen the case being edited, press ^C
     (for "Close/Open toggle"), instead of F6.  Doing so will cause Mana-
     geX to ask whether you really wish to use the close/open toggle.  If
     so, press "Y", and the case will be closed (or reopened, if it had
     already been closed).

          In addition to establishing a closing date, closing a case is
     useful to keep it from being billed.  You may occasionally have a
     case which you do not want to omit yet, but which you do not want to
     bill for a while.  If so, you might consider closing it.  When you're
     ready to bill the case again, just open it by pressing ^C while ed-
     iting the case record.  No closed cases will be billed, unless more
     than nine months have elapsed since their last bills.


32



     Sec.4.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.

           Following the above example, you could also have chosen to
     search for Addrs1's containing "ith".  If you had done so, in addi-
     tion to all the cases mentioned above, you might also have come ac-
     ross cases whose Addrs1's were "Ithica Fabricators" and "Lithe Forms,
     Inc".

         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.

         NOTE:
               Suppose you elect to enter "SMITJO" at the Case Number
         gate.  If there were more than one case whose numbers con-
         tain that sequence of characters, they would all pass
         through that gate.  Hence, SMITJO, SMITJO1, SMITJO2, etc.,
         would all be selected by ManageX for the hunt report.  If,
         however, you wanted only SMITJO to pass through the gates
         (to the exclusion of SMITJO1 and SMITJO2), you would have to
         tell ManageX.  You would do this by ending your "SMITJO"
         entry with ^E (for "Exact match"), instead of the usual RET.
         If a Case Number gate is set up for an exact match, a note
         will appear to the right, saying, "* exact *".  If no such
         note is displayed, then ALL cases whose numbers contain
         matches for the entered character sequence will pass through
         the gate.  If the "* exact *" note is shown, then only the
         case whose number exactly matches that character sequence
         will be reported.

33



          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.

          ManageX keeps track of the date that the latest receipt for each
     case has been received.  If you wanted to hunt for all cases whose
     latest receipt date were before 15 JAN 87, you would select item H
     and enter "15 JAN 87".  The hunt performed would select only those
     cases for which a receipt had not been received since 15 JAN 87.
     This gate allows you to find cases that are seriously in arrears.

          Another check you might want to make of your cases is to find
     which ones have balances due greater than a certain amount or within
     a certain range.  For instance, if you wanted to find all cases with
     balances between -100 dollars (that is, a $100 credit) and +100 dol-
     lars ($100 due you), you would select items I and J and enter "-100"
     and "100", respectively.  If you wanted to find all cases with bal-
     ances due of over 500 dollars, you would select item J only and enter
     "500".

          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
     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.  A "0" entered for some of the numeric items will accomplish
     the same purpose that a blank entry does for text (alphanumeric)
     items.

          To find only retainer cases, or cases which are masterRcrds, you
     would select N or O to change that item's assertion from NO to YES
     (or vice versa).  To find only cases which are open or closed, you
     would select item L or M.

          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
34



     on.  If you want to abort the Hunt routine, press ESC instead of F6.

          If, while in the Hunt mode's Full-Screen summaries display, you
     see some information that should be changed, you may edit it as if
     you were in the Edit mode. There will be a few limitations on your
     ability to edit directly from the Hunt mode, but don't worry about
     them; ManageX will call your attention to them only if you attempt to
     violate them.

     Sec.4.D  (^O)MIT ALL RECORDS MARKED FOR OMISSION

          This option works in a fashion identical to that used for the
     Omit mode in the EMPLOYEE module.

35



     SECTION 5.    SERVICES/FEES MODULE


     Sec.5.A  (M)AKE A TIME SLIP OR FEE RECORD

          If the SERVICES MENU is being displayed, press "M" to make a
     record.  You will be asked to enter the date of the service whose
     record you are about to create.  Be sure to use the proper format for
     entering dates.  If the date happens to be today, you may save a lit-
     tle time by entering "T" (for "today") instead of the complete date.
     If the date is not today, but is the same as the last date you en-
     tered at the keyboard, enter "S" (for "same").  Incidentally, you may
     enter "S" or "T" for the date anywhere in the program, and that entry
     will be translated by ManageX into the correct date.

     Sec.5.A.1  Case Number

          The next item you will have to fill in is a "Case Number".
     ManageX will search the case file for your entry.  If such a case
     does not exist, you will be told so.  If it does exist, the first
     several characters of that case's name will appear, along with the
     Max Hourly Rate (if you have entered such a maximum for that case).
     As with entering the date, you may shorten your entry here by enter-
     ing "S" (for "same") if the case number you wish to enter is the same
     as the last case number you have entered anywhere in the program.

          If you do not know the case number and would like some help,
     press F1, and 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 cli-
     ent'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.5.A.2  Service Performer

          If the case you enter exists, the responsible employee will be
     displayed as the "Service Performer" on the next line.  If the actual
     performer does not happen to be the employee responsible for the
     case, you may enter the code of the employee or other employee who
     provided the service (or charged the fee) whose record is being cre-
     ated.

     Sec.5.A.3  Service or Fee Description

          "Service or Fee Description" appears on the next line.  The
     entry you make, however, will take place in the blank area below the
     line.  Here you should enter the service performed or the type of fee
     being charged.  ManageX has word-wrap ability in this item.  Don't
     bother hitting RET to get down to the next line of the description;
     when you're at the end of a line, ManageX will automatically place the
     cursor at the beginning of the next line.  Your total entry may be up
     to 540 characters, but you should be as brief as possible -- the
     fewer lines you use in making your entry, the less disk space will
     be used to store it.

36




     Sec.5.A.4  Reformatting

          If, after making changes to the service description, some lines
     are much too short, you may reformat the entire description by
     pressing F3.  Pressing F3 causes extra space at the end of each line
     to be filled with data from the following line.  It results in lines
     that are about the same length.

     Sec.5.A.5  Long Descriptions

          If you need more than 540 characters, enter what you can for
     this record and then make another record for the rest of the service
     or fee description.  Only one of the records created for the same
     service or fee description may include Time or TOTAL entries.  If
     more than one record for the same service or fee contains Time or
     TOTAL entries, the client may be charged more than once for that
     service or fee.

     Sec.5.A.6  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, when you enter a backslash, the computer's beeper sounds,
     you have entered a code or abbreviation which does not exist.  Try
     again.  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.5.A.7  Private Notes

          If you wish to enter something for your records but do not want
     it to appear on any bills prepared by ManageX, you may enclose it in
     curly brackets.  If the service description were "OC\Mr. Smith{and
     his wife}", the bill containing that description would show only
     "Office Call with Mr. Smith".  If, for some reason, you want NONE of
     your description to appear on the bill, you could enclose the entire
     description in curly brackets.

37



     Sec.5.A.8  Asterisk Suppression

          Another way to prevent the ENTIRE description from appearing on
     bills is to begin the description with an asterisk.  A description,
     "*OC\Mr. Smith", would not appear on a bill at all.  The advantage of
     using the asterisk, instead of the curly brackets, is that the aster-
     isk will prevent nearly EVERYTHING on the service record from appear-
     ing on any bill.  In addition to the description, the time spent and
     employee who did the service will also be suppressed at bill-printing
     time.  The only thing from that service/fee record that will appear
     on a bill will be the amount charged, and even that item will appear
     only indirectly, as part of the total charges for the month.

          Who would want to use asterisk-suppression?  The answer is,
     those professionals who don't like to itemize their bills, but prefer
     instead to send bills containing brief summaries of work done during
     each month.  If you are one of these people, you could make sure
     that each service description entered during the month is preceded
     with an asterisk.  Then, at the end of the month, you could make a
     service entry containing a summary of the work done that month (this
     entry, of course, would NOT contain an asterisk, because you would
     not want it to be suppressed).  The bill subsequently prepared would
     show this end-of-month-summary and the total amount charged for ser-
     vices that month, but no individual service descriptions would appear
     (because they were preceded with asterisks).  If you are one who pre-
     fers end-of-month summaries to itemized service descriptions, you
     should elect to use Billing Format #1 when you set up the record for
     each case (in the CASE module, of course).  Format #1 is identical to
     #2 (the least detailed), except that format #1 automatically precedes
     each service description with an asterisk at the time the service
     description is entered into a record.

