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Add boilerplate text to notes without typing

Eliminate redundant typing by creating templates of boilerplate text for job and case notes

Lesson #160
Tools – Notes Templates function

Instead of typing the same notes for each case/job — or copying and pasting the info from a Word doc — create templates of boilerplate text to fill the notes fields in cases and jobs. 

With the Notes Templates function, you can create templates of text for different types of notes. Create as many templates as you want for specific notes fields in cases and jobs, such as scheduling notes for different types of jobs or even for specific firms or contacts.

Then select the appropriate template when scheduling a job/setting up a case/etc. If needed, you can edit the note to fit the case/job you applied the template to, but that will still be less typing than starting each note from scratch.

Notes templates are saved on the RB server, and are available to all of your RB registered users. You can edit your saved templates to update them as needed.

Contextual notes templates

Notes templates are organized into Notes Groups so that when selecting a template in a Notes field, only the relevant ones appear. For example, templates saved in the Cases-Remarks Notes Group will be available to select in the Remarks field in a case listing.

Notes templates are organized into the following Notes Groups:

  • Case-Remarks
  • Job-Confirmation Notes
  • Job-Production/Billing Notes
  • Job-Resource Notification Notes
  • Job-Scheduling Notes

Notes Groups are preset by RB9, you cannot edit or add new groups.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Save time entering notes by setting up templates of boilerplate text you can apply to notes fields in cases and jobs.

RB concepts in this lesson

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

Resource: Person or thing that provides your business with a service, such as reporters.

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What is RB Lite?

RB Lite is a smaller version of RB9 containing essential functions only.

Concept #8
RB Lite overview

RB Lite is the smaller version of RB9 online application for managing court reporting agencies and other legal support businesses. RB Lite contains essential functions to meet the unique scheduling and billing needs of legal support businesses.

It has about half of the functions that RB9 has and costs less. Functions in RB Lite work the same way as they do in RB9. In addition to scheduling and billing, it includes some RB9 production, receivables, payables, and client management functions needed for running a legal support business.

It also includes a few RB9 tools to make using RB Lite easier, such as Bulk Import, which gives you the ability to import your existing clients and resources instead of having to enter them manually. See the comparison chart below for the complete list of RB9 functions included in RB Lite.

Who is RB Lite is for?

  • People just starting out in business. RB Lite clients can move up to RB9 anytime, seamlessly.
  • People who hesitate to make a big commitment. Like RB9, RB Lite is month to month, cancel anytime.
  • People with cyclical or seasonal business income. RB clients can switch between RB Lite and RB9 as needed, with no loss of data.
  • People on a tight budget. RB Lite costs less than RB9.
  • People who already have apps for creating transcripts, shipping products, marketing their business, etc. RB Lite doesn’t include those functions.
  • People at the end of their career who don’t need everything RB9 offers anymore. When an RB9 client is scaling back services, RB Lite only includes the essentials.
  • People who provide legal support services, but not court reporting. Businesses like interpreting agencies or legal videographers don’t produce transcripts, and don’t need to ship, share, or track them either.

What functions are in RB Lite?

This chart lists all RB9 functions and indicated which ones are also in RB Lite.