          The only difference between a record whose Service or Fee Des-
     cription entry begins with an asterisk and one whose doesn't is that
     the asterisk will prevent that record from being reflected on bills
     which are printed for actual mailing to clients.  Pre-bills will not
     be affected by the asterisk (or by curly brackets).

         NOTE:
               Remember that, even though the bill mailed to your
         client will not contain any description preceded by an as-
         terisk, the bill's total WILL account for whatever amount is
         charged for each service.  Since the client may not see the
         descriptions for all the services for which he is being
         charged, he may think that the total amount reflected on
         the bill is incorrect.  Therefore, you should insure that
         whatever end-of-month summaries you use adequately explain
         the charges.

     Sec.5.A.9  Time Entries and Total Charge

          Next, enter the "Time Began".  This is the time at which perfor-
     mance of the service noted above began.  If you wish, you may use "P"
     for "PM" and "A" for "AM".  Under this scheme, 10:05 AM would be
     entered as "1005A" and 2:34 PM would be entered as "234P" (colons
38



     aren't needed).  Alternatively, you may enter times with neither a
     "P" nor an "A", in which case ManageX will assume that any time bet-
     ween 12:00 and 6:59 is "PM", while anything between 7:00 and 11:59 is
     "AM".

          If you want ManageX to pick up the computer's system time, just
     enter "T", instead of the time.  The first time you enter "T", the
     "stopwatch" will begin running -- entering "T" again will stop it.
     The stopwatch may be started and stopped only once per time slip, and
     you may enter "T" (to start and stop it) at any Time item on the
     screen OR at the Service Performer item.

          If a FEE, rather than a service, was entered above, DO NOT
     enter any times, since times should be used only to reflect the per-
     iod during which SERVICES are performed.  Also, if this record is
     merely a continuation of the preceding record, do not enter any times
     if you already entered such times in the preceding record.

          The "Time Ended" is the time at which performance of the service
     noted above ended.  If you do not wish to enter a Time Began or a
     Time Ended, but would prefer to enter just the Time Spent, simply
     press RET for each item you do not wish to enter.

          Once the beginning and ending times have been entered, the "Time
     Spent" on the service will be automatically calculated.  This will be
     multiplied by the Service Performer's hourly rate (or the Max Hourly
     Rate for the case, if applicable, whichever is less) and displayed as
     the TOTAL.  If, for some reason, you wish to reflect an amount of
     time different from what was calculated by the program, (or if you
     skipped the Time Began and Time Ended items) you may enter it at the
     "Time Spent" line.  If you wish to charge an amount different from
     what ManageX has calculated, you may enter any amount you wish at the
     "TOTAL" line.

          If you want to record the time spent on the service, but do not
     wish to charge the case anything for that service, complete the Time
     Began, Time Ended, or Time Spent entry with a ^N (for "no charge"),
     instead of RET.  Doing so will cause "NC" to appear at the end of the
     "Time Spent" line.

          If the case for which you are entering a service is a fixed fee,
     contingent, or retainer case, ManageX will automatically assume that
     you do not want to charge the case for time spent on specific ser-
     vices.  If you wish to overrule this assumption, finish your time
     entries with ^C (for "charge this time"), instead of RET.

     Sec.5.A.10  @ $ [charging rate]

          Whenever you make any changes to a service/fee record, the hour-
     ly rate at which services will be charged is refigured.  A series of
     default rates are used by the program to arrive at the appropriate
     rate for a particular service.  If you wish to enter a special rate
     for this service, you may do so here.  If you subsequently come back
     to edit this record, the rate may change back to one of the defaults
     if you make ANY CORRECTIONS AT ALL to the record.  Therefore, when-
39



     ever you edit/examine a service/fee record, be sure to double-check
     the rate before you move on with F6.

     Sec.5.A.11  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.5.B  (E)DIT A TIME SLIP OR FEE RECORD

          When you choose to (E)dit a record, you will be asked the
     "Mon Yr of file to edit".  Here, you should enter the month and year
     (eg: NOV 87) during which the record (or records) you wish to edit
     were entered.  If the month to be searched happens to be the current
     month, just press RET.

          The next prompt will be "Case Number".  Here, you should enter
     the number of the case whose transaction you wish to find.  If you
     know the exact transaction record number to be edited, you may just
     press RET, without entering a case.

          Finally, ManageX asks for the "Record Number to Begin Search".
     If you just press RET without entering a record number, ManageX will
     show you each time slip or fee record whose case and month of entry
     are the same as those you entered above.  The search will begin at
     the first record in the file.  To go from each record to the next,
     press F6.  To abort the search through the records press ESC.

          If, however, you do enter a record number, ManageX will skip all
     the records before that one, which will be the first shown to you.
     If it happens to be the ONLY one you want to look at, press ESC when
     you have finished with it (ESC causes the search to abort, remem-
     ber?).

          If you enter no "Mon Yr", case, or record  number, the Edit mode
     will abort (unless there happens to be a transaction entered during
     the current month which does not apply to a particular case number).

          When you have finished editing/examining a record, press F6 to
     store it and to move on to the next record for the date you have
     designated (assuming that you have not designated a record number, in
     which case, only one record would be edited).  Pressing ESC will
     cause ManageX to store the record and then to leave the Edit mode
     without going on to the next record.


     Sec.5.C  (H)UNT FOR TIME SLIP OR FEE INFO

         Use these Hunt Gates in a fashion similar to the way they are
     used in the CASES module.


40



          At the end of a hunt sequence, there will be a series of
     hunt totals.  Included in the Hunt Totals are the total charges and
     total time worked.  The totals account only for those records shown
     during the hunt.  Charges and time for other records will not be
     included.  For instance, if you abort a hunt by pressing the ESC key,
     the charges and time for the records which WOULD HAVE BEEN SHOWN (but
     for your having pressed ESC) will not be included in the totals.

          The time totals are broken down into hours charged and hours not
     charged.  The hours not charged are further broken down into various
     categories, most of which are self-explanatory.  The "Other time not
     charged" item may include time for services which were not charged
     because a case's Total Srvc/Fee Max has been exceeded (though the
     "Time not charged that could have been" item will contain most such
     time).  The dollar values assigned to "not charged" items are calcu-
     lated by multiplying each service's time not charged by the standard
     hourly rate (rate level 1) of the employee responsible for that ser-
     vice.


     Sec.5.D  (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 add each new service performed for a case to the first time slip
     opened that day for that case.  If your preference is to keep adding
     to the first time slip, you may use this (Z)ip function to find that
     record quickly when you need to make an addition.

         After pressing `Z', you will be shown a list of up to twenty cases
     with which you have dealt during the day.  Press the letter corres-
     ponding to the one whose time slip you need to amend.

41



     SECTION 6.    DISBURSEMENTS MODULE


          The DISBURSEMENTS module is used for ALL firm disbursements,
     whether or not they apply to particular clients or cases.  Office
     supply purchases and employee salary payments, for example, should be
     recorded in this module, as should all your expenses for the SMITJO1
     case.  Anytime the firm transfers some of its money to someone else
     (or to someone else's account) for ANY reason, that transfer is a
     disbursement which should be entered here.


     Sec.6.A  (M)AKE A DISBURSEMENT

          Press "M" to make a record.  You will be asked to enter the date
     of the disbursement whose record you are about to create.  Be sure to
     use the proper format for entering dates, or use "T" or "S".

          Then ManageX might (or might not, if the program parameters --
     as specified in the "Account Adjustment" discussions in the CUSTOMIZ-
     ING THE PROGRAM section -- do not allow it) ask which account is
     to be debited for the batch of disbursement entries you are about to
     make.  If, for instance, you want sub-account A of the CHECK1 account
     to be debited for the disbursements, enter "CHECK1-A".  Be sure that
     you enter the account NUMBER, not its name.

          If you don't want ManageX to automatically withdraw the disburse-
     ment amounts you enter from a particular account, just press RET to
     ignore the question -- you may always subsequently go to the ACCOUNTS
     module to enter the appropriate withdrawals, if you wish.  See the
     "Check Number and Accounts Adjustments" section below.

          ManageX will then take you into the Edit mode, so that you can
     enter the new record's data.  You may do so in the manner described
     in this manual's preceding sections in their discussions of making
     and editing records.

         NOTE:
               In the (M)ake mode, you may save time by entering "S"
         (for "same as last entry") for any item, such as the Case
         Number or the Description.  "S" will cause the Case Number,
         Description, etc., from the last record just entered to be
         entered again for the current record.

     Sec.6.A.1  Case Number

          The first item you will have to fill in is a "Case Number".  You
     need not make an entry if, for some reason, the disbursement you are
     entering does not apply to a case.  If you do enter a case number,
     ManageX will search the case file for that case.  If such a case does
     not exist, you will be told so.

           You need not enter a Case Number if the disbursement does not
     apply to a case.  If, for instance, you were entering the purchase of

42



     a desk for the firm's offices, you would not charge it to a particular
     case.  ManageX is capable of tracking all your disbursements, whether
     or not they apply to specific cases.

     Sec.6.A.2  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
     and be ready to press the space bar to stop and start the listing.
     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 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).

          If the category you enter does not exist, ManageX will tell you;
     otherwise, a description of the category will appear at the bottom of
     the screen.

     Sec.6.A.3  Payee or Creditor

          "Paid/Owed to" is the next item to be filled in.  Here you
     should enter the name of the person or company from whom you made the
     purchase or to whom you made the payment.  You will have to be brief
     here, since your entry is limited to only a few characters.  If the
     disbursement is a simple advance made directly to a client, enter the
     client's name here if you did not already enter it as part of the
     Disbursement Description above.

     Sec.6.A.4  Disbursement Amount

          Next, enter the "Amount Paid/Owed".  If you do not know how
     much this amount is, just enter zero; you can always come back to
     this record at a later date to enter the correct amount when it be-
     comes known.  An example of this situation would be a long distance
     telephone call which you want to enter now, but for which you will
     not know the charges until you receive the telephone bill in a few
     weeks.  If you enter an amount of zero now, you may subsequently
     change it by using the Edit mode.

          If you want the record to reflect the amount you paid, but do
     not wish to charge the client for the disbursement, complete the
     "Amount Paid/Owed" with a ^N (for "no charge"), instead of RET.
     Doing so will cause "NC" to appear at the end of the entry.

     Sec.6.A.5  Check Number

          If you are paying for the disbursement with a check, you may
     enter the check number.  This is the number of the check (from the
     firm's account) with which the disbursement is being paid.  If you
     have already entered a check number during this batch of disbursement
     entries, you may just enter "N" (for "next"), and the check number
     will be automatically assigned.

43




     Sec.6.A.6  Account Adjustments

          If you are withdrawing money from one of your accounts in order
     to make the disbursement, the withdrawal will have to be recorded
     under the proper account number.  You could do so by going to the
     ACCOUNTS module and entering an appropriate transaction.  ManageX,
     however, saves you some time by allowing you to update the account
     right here, in the DISBURSEMENTS module.

          Now, here's a place where you'll really have to concentrate.

          If you wish to transfer funds from one account to another (and
     ONLY if you have NOT, at the beginning of the disbursement routine,
     already told ManageX which account to debit for this batch of trans-
     actions), press F5 when you have finished making the disbursement
     entry, instead of the usual F6.  ManageX will then ask you to enter
     the number of the account with which you wish to deal.  After
     answering a couple of questions about the transaction with that
     account, you will be asked to enter ANOTHER account number.  If you
     wish to make another account transaction, enter the number of that
     account; otherwise, press RET.

         NOTE:
               If you accidentally press F6, when you had intended to
         press F5, you will not be able to transfer account funds for
         the transaction just entered while you are in the DISBURSE-
         MENTS module.  You will, however, be able to accomplish this
         transfer by going to the ACCOUNTS module, as soon as you have
         the opportunity, and entering the appropriate deposit(s)
         and/or withdrawal(s).

     If the expense category you entered for this disbursement is
     associated with an account number in the M-LBCODE.DAT file (see the
     CODES section of these instructions), there will be no need to press
     F5, as long as, at the beginning of this disbursement routine, you
     indicated the account which is to be debited for the current batch
     of transactions (or if, when ^Customizing the program, you entered
     an account to be automatically credited and debited whenever receipts
     or disbursements are entered -- see the CUSTOMIZE THE PROGRAM section).
     The account indicated in the M-LBCODE.DAT file will automatically be
     credited or debited, as indicated with a plus or minus in the approp-
     riate column of the M-LBCODE.DAT file.  Allowing ManageX to refer to
     the data contained in that file will save you the time you would other-
     wise spend pondering which accounts should be involved when double
     entries are appropriate.  If you're confused by all this, just skip
     this paragraph now and come back when your able to concentrate better.


     Sec.6.B  (E)DIT A DISBURSEMENT

          The editing procedures have been covered under "(M)ake a dis-
     bursement", above.


44



          For a discussion of how to find a specific record, refer to the
     section on editing a time slip or fee in the SERVICES/FEES module
     section.


     Sec.6.C  (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.

          "AdvncChrgd" is the total of disbursements charged to the various
     cases followed by ManageX.  "AdvncNOTchrgd" is the total of disburse-
     ments which were made on behalf of cases, but which are NOT being
     charged to those cases.  "Non-CaseTot" is the total of disbursements
     made by the firm for matters not involving cases.  Examples are the
     firm's electricity bill and rent.

           NOTE:
                An `advance' is any disbursement made on behalf of a
           client.  The reason ManageX follows advances as a special
           category of disbursement is that they may be treated dif-
           ferently, for tax purposes, from other business expenses.

45



     SECTION 7.    ACCOUNTS MODULE


     Sec.7.A  (O)PENING A NEW ACCOUNT

          To open an account, select the (O)pen option from the menu.
     First, you will be asked to enter an account number.  The number you
     assign an account will have a direct bearing upon how easily you are
     able to extract information from ManageX's files.  Please see the
     NUMBERING SYSTEM PROPOSAL section.

          Next, you will have to enter a descriptive name for the account,
     and you will be asked to designate whether this is to be a (C)redit
     or a (D)ebit account.  If you are unsure of its classification,
     enter "-";  otherwise, enter "C" or "D".  In the (H)unt summaries,
     Credit accounts will be treated as negative accounts.  In adding
     up the (H)unt totals, positive Credit account balances will be
     treated as negative, while negative Credit account balances will be
     treated as positive.

          ManageX will then ask whether subaccount A of the new account
     will be used as a retainer account for a case.  If not, answer `N'.
     If you answer `Y', you will be asked to enter a Desired Balance and a
     Minimum Acceptable Balance.  The Desired Balance is the balance you
     would like to maintain in the account (preferably an amount to which
     your client has agreed).  The Minimum Acceptable Balance is the point
     at which you will want to ask your client to replenish his account to
     the Desired Balance.  Assume, for instance, that the account's De-
     sired Balance is $1000 and that its Minimum Acceptable Balance is
     $500.  As you do work for your client, you will be withdrawing money
     from this retainer account.  At some point you will want to ask your
     client to replenish the account to the Desired Balance of $1000.
     This threshold is reached when the account's balance is below $500.
     Whenever a bill is sent to the client, ManageX will check the account
     balance.  If it is below the Minimum Acceptable Balance of $500, the
     bill will contain a request for the amount needed to bring the ac-
     count's funds up to the Desired Balance of $1000.  If the account
     balance is over the Minimum Acceptable Balance when the bill is pre-
     pared, no such request will be made.

         NOTE:
               Subaccount A may be used for ANY type of account.
         Subaccount B may be used for any type, EXCEPT a retainer.
         Always use subaccount A for retainers.


     Sec.7.B  (M)AKING A TRANSACTION ENTRY

          First you will have to enter a transaction date.  Then, you will be
     asked to enter an account number.  After you do so, the program will
     attempt to confirm that the account exists.  If it does, you will be
     allowed to fill in the rest of the transaction data.  If it does NOT
     exist, you will be asked whether you wish to open an account with
     that number.  If not, just press RET.

46




          If you DO want to open a new account, simply press "O".  The ac-
     count record will then be prepared as discussed above in the OPENING
     A NEW ACCOUNT section, and you will be allowed to make your first
     transaction.

          You will be expected to tell ManageX whether this transaction
     affects subaccount A or subaccount B.  ManageX will track both
     subaccounts under the same account number.  Each is tracked separately,
     so the effect is of having two different accounts, both being followed
     under the same number.  Whenever you want to retrieve information
     concerning this account, you will always be told which transactions
     apply to subaccount A and which apply to subaccount B.