O = included X = not included

Function RB Lite RB9
Personal options
Notifications and Messages O O
Change Password O O
Locked Data O O
User Preferences O O
Close All Tabs O O
Log Out O O
Calendar module
Cases O O
Jobs (List View) O O
Jobs (Monthly View) O O
Jobs (Weekly View) X O
Send Job Confirmations/Cancellations O O
Tasks O O
Resource Availability O O
Quick Assignments X O
Resource Blast X O
Send Assignment Notifications/Cancellations O O
Daily Calendar Audit O O
Send Future Calendar X O
Job Printout O O
Job Analysis X O
Tasks in Progress O O
Send Overdue Tasks Report O O
Assignment Analysis X O
Production module
Turn In O O
Tracking X O
Production Sheets O O
Envelopes and Labels X O
Shipping X O
Letters X O
Send Originals Out X O
Repository O O
PDF Transcripts X O
Create Master Word List X O
Link Exhibits X O
Billing module
Post Invoices O O
COD Invoices O O
Send Invoices O O
Transfer Invoices O O
Export Invoices X O
Inquiry module
Invoice Inquiry O O
Client Activity O O
Client Analysis X O
Resource Activity O O
Resource Analysis X O
Witness Inquiry O O
Receivable Transaction Inquiry O O
Anniversary Inquiry X O
Marketing Inquiry X O
Receivables module
Receive Payments O O
Enter Other Transactions O O
Resource Billings Report X O
Daily Register O O
Daily Balance Log X O
Finance Charges O O
Monthly Journals O O
Aged A/R O O
Send Statements O O
Client Account Activity X O
Paid Invoices X O
Voided Invoices X O
Collection Letters X O
Collection Follow-up X O
Collection Forecast X O
Payables module
Override Resource Pay O O
Pay Adjustments O O
Pay Resources O O
Send Resource Pay Statements O O
Print Checks X O
1099 Pay Detail X O
Print 1099 Forms X O
Sales Commission Report X O
Override Sales Commission X O
Additional Resource Production Report X O
Total Payable Report O O
Sales Tax X O
Liability Balance Log X O
Reward Points Summary X O
Reward Points History X O
Reward Points Analysis X O
Reports module
Business Analysis X O
Gross Profit X O
Misc. Sales X O
Client Rating Report X O
Insurance Billing X O
Resource Production X O
Original Page Production X O
Task Turnaround Analysis X O
Daily Tracking Summary X O
Tracking Productivity Analysis X O
Tools module
Bulk Import O O
Bulk Update O O
Tag Manager X O
Form Templates O O
Label Templates X O
Notes Finder X O
Repository Download Log X O
Download Backup File X O
Email Log X O
Query Maker X O
QuickBooks Integrator X O
Entities module
Firms O O
Contacts O O
Resources O O
Locations O O
Business Units O O
Setup module
Lists O O
Users and Groups O O
Chart of Accounts O O
Service Item Subgroups O O
Service Item Master O O
Rush Type Master O O
Billing Rates O O
Pay Rates O O
Billing Sets O O
Pay Dates O O
Invoice Headers O O
Invoice Messages O O
Tracking Steps X O
PDF Transcript Preferences X O
PDF Transcript Stamps X O
Link Exhibits Patterns X O
Exhibit Stamps X O
System Preferences O O
Connect module
Transcript Ordered X O
Publish COD Invoices X O
Fulfill Points Redemption Orders X O
Transcript Packages X O
Create Full-Text Search X O
Approve Time-off X O
Activity Log X O
Support Tickets X O
Connect Preferences X O
Help module
User Guide O O
Online Training O O
Update History O O
Online Support: Team Viewer O O
Live Chat O O
Send Feedback O O
About O O

More ways RB Lite is like RB9

Function in RB Lite come with built-in defaults so you don’t have to start from scratch defining common items. And you can customize RB Lite to meet your unique business needs.

Like RB9, RB Lite runs on any computer or tablet with internet access. Nothing to install. No other software or hardware need to run the system. And no maintenance or backup responsibilities.

RB Lite is available by subscription only, month-to-month contracts, no long-term obligations, cancel anytime.

TL;DR: RB Lite is a smaller version of RB9 containing essential functions only. Visit omti.com/rb for complete details, including pricing.

RB concepts in this lesson

Resource: Person or thing that provides your business with a service.

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View your calendar a week at a time

See your current week’s job settings without having to set search criteria

Lesson #159
Calendar – Jobs (Weekly View) function

Weekly View displays a week’s worth of jobs at once in a week-by-week format. Similar to the Monthly View calendar, Weekly View is a visual calendar format displaying a week at a time.

Weekly View defaults to all jobs for the current week, grouped by day (including Saturday and Sunday) so you can quickly access the week ahead. Each day’s header includes the date, day of the week, and the total number of jobs scheduled and canceled for that day.

Each day’s list of jobs scheduled/canceled appears in chronological order by start time. In addition to the start time, each listing shows the job number and a third option of your choice, such as the ordering firm or witness. Listings are color coded based on their job status.

Rolling over any entry pops up details about the job. Clicking an entry opens the job’s detail window.You can page back and forth through weeks, or jump to a particular week by entering a date.

If the row of 3 elements in a job listing is longer than the width of its day’s space, it will be cut off (there is no word wrapping); but details are easily visible if the user rolls over the listing. If there are more jobs scheduled for a day than fit vertically, the day’s space will include a scroll bar so you can access the jobs that are not visible at first. If the whole week is not visible, you can use your screen’s scroll bars to view hidden sections.

You can restrict the listings to jobs for:
  • A single ordering firm
  • An ordering contact
  • A scheduling contact
  • One or more job statuses
  • One or more job types
  • One or more of your business units
  • One of your sales reps
  • A case
  • One or more case types
  • A parent firm
  • A job location
  • A job location city
  • One or more job location states

From the calendar, you can add a new job, or view/update/turn in/cancel/reschedule existing jobs.

Weekly View customization

Each Weekly View job listing shows its start time and job number. Those are fixed data and cannot be changed, but you can select the third type of information that appears in job listings to identify jobs.

You can also set the height of the weekday boxes in rows, from 5 to 15. Each row lists one job. The weekly calendar will display each weekday with enough space vertically for the number of rows you set (Saturday and Sunday will be half the height set). If there are more jobs scheduled for a day than the maximum you set, the day’s space will include a scroll bar.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Use Weekly View to see a week’s worth of jobs at a time with brief descriptors of the jobs. 

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Case Type: Categories of cases by work type, e.g., Civil or Personal Injury.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources, such as realtime, videoconferencing, or read & sign. More >

Job Status: Stage the job is in, e.g., New or Cancelled.

Job Type: Category of jobs requested by clients, such as Deposition or Real-Time.

Ordering Firm: Firm that is responsible for a job with your company.