          The "Incm/Expns Category" may be entered if the account transac-
     tion you are entering is for income or an expense.  If you do not
     know the correct category, just hit F1 and be ready to press the
     space bar to stop and start the listing of the M-LBCODE.DAT file
     (which, remember, will contain not only categories, but also service
     abbreviations/codes).

          Next, fill in a description of the transaction, if you wish.

          The last item to be filled in is the "Check Number".  If the
     transaction is for a deposit, just enter "D".  If it is for a with-
     drawal without the issuance of a check, enter "W".  If it is for a
     withdrawal accompanied by the issuance of a check, enter the number
     of the check with which the withdrawal from the account will be made.
     Do not enter a check number if the transaction is a deposit (for
     example, if you are depositing a client's check into an account, do
     not enter the client's check number here -- enter "D", for "De-
     posit").  The check number must not be greater than 30000.  Since
     ManageX will try to prevent your withdrawing more from the account
     than is presently contained therein, always be sure to enter a depos-
     it for an account before you attempt any withdrawals.

          If you wish, you may use the same check number on several trans-
     action records.  You might want to do so if you will be using the
     same check to pay for several different categories of expenses.  If
     such is the case, make a separate account transaction for each cate-
     gory and use the same check number for all the transaction records.

          After you have completed the transaction entry, press F6 to move
     on.  Before taking you to the next transaction screen, ManageX will
     ask whether you wish to have the amount entered withdrawn from (or
     deposited to) another account.  If you do not wish to do so, just
     press RET; otherwise, enter the appropriate account number and then
     tell ManageX whether the money is to be withdrawn from (or deposited
     to) subaccount A or subaccount B in the account just designated.
     ManageX will automatically fill out a record for that withdrawal (or
     deposit) and store it on the disk before taking you to the next blank
     transaction record.  You will not see this automatically-created
     record at the time it is created, but do not worry -- it IS being
     created.  As with any other account transaction, you may have it

47



     displayed at any future time either by requesting a (H)unt through
     the transactions made during this date, or by requesting to (E)dit/-
     Examine the transaction.


     Sec.7.C  (H)UNTING THROUGH ACCOUNT TRANSACTIONS

          The (H)unt routine is similar to those found elsewhere in Mana-
     geX.  One distinction is Hunt Gate K, "Hunt by Account #/Cat".  If
     this item is "NO", the transactions will be listed in the order in
     which they were entered into the file, regardless of which account or
     income/expense category is affected by each.  If this item is "YES",
     the transactions will be listed in blocks, each block corresponding
     to an account or income/expense category.  If you want to see all the
     checks and other transactions dealing with each account and income/-
     expense category grouped together, press "K" to make this item "YES".
     If Hunt Gate K is "YES", the hunt will take considerably longer than
     would be the case if it were "NO".

          Each hunt will end with a listing of the account balances.  If a
     balance is enclosed inside left and right carets, "<" and ">", it is
     a Credit account balance.  For reporting purposes only, ManageX treats
     Credit accounts as negative Debit accounts.  Hence, Credit account
     balances that are negative will be ADDED to the total, while positive
     ones will be SUBTRACTED.  Accounts that are neither Credit nor Debit
     will be treated as if they were Debit accounts in this totaling.


     Sec.7.D  (^O)MITTING ACCOUNTS

          Accounts are omitted by selecting the (^O)mit option in the
     ACCOUNTS MENU.  The two-step omission process is similar to that
     found in the EMPLOYEE and CASE modules, but the tagging takes place
     directly from the menu, not in the edit mode.


     SEC.7.E  ACCOUNTS AND CATEGORIES

          Remember that ManageX draws a clear distinction between an
     account and an income/expense category.  An account is an actual
     body of money.  It is the value of an account that is affected
     by a receipt or expenditure.

          A category, on the other hand, is, just as name implies, simply
     a type of expense or income.  It is NOT a body of money, but the
     transaction involving it may affect such a body (account).  For
     instance, a rent payment might fall into an expense category called
     "rent", but the actual body of money affected is probably the
     "checking" account.  Of course, you might also have an account called
     "rent", but that coincidence should not cloud the distinction between
     the body of money called "rent" and the type of expenditure called
     "rent".   ManageX will, for any period of time, track the total value
     of transactions involving each income and expense category, but it
     does not collect those figures into an "account".

48




                         -- IMPORTANT!  IMPORTANT! --

          Establishing a complete "chart of accounts" with ManageX involves:
     1) opening the actual accounts in the ACCOUNTS module; and 2) entering
     a list of income/expense categories in the M-LBCODE.DAT file (see the
     CODES section of these instructions).

49



     SECTION 8.    RECEIPTS MODULE


          There are few significant differences between this module's
     operation and any other modules'.  If you need help with any of this
     module's features, please refer to descriptions of comparable ones in
     the previous sections of these instructions.  If you don't know what
     an advance (as displayed when (M)aking a receipt entry for a case) is,
     see the end of the DISBURSEMENTS MODULE section.

50



     SECTION 9.    BILLS

          The preparation of bills is begun by pressing "B" when the MAIN
     MENU is being displayed.  Bills should be sent on a monthly basis.


     Sec.9.A  OVERVIEW

     Sec.9.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.

     These components are printed, one after the other onto each client's
     statement.  The format of the statements permits the use of 8-1/2" by
     11" paper, single sheets or formfeed.  Almost any modern printer may
     be used.  All statements should be printed at a pitch of 10 char-
     acters per inch.

     Sec.9.A.2  Billing Formats

          You select each case's billing format by (M)aking or (E)diting
     that case's record (in the CASE module).  The seven formats are all
     similar to each other, differing mainly in the amount of service/fee
     information provided.  Format 2 is the least informative, while for-
     mat 6 is the most.

          There is also format 1, which is essentially similar to format
     2, but which automatically inserts an asterisk before each service
     description entry, so that the service will not be described on the
     bill.  At the time that each service description is entered, this
     asterisk may be erased if you want the service to be shown on the
     bill.  Remember, asterisks prevent everything but the amount from
     showing on the bill (and the amount is reflected only indirectly, in
     the totals).  Format 0 is identical to 1, except that, in addition to
     automatically inserting an asterisk before each SERVICE description
     entry, the program will also precede all DISBURSEMENT, RECEIPT, and
     ADJUSTMENT (but not ACCOUNT) descriptions with asterisks.

          Each format includes a salutation and signature block, unless
     the format number ends with a minus.  For example, "6-" would not
     include a salutation and signature block, while format "6" would.

          It is suggested that, before you do any actual billings, you
     test each billing format, to see which you prefer.  Do a FICTIONAL

51



     client's bill for the current month (be sure you've entered some
     fictional services, disbursements, and receipts).  Then go to the
     CASE module and (E)dit that client's case, in order to change the
     billing format.  Then do another bill.  Repeat the process until you
     have collected several printouts of the different billing formats
     (2 through 8, and 2- through 8-).  File them for future reference.
     Doing these practice bills will also allow you to see how you like
     your return address, opening & closing paragraphs, and signature
     blocks.

     Sec.9.A.3  Return Address File (M-RETADD.LTR)

          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.  This file should, of course,
     contain the firm's return address.  It 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 (selected by you at the time
     the statements are prepared), 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).  The statement date will begin in
     the same column as top line of the return address, if the M-
     RETADD.LTR files exists; otherwise, it will appear at the right mar-
     gin.  If the format chosen for the case whose bill is being prepared
     ends with a minus (eg: "6-"), 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.  Also included will be portions of the case record's
     Miscellaneous data IF the first line of that data begins with a plus
     sign (see the Miscellaneous discussion in the CASE MODULE section).

     Sec.9.A.4  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". M-
     BLOPEN.LTR is included with the ManageX program as an example.  You
     may modify it with your 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

52



     of all services, fees, disbursements, income, etc., pertaining to the
     case whose statement is being prepared for a certain month.

          If you do not want an opening paragraph printed on your state-
     ments, erase the "M-BLOPEN.LTR" file from your hard disk.

     Sec.9.A.5  Closing Statement

          The closing portion of the bill should include any remarks you
     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 is "M-
     BLCRDT.LTR".  These files are included with the ManageX program as
     examples.  You may modify them with EDIT.COM to suit your purposes.

          If you do not want a closing paragraph printed on your state-
     ments, erase the appropriate ".LTR" files from your hard disk.

     Sec.9.A.6  Signature Block

          The signature block portion of the bill also requires a file
     created by EDIT.COM.  The file name must be "M-SGNxxx.LTR", where
     "xxx" are the employee's initials.  For example, Fred W. Tanner's
     signature block file would be "M-SGNFWT.LTR", while Jerry Formy's
     would be "M-SGNJF.LTR".  The initials used must be consistent with
     the names and middle initial entered into each employee's record
     (in the EMPLOYEE module).  "M-SGNSS.LTR" (for employee Sam Snort)
     is included with the program as an example.

          If you do not want a signature block printed on your statements,
     erase the appropriate "M-SGNxxx.LTR" files from your hard disk.

     Sec.9.A.7  Summary Sheet

          If a master record has any subordinates, the bills for the mas-
     ter and its subordinates will be prepared, one after the other, be-
     fore bills for any other cases are done.  After each master's series
     of bills is printed, a summary sheet for all its cases will also be
     printed.  It will list the amount due (or credit) for each case as-
     signed to the master and will show a grand total.  Either you may
     append this sheet to the back of all the bills sent to the client
     whose master and subordinates have just been prepared, or you may use
     it as a cover sheet for those bills.


     Sec.9.B  PREPARING A BILL

     Sec.9.B.1  Actual Mailing or Pre-Mailing

          The first thing ManageX will ask you when you opt to prepare

53



     a bill will be whether you wish the statement prepared to be an
     "(A)ctual Mailing or (P)re-mailing Statement".  Pre-billing state-
     ments are based upon billing format 6 (the most informative), but
     they also contain some extra information not found in their Actual
     Mailing counterparts, such as the record number of each transaction
     included in the statements.  You may use this record number to quick-
     ly locate any record that needs to be altered before an Actual Mail-
     ing takes place.  If, for instance, disbursement record 34  contains
     erroneous information, you may change it by editing that record in
     the DISBURSEMENTS module.

     Sec.9.B.2  Date of Statement and Month of Bill

          ManageX will ask you to enter the date you wish to appear on the
    statement.  Then, you will enter the "Month to be billed".  For ex-
    ample, if you are preparing January 1987's bill, you should enter
    "JAN 87".

          NOTE:
               If some of the cases whose bills you will be preparing
         have billing intervals of more than one month, those bills
         will be prepared only if they are due during the month spec-
         ified above.  Therefore, be sure that the month you specify
         is in the LATEST month which you want included in the bills
         prepared.  If a bill is due during that month, it will cover
         all months since that case's last bill was sent.

               If the last bill was prepared during the middle of the
         month whose bills you now want prepared, the new bill will
         cover that entire month (not just the portion of the month
         which was not already billed), as well as subsequent months.

               If a bill is not due for a case whose billing interval
         is greater than one month, that case will be skipped for
         billing purposes, and no bill will be prepared.  Case skip-
         ping occurs only in the Actual Mailing billing mode.  Pre-
         billing statements, however, may be prepared for any case,
         for any month, at any time.  You may also force ManageX to
         prepare a case's Actual Mailing bill if you designate its
         Case Number on the billing Hunt Gates screen.

          Try not to prepare a case's bill for a particular month if there
     is any likelihood that more work will be done for that case during
     that month.  For example, resist sending the January bills on 19
     January if you are likely to do any more work during January.  If you
     were to provide some services between the 19th and the 31st, you
     would have to re-prepare January's bills in order to advise your
     clients of those services.  Those services will NOT appear on your
     February bills if January has already been billed (though January
     services WILL appear on February bills if January has NOT been billed
     yet).  The only exception to this advice against billing for partial
     months is that you may consider such a bill for a case if you will
     not be doing any more work for that case during that month (as would
     be true if the case were completed).

54




          It is recommended that you establish a routine whereby you reg-
     ularly prepare each month's bills at the beginning of the following
     month (ie: send January's bills sometime in February).  If you stick
     to this routine, your billing will run easily, without your having to
     worry about the various caveats contained in this discussion.  If you
     resist the temptation to alter this routine in what you might consi-
     der "special" circumstances, you will keep your billing procedures
     uncomplicated and smooth.  In those few instances when you MUST pre-
     pare a bill at an unusual time, you can feel confident that ManageX
     will follow your wishes.  But, for the sake of keeping your internal
     office procedures as simple as possible, strive to do ALL your bill-
     ing on a regular basis.

     Sec.9.B.3  Hunt Gates

          Finally, a familiar Hunt Gates screen will appear.  You use
     these gates, just as you do in other modules of the program, to sel-
     ect the cases for which you want statements prepared.  For example,
     to hunt only those cases whose last payments were before 22 January
     1987, select item D and enter "22 JAN 87".  However, the first time
     you do your billing each month, you should leave the Hunt Gates ex-
     actly as they are initially set, so that you will insure ALL CASES
     DUE FOR BILLS WILL BE BILLED.

          When the Hunt Gates initially appear, they will be set to make
     ManageX prepare a bill for EVERY case due one.  A case is considered
     due for a bill if:  1) the number of months established as its Bill-
     ing Interval (in the CASES module) have elapsed since the last bill
     was sent; and 2a) that case has had some activity since its last bill
     was sent, or 2b) you are due some money for that case.  A case will
     also be billed, even if no activity has occurred since a case's last
     bill, if nine or more months have elapsed since that bill was sent.

           NOTE:
                 No case for which you are owed money should go
           unbilled more than nine months.  To allow a longer lapse
           would risk the loss of balance-forward data.  ManageX has
           a feature which is designed to automatically prepare a bill
           for each case that has gone that long without a bill
           (assuming that the client still owes you money).  However,
           there are ways you might accidentally cause this protection
           to be defeated.  Therefore, YOU must insure that nine months
           never elapse between any case's bills.

          IF YOU WANT ALL CASES DUE BILLS TO ACTUALLY HAVE BILLS PREPARED,
     DO NOT CHANGE THE HUNT GATES THAT INITIALLY APPEAR.  ALWAYS MAKE A
     PRACTICE OF PREPARING BILLS FOR ALL CASES DUE THEM AT LEAST ONCE A
     MONTH.

          If you do not want the statements printed, but would prefer to
     see them on the screen, press ^P (the print toggle) JUST BEFORE pres-
     sing F6 to begin hunting for cases to be billed.  Differing from most
     other modules, the print toggle in this one is initially ON.

55




     Sec.9.B.4  First Case to be Prepared

          After you press F6 to begin the hunt, you will be asked to des-
     ignate which case is to be prepared first.  ManageX initially assumes
     the first one in the file, but you may change this assumption by
     entering the Case Number of the case with which you wish to begin.
     In most cases, you should simply press RET to ignore the prompt (and
     allow ManageX to stick with its assumption).  But occasionally, you
     will want to start somewhere other than at the beginning of the file.

     Sec.9.B.5  Aligning the Paper

          You will next be asked to align the paper in the printer.  You
     should make sure that the print head is one inch below the top of the
     first sheet of paper.  Even if you are using letterhead, you must
     follow this instruction (one inch below the PAPER TOP, not below the
     letterhead).   If you are using letterhead, though, you should have
     told ManageX, in the CUSTOMIZING THE PROGRAM section, how many
     lines there are to the bottom of the letterhead printing.


     Sec.9.C  PRE-BILLS

          The top of a pre-bill will show selected items reflecting the
     case's current status.  Such items include the current balance, which
     may differ from the final balance shown at the bottom of the bill
     (since the end of the month being billed will probably be earlier
     than the current date).  The pre-bill will also contain a reference
     to the record number of each item reflected thereon.  If you need to
     change an item, you will know exactly which record to edit before the
     actual bill is sent.

          The bottom of the pre-bill may contain a reminder ("Apply ...
     ___") to apply funds in the client's acct A or acct B to his debt.
     The reminder may also be to the effect that you should consider
     charging the client the agreed upon fixed or contingent fee or to
     charge the client interest.  If you wish to apply the funds about
     which you are being reminded, put a check mark in the blank space, so
     that your secretary will know that an appropriate record needs to be
     entered before the Actual Mailings are prepared.  For instance, if it
     were now time to charge the client the agreed-upon fixed fee, you
     would check "Apply Fixed Fee ___".  Your secretary would then know
     that she has to make a service/fee entry for that case in the amount
     of the fixed fee before the Actual Mailing for that case is prepared;
     otherwise, the fixed fee will not be charged.

          A pre-bill will show ALL the pertinent data for each transac-
     tion, even though the actual bill prepared for the same case may be
     prepared in a less detailed format and may have some information
     suppressed or expanded.  Abbreviations MAY appear as such on pre-
     bills, but actual bills will spell out the items being abbreviated.
     Actual bills will not show items intended to be hidden, such as items
     whose descriptions begin with asterisks, but pre-bills will may them.

56



     The pre-bill is not intended to be a perfect reflection of the actual
     bill, but rather an informative tool to help you review what has been
     done during the period being billed.


     Sec.9.D.  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 (and any other
     succeeding month's) bill again, will all beginning and ending balances
     become consistent again.

57



     SECTION 10.   ADJUSTMENT MODULE

          This module is used to enter write-offs and other bill-refining
     adjustments.  Adjustments are entries which you want to be included
     in bills, but which do not fall under any of the more specific clas-
     sifications recognized by ManageX (services/fees, receipts, and dis-
     bursements).

          To enter the ADJUSTMENT module, press "W" (for "Write-off or
     other Adjustment") while you are in the MAIN MENU.  When the
     ADJUSTMENT MENU appears, select "M" to create the adjustment record.

          You will be asked the adjustment's effective date, and then you
     will be shown a screen of items to be filled in.  All are self-ex-
     planatory, with the exception of "(W)rite-off or (C)harge".  If the
     adjustment amount is to be subtracted from a client's bill, you
     should press "W", since your intention is write it off.  If, instead,
     you wish to add to your client's debt, press "C", since you intend to
     charge him more than he would otherwise owe.

58



     SECTION 11.   CODES, AREAS OF BUSINESS, NUMBERING SYSTEM


     Sec.11.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.11.A.1  Income/Expense Category Numbers

          If you are using a line for an income or expense description,
     the next-to-last item (beginning at column 33) may 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.11.A.2  Optional Category Levels

          There may be up to four levels of income and expense categories.
     The first is the income-expense distinction mentioned above ("E-" for
     expense, "I-" for income).  The next level is designated by a des-
     cription (the second item in each line, remember?) containing ONLY
     capital letters.  The level following that one must have at least one
     letter of the description capitalized, but NOT ALL the letters.  And
     the last level must not have ANY capitalized letters.  Take a look at
     the M-LBCODE.DAT file, as provided by Integra, to see examples of
     these category levels.

59




     Sec.11.A.3  Optional Account Numbers

          The last item is reserved for account numbers, may be up to
     twelve characters long, must be preceded by a plus or a minus, and
     must be ended with either "-A" or "-B" (for a total of fifteen char-
     acters, beginning in column 43).  The account whose number you enter
     here is the one you want ManageX to automatically debit or credit
     whenever a transaction involving a certain expense or income category
     is made.  Begin the account number entry with a plus ("+") if you
     want a DEPOSIT to be automatically made to that account.  Begin it
     with a minus if you want a WITHDRAWAL.  You must end the account
     number with either "-A" or "-B", depending upon which sub-account you
     wish to be affected.

          Assume, for instance, that you will always want your "RCVBL"
     (receivables) account to be debited whenever you receive a payment
     falling into income category I-1001.  Beginning at column 43 of the
     line where category I-1001 is described, you might enter "-RCVBL-A".
     The minus sign indicates that you want your I-1001 category receipts
     to be WITHDRAWN from the account whose number (not account NAME) is
     RCVBL.  The "-A" indicates that you want subaccount A (not B) to be
     affected by the transaction.

          VERY IMPORTANT: Remember that the account number you enter in
     this last item is only for the transaction which will BALANCE the pri-
     mary account transaction (which, in the case of a receipt, will be a
     deposit to some account, probably your checking account, and, in the
     case of a disbursement, will be a withdrawal, probably also from
     your checking account).  The primary account will be entered AT THE
     TIME you begin making your batch of disbursement or receipt entries,
     or it will have been set in the CUSTOMIZING module (please read the
     CUSTOMIZING THE PROGRAM section, beginning with Sec.1.B.1.i).

     Sec.11.A.4  Optional Service Rates

          If a line is being used for a SERVICE, rather than a disburse-
     ment or receipt, the last item (beginning at column 43) may be a
     charge rate for that service.  You may enter a TmKeepr Hourly Rate
     Level by entering "L" and the number of the rate level at which the
     service will be charged.  For example, to charge the service at each
     employee's rate level 1, enter "L1" at column 43.  To charge a flat
     rate, rather than a fee rate level, enter the hourly rate, preceded
     by a "$".  For example, if the service is to be charged at $70 per
     hour, regardless of who does the work on it, enter "$70" at column
     43.   If a line has a charge rate at the end, that rate will be
     charged for any service whose Description (entered in the SER-
     VICES/FEES module) BEGINS with the corresponding abbreviation.  The
     charge rates contained in this file take precedence over any that
     would otherwise apply to a rendered service IF (and only if) the
     service Description BEGINS with the abbreviation to which the charge
     rate applies.



60



     Sec.11.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 and must end with a carriage RETurn.  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.  In EDIT.COM, select the (O)ther
     option, and enter "M-LBAREA.DAT" as the name of the file to edit.


     Sec.11.C  NUMBERING SYSTEM PROPOSAL

          The best numbering system is one that allows you to easily re-
     member each case or account number.  It is recommended that such a
     number consist of the first four or five letters from the client's
     last name and the first two or three letters from his first.  Under
     this system, the case number for the first case you handle for John
     Smith would be SMITJO1.  Mr. Smith's second case would be SMITJO2.

          Also decide upon a consistent pattern for numbering your accounts.
     It is recommended that you begin the number of each account belonging
     to the same class of accounts with the same short alphanumeric se-
     quence.  For instance, you could begin all accounts pertaining to the
     firm's assets with "A-" (eg: "A-BIGSOFA").  You could start the num-
     bers of all accounts payable with "P-" (eg: "P-AT&T").  All client
     accounts (such as trusts and retainers) could begin with "C-"
     (eg: "C-SMITJO1"), and so, on.

          If you follow a consistent pattern in numbering accounts, you
     will be able to sort through your records during (H)unts for partic-
     ular categories of accounts.  To find all records pertaining to ANY
     asset, for instance, you would define the Account Number Hunt Gate as
     "A-".  When you pressed F6 to begin the hunt, ManageX would find all
     records pertaining to the A-BIGSOFA, A-TYPWRT#1, A-CHAIR#1, etc.,
     accounts, but it would not find anything on the C-SMITJO1 account.
     Of course, if you had carelessly named a client account something
     like "C-SMITPA-1", it would also be picked up in the hunt for phys-
     ical asset account information, since it would also contain the char-
     acter sequence, "A-".  Try to limit the use of hyphens and other
     delimiters (such as "/",":", and ",") to character sequences at the
     beginning of account numbers.

          You may establish sub-categories of accounts.  If, for instance,
     you wanted furniture to be a subcategory of assets ("A-", remember?),
     you could begin all such accounts with "FA-" (where "F" is for "fur-
     niture" and "A" is for "assets").  Equipment might be in the  "EA-"
     category.  A hunt for all accounts containing "A-" would find FA-
     BIGSOFA, FA-CHAIR, EA-TYPWRT#1, and A-GENERAL, among others (since
     each of those "numbers" contains "A-").  But if you wanted to hunt
     for only "FA-" accounts, then only the FA-BIGSOFA and FA-CHAIR ac-
     counts would be found.

61



     SECTION 12.   USING MANAGEX WITH OLD CASES AND ACCOUNTS


          If you intend to use ManageX with cases or accounts that were
     opened before you obtained ManageX, you will have to enter their data
     into ManageX's files.  You should set up the records for these ac-
     counts and cases in the same manner as for your new ones.  Like-
     wise, you should enter transactions just as you do with your new
     ones.  Treat them in every respect in the manner that you treat
     your new accounts and cases, except as described below.

          Normally, when ManageX prepares a bill, it will include a bal-
     ance brought forward from the preceding month.  However, when you
     FIRST BEGIN using the program, its data base will contain no informa-
     tion about what the balance was at the end of the last month (or ANY
     information at all, for that matter).  The first transaction you
     enter for each case, therefore, should be an ADJUSTMENT.  If the
     client owes you money, the adjustment should be a CHARGE; if you owe
     him money, it should be a WRITE-OFF.  In either case, the adjust-
     ment's description should be something like, "Balance prior to compu-
     terized billing."  The first bill prepared will contain this adjust-
     ment, instead of the usual "balance-forward" line (which will be
     found on subsequent bills).

          Previously-opened accounts also need to be opened with ManageX.
     Go to the ACCOUNTS module and (M)ake a deposit for each such account.
     When ManageX says that that account does not exist, press "O" (to
     Open the account).  Then enter a deposit in the amount of the current
     account balance.  That's all there is to it.  If, for some reason,
     there is a negative balance in an account, you will have to enter it
     as a withdrawal (and elect to "(^W)ithdraw anyway" when ManageX tells
     you that the maximum withdrawal allowed is zero).

62



     SECTION 13.   MESSAGES

          Following are many of the messages which ManageX may give you.
     Only the least obvious messages are included, and they are arranged,
     as well as possible, in alphabetical order.

     Sec.13.A  "Aborting because [hard disk] is full"

          There is no more room on the hard disk for the information that
     ManageX is attempting to write to it.  Therefore, the attempt to
     write that data has been aborted.  Whatever new record or file data
     has just been prepared has been lost because there is no place to
     store it.

          Your problem is that you have too much information on the hard
     disk.  The solution is to remove that information which is no longer
     needed.

          More likely, you have allowed a build-up of unneeded data which
     should have been omitted long ago.  Look through your case records.
     Do you really need to continue tracking all of them?  If not, omit
     those you no longer need to follow.  Of course, you should make sure
     that you have archive copies of all data before you omit them.  Also
     check your accounts and employee records, omitting those which are no
     longer needed.

          If you feel that you cannot omit any ManageX data, you should
     exit the program and review files kept on the hard disk's other
     subdirectories.  Perhaps some of those files can be transferred to
     archive floppies and then deleted from the hard disk.

     Sec.13.B   "Acceptable master record [number] does not exist"

          You have attempted to assign, as a masterRcrd, a case which does
     not exist on the hard disk.  Before you subordinate any case to a
     masterRcrd, you must first have created the master.

          If you are attempting to set up a "client" record, it will act
     as its OWN master.  Therefore, its masterRcrd and Case Number must be
     identical.  Then, when you set up that master's subordinate cases,
     each will have its own individual CASE number, but you will assign
     each a masterRcrd number identical to THIS record's masterRcrd num-
     ber.

     Sec.13.C  "Account [account #] is not on disk -- (O)pen it or RET"

          You are trying to make a transaction for an account that does
     not reside on the hard disk.  If you need to open a new account in
     order to make the transaction, press "O".  If you do not want to open
     the account, just press RET.

          This message may also occur for an account which DOES exist, if
     that account has not yet been assigned a name.  Use the (E)dit option
     in the ACCOUNT menu to rename the account.

63




     Sec.13.D  "Account, other than...to be credited/debited"

          While (M)aking a disbursement or receipt, you have not selected
     a category that causes ManageX to make an automatic account trans-
     action (by listing an account number in the M-LBCODE.DAT file on the
     same line as the category number).  However, you have the program
     customized to expect two accounts to be designated for deposits/with-
     drawals whenever a receipt or disbursement is entered.  One such
     account has already been provided.  ManageX simply needs to know the
     second.  If you don't want to bother with a double entry, just press
     ESC.

     Sec.13.E  "Are there cases subordinate to this one (if so, do not
                omit)?"

          You should not omit a master that has a subordinate case.  To do
     so could cause those subordinates to be overlooked in some searches
     through the case file.

          If you are not SURE that there are NOT subordinates to the case
     you are trying to omit, answer "Y", and the omit tagging routine will
     be aborted.  You may then find out whether there really are such
     subordinate cases by (H)unting for all cases with the masterRcrd
     number in question.  If you still want to omit that master record,
     you should first assign a different masterRcrd number to its subor-
     dinates (in which case the FIRST of the present master record's sub-
     ordinates must be the new master).

     Sec.13.F  "Cannot prepare such an early bill for [case name]"

          You are attempting to re-prepare a bill that was originally
     prepared quite long ago.  ManageX does not have enough stored infor-
     mation to allow you to do so.  Generally, you may re-prepare a bill
     that was originally sent as long as about a year ago, but this factor
     may vary, depending upon how many times you have prepared Actual
     Mailings for the case.

          You may not re-prepare the bill.  Just press RET to skip over
     the case and proceed.

          This message will sometimes appear if you attempt to prepare a
     case's bill for a period earlier than the earliest data available for
     that case.

          The message will also sometimes appear if you attempt to prepare
     a bill for a period beginning more than about 10 months ago.  ManageX
     will not prepare such old bills.

     Sec.13.G  "Case not on disk ... "

            There are two possible causes of this message.  The first is
     that the case number you have just entered cannot be found on the
     hard disk.  If you inadvertently typed in the wrong number, you

64



     should redesignate the case.

          The second possible cause of the message is that a transaction
     has been encountered which refers to a case not on the disk.  This is
     probably a case which has been omitted from the CASES file, but which
     still has transactions which have not been omitted.  Just press RET.

     Sec.13.H  "Category [category #] has no automatic account..."

          An automatic account transaction has already been made for the
     account whose number you entered when you began this batch of dis-
     bursements or receipts.  The amount of the transaction is the amount
     of the latest disbursement or receipt just entered.  However, no
     balancing account entry has been made for double-entry purposes.  The
     reason for this is that the line of the M-LBCODE.DAT file that con-
     tains the category number shown does not also have an account number
     item.  If you are interested in keeping your books balanced, you must
     go to the ACCOUNTS module and enter a transaction which balances the
     one just made for the account which you entered when you began this
     batch.

          If the category number shown is zero, then you included no cate-
     gory number for the disbursement or receipt entry just made.  If
     you want balanced books, you must still go to the ACCOUNTS module and
     make an entry for some account which balances the one ManageX has
     just made for the account entered when you began this batch.

     Sec.13.I  "Desired Account Balance: ... Actual Balance: ... "

          You have made an entry which has brought the retainer account
     balance below the Minimum Acceptable Balance set when you opened the
     account.  ManageX is just reminding you of this fact.  You might want
     to request that your client send a payment to bring the account's
     balance up to the Desired level.  If no such payment is made before
     the next bill, ManageX will automatically include such a request on
     the bill.

     Sec.13.J  "End of file reached..."

          This message means that the end of the file through which a
     search is being conducted has been reached.  If you were looking for
     a particular record, and it did not show up before the file end was
     reached, double-check your parameters (or gates) for the search.
     Make sure that you are checking the appropriate date range and that
     you are in the appropriate module.  If you are searching for a spe-
     cific record in either the ADJUSTMENT or the RECEIPTS module, and you
     cannot locate it, try the other module (adjustment and receipt re-
     cords are kept in the same file).

     Sec.13.K  "First case to be processed (if not the first one in the
                file)"

          This message occurs whenever you are preparing bills for ALL
     cases in the file.  You would normally elect to begin the bill pre-

65



     paration with the first case in the file.  To do so, just press RET.
     If, however, you wish to start with a case other than the first one,
     you may enter its number here.  This feature is handy if your printer
     has malfunctioned in the middle of bill preparation.  When the prob-
     lem is fixed, and you are ready to resume the bill preparation, you
     would not want to start all over.  You would just enter the case
     number of the case where the malfunction occurred, and ManageX would
     begin the bill preparation with that case (or with its masterRcrd).

     Sec.13.L  "Improbable date, since..."

          Today's date cannot fall before the month in which fell the last
     date that ManageX was used.  It also cannot fall beyond 28 days fol-
     lowing the last date used.  To allow such anomalies could cause
     ManageX's file updating procedure to produce errors.  You must
     insure that files are created for every month that ManageX has been
     in use.  If more than 28 days really HAVE elapsed since the last use,
     you should first enter a date falling within that 28-day period.  This
     will allow files for that month to be created and updated, even though
     you may not intend to make entries into them.

     Sec.13.M  "IO error"

          Error F0 -- There is not enough disk space for the file you are
     trying to make or expand.

          Error F1 -- You have probably designated a disk drive that does
     not exist.  If the program has aborted, re-enter it, and try your
     entry again.  Another possible problem may be that you have too many
     files on your disk.  If this is the case, you will have to eliminate
     some of them (but be sure to make archive copies first).

     Sec.13.N  "[date] is an unacceptable date"

          You have used the wrong format for a date entry, or the date you
     have entered is out of ManageX's acceptable range.  Try using the "Da
     Mon Yr" format (eg: enter 15 December 1987 as "15 Dec 87") or the
     "Mon Yr" format ("Dec 87").

     Sec.13.O  "Master record [number] does not exist"

          The case you have specified for this service or fee refers to
     a masterRcrd which does not exist.  You have probably omitted that
     masterRcrd from the hard disk.  Do not continue with this service or
     fee entry until you find out what happened to that masterRcrd.  Just
     press F6 and then go to the Case (E)dit mode to see if you can find
     the case number specified as being missing.  If you cannot find it,
     you will have to (M)ake it or change the reference to it in each case
     record which refers to it as a master.

     Sec.13.P  "Maximum withdrawal: [amount] -- press RET or (^W)ithdraw
                  anyway"

          You have attempted to withdraw more from an account than is

66



     contained therein.  ManageX is reminding you that doing so will result
     in a negative balance.  If you wish to withdraw the amount anyway,
     press ^W; otherwise press RET.  The account's current balance is
     displayed as the amount.

     Sec.13.Q  "month is wrong"

          You have entered a date containing a month which does not exist.
     Make sure that you use only the first three letters of the month's
     name.

          Alternatively, you have entered a date for a month whose files
     are not open.  Go back to a menu and again start the procedure which
     resulted in the message.

     Sec.13.R  "No Paper writing device PRN"

          This message is from DOS, not ManageX.  Make sure that your
     printer has paper and that it is set to print.  Then press "R" (for
     Retry).

     Sec.13.S  "No such code"

          This message is caused for one of two reasons.  First, you may
     have just entered a backslash, which causes ManageX to look for an
     abbreviation.  If an abbreviation matching the characters just pre-
     ceding the backslash is not found, this messasge will occur.

          Second, you may have entered an expense or income code that does
     not exist.

     Sec.13.T  "Retainer limit ... Billable+NonBillable this month ..."

          This note reminds you that this service or fee will cause the
     total service/fee charges for the month to exceed the monthly re-
     tainer limit set in this case's record.  Since the limit has been
     exceeded, you are free to charge the client for your work.  If you
     wish to charge the case for this transaction, you should enter the
     amount to be charged and finish the entry with a ^C (for 'charge')
     instead of the usual RET.

     Sec.13.U  "See Statement Re-preparation Instructions"

          You must re-prepare bills for months subsequent to the month
     just billed.  See "Statement Repreparation" in the BILLS section of
     these instructions.

     Sec.13.V  "(T)ag an account for omission, or (O)mit tagged accounts"

          You have pressed ^O while in the TRUST MENU.  ManageX now needs
     to know whether you wish to tag a single account for future omission
     or whether you wish to actually omit all the accounts previously
     tagged for omission.


67



     Sec.13.W  "That Code is not assigned"

          You have attempted to designate an employee code that has not
     been assigned to an employee.  Make sure that your employee file
     contains an employee with that code.

     Sec.13.X  "That record is not in [MonYr] [record type] file"

          You have designated a record number greater than the largest one
     in the file.

     Sec.13.Y  "The master record cannot, itself, have a masterRcrd"

          You have attempted to assign to a case a masterRcrd which, it-
     self, looks to yet another record as its master.  This is not al-
     lowed.  A record which is, itself, subordinate to another may not be
     a masterRcrd.

     Sec.13.Z  "This item cannot be changed..."

          Certain items may not be changed in the Hunt mode.  Try making
     the change in the Edit mode.  Even in the edit mode, though, there
     may be an item that cannot be changed, in which case the only re-
     course is to negate the effect of that record by (^O)mitting it and
     then (M)aking a new one with the proper data.  In particular, you may
     never change a Case Number in the CASES MODULE.  To allow you to do
     so would potentially leave "in limbo" several transactions (services,
     disbursements, etc.) that had been linked to that case.

     Sec.13.AA  "TO DATE: Srvc/Fees ..."

          This message appears at the bottom of the screen when entering a
     service or fee.  You are being told some of the TOTALS accumulated TO
     DATE (not including the record presently being entered) for this
     case.  This status report may be useful for determining whether you
     wish to charge the client for the service you are currently entering.

     Sec.13.BB  "To Depst/Wdrw this [amount] to/from ANOTHER acct..."

          If you wish to keep your books balanced, you will want to make a
     transaction entry to balance the one you have just made.  If so, enter
     the account to be affected by the balancing transaction, and then an-
     swer the next questions that appear on the screen.

          This prompt (and your answer to it) will keep you from forgetting
     to make balancing transactions.  If you don't care about making such
     an entry, just press RET when this prompt appears.

     Sec.13.CC  "Too many records in [file type] file"

          The record you are attempting to create would take the total
     number of records of that type over the maximum which ManageX can
     follow.


68



     Sec.13.DD  "Too many accounts; omit unneeded ones -- press RET"

          The account you are attempting to create would take the total
     number of accounts over the maximum which ManageX can follow.  You
     should press RET and then tag for omission all accounts which are no
     longer active.  Then you should (^O)mit the tagged accounts from the
     ACCOUNTS MENU.

     Sec.13.EE  "Total Srvc/Fee Max: ... To date: ... This charge adjusted
                to"

          The service or fee you have just entered brings the total ser-
     vices and fees charged to this case over the "Total Srvc/Fee Max"
     established in the this case's record.  In order to prevent this
     maximum from being exceeded, ManageX has adjusted the charge for this
     service or fee to the greatest amount which will not cause the maxi-
     mum to be violated.  If you wish to override the program's automatic
     protection against accidental overcharging, you may do so by enter-
     ing the amount you wish to charge and ending the entry with a ^C (for
     'charge') instead of the usual RET.  If you wish to change the "Total
     Srvc/Fee Max" for this case, you will have to go to the CASE module
     and edit this case's record.

     Sec.13.FF  "Write fault error writing device PRN -- Abort, Retry,
                  Ignore"

          This message is given by DOS, not by ManageX.  You are being
     told that the computer is trying to send something to the printer,
     but that the printer, for some reason is not accepting it.  You are
     offered the three choices of Aborting, Retrying, and Ignoring.

          Insure that your printer is on, that paper is inserted, and that
     it is properly set to print.  Then press "R" (for Retry).  The compu-
     ter will again try to send the data to the printer.  If the same
     message reappears, recheck your printer setup and press "R" again.

          Use the Ignore and Abort options only as a last resort, since
     they may result in the program's aborting.

     Sec.13.GG  "You must re-do [case number] bills ..."

          Subsequent to your having prepared the cited case's bill for a
     particular period, you have changed some transaction data which would
     affect that period's bill (as well as bills for subsequent periods).
     You must, therefore, re-prepare a bill for all periods whose balances
     might be affected by the change(s).  BEGIN WITH THE BILL FOR THE
     MONTH WHOSE DATE IS MENTIONED IN THE MESSAGE, AND DO EACH SUCCESSIVE
     MONTH (or other regular billing period) IN TURN.  Of course, if you
     have not already sent bills for those periods, you may ignore this
     prompt.

69



     Sec.13.HH  "You want this amount to be greater than the outstanding
                   advances?"

          You are trying to allocate toward outstanding advances a portion
     of your receipt which is larger than the current advance balance.
     This will normally result in a negative current outstanding advance
     balance.  An exception to this rule may occur if you are correcting
     an old receipt record, but you should usually avoid allocating any-
     thing exceeding the current advance balance.

          The advance balance shown is always the current (latest) bal-
     ance.  It may not be the pertinent balance if you are correcting an
     old receipt record, since, in that case, you would be more interested
     in what the advance balance was at the time the record was originally
     entered.  If you are editing an old record, you might see fit to
     exceed the current balance.

          If you answer "N", the your allocation will not be accepted.  If
     you press "Y", it will.

     Sec.13.II  "You want to use the open/close toggle?"

          You have pressed ^C while in the Case Edit mode.  ^C opens or
     closes a case.  If you intended to press ^C, and you want to open or
     close the case, press the "Y" key; otherwise, press "N", and ManageX
     will store that case's information as it now stands and take you back
     to the CASE MENU.