Ordering Contact: Contact at the firm that is responsible for a job with your company.

Scheduled By: Contact who initiates a jobs with your company. Can be different from the Ordering Contact.

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Create transcripts that work better on browsers & mobile devices

Create interactive transcripts clients can work with in web browsers and on mobile devices

Lesson #142
Connect – Transcript Packages function

Bundle transcripts with hyperlinked exhibits, video, PDF transcripts, and other related files, so your clients can view, highlight, and comment on transcripts and bundled files in browsers and on mobile devices. Your clients can also export different versions of the transcript and download the associated files.

RB9’s Transcript Packages are interactive transcripts clients can view in RB Connect in web browsers and RB Connect Mobile (RBCM) on mobile devices. Users can download/view attached files, view streaming video, comment on transcripts and exhibits, highlight text, and export transcripts in a variety of formats, including their highlights and comments.

The Transcript Packages function is included free in RB9, but requires RB Connect for your clients to use it. Transcript Packages are readable in RB Connect on desktop computers and laptops. If you add RBCM to your system, your clients can easily work with their Transcript Packages in an environment designed for the smaller screens of iPhones or other mobile devices — no pinching and zooming to read and interact with their transcripts.

Producing interactive transcripts vs PDF transcripts

If you already provide RB-PDF Transcripts to your clients, your production staff will find the process of creating Transcript Packages familiar yet faster. For example, Transcript Packages, like RB-PDF Transcripts, are created using the original ASCII file. And the linking process is exactly the same as exhibit linking in RB9’s PDF Transcript Creator.

Where it saves staff time is that they do not have to customize the appearance of transcripts. If your clients want their transcripts to look a certain way, your clients choose customization options when exporting files from Transcript Packages in a browser or on their mobile devices.

Like RB-PDF Transcripts, your production staff can preview Transcript Packages before releasing them. Then they notify clients automatically via email when their packages are available.

Unlike PDF transcripts, there is no physical file to deliver, and your clients do not need a third-party application like Adobe Acrobat to read and work with their transcripts. Your staff cannot apply digital signatures or transcript stamps to Transcript Packages, but they do offer end users export options for PDF, condensed PDF, Amicus-formatted ASCII, word lists, word indexes, highlights, and notes.

Assembling transcript packages

You can assemble a Transcript Package after uploading an ASCII transcript to a witness repository in RB9 and publishing it to RB Connect. (If you don’t want to make the ASCII file available to your client before you create the Transcript Package, you can wait to publish the ASCII until you have created the package and are ready to notify the client.)

To create a Transcript Package, use the search criteria in the Transcript Package function to find the right ASCII file. You can search by job number, job date or date range, witness name, and/or one/some/all of your business units.

In the returned results, files are listed by job number, job date, witness name, file name, case, and date the ASCII file was uploaded. You can export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Any Transcript Packages that were already created and fit your search criteria are also listed along with who created them and when. You can easily tell which is which because ASCII files are indicated by a radio button. Finished Transcript Packages do not have a button; instead the file name is hyperlinked to the package so you can manage the attached files, preview the package, and send the client a notice that the package is ready and waiting on their RB Connect.

When you create a Transcript Package, any exhibits, video, and other files that were uploaded to the related job’s witness repository are available to bundle with the interactive transcript. You choose which ones to include, and like the returned results list, you can export any of these sub-lists as Excel spreadsheets or CSV (comma-separated values) files to save, print, share, or use in other applications.

When you create a package that includes exhibits, you can have RB9 automatically add hyperlinks to the exhibits in the transcript the same way you link exhibits in RB-PDF Transcripts.

After generating the package, you can preview it to check for errors and missing attachments, and that any attached video streams correctly before sending an email notification to alert the client. The Transcript Package preview screen is the same as the Transcript Packages screen in RB Connect/RBCM (minus the ability to make or export highlights and comments), so you can be confident about sharing the final product.

Sharing transcript packages

Before sharing Transcript Packages with clients, customize your Connect preferences:

  • Turn on Transcript Packages accessibility so your clients can see uploaded Transcript Packages.
  • Select one of your RB-PDF Transcript templates as the default for your clients’ export specifications. Your clients cannot select a different template, but they can change some of the specs, including margins, borders, font, Q&A styling, timestamp location, and PDF format (regular PDF or one of the more restrictive PDF/A formats for archiving purposes), when exporting a transcript.
  • Customize the contents and appearance of the email notifying clients that a package is available. You can edit the default contents and style the appearance of the body of the email with text formatting, images, color, hyperlinks, and tables.
  • Insert contextual data fields into the email subject and body so RB9 will automatically insert relevant data into Transcript Package notification emails. You can have RB9 include the file name, case name and number, job date and number, and witness in the subject and body of emails, plus you can have the direct URL for the Transcript Package inserted into the email body so your clients only have to click the link to go directly to their package, instead of having to search for it in their RB Connect.

If you set the ASCII file to publish before creating the Transcript Package, the package will be automatically available on RB Connect for the client to work with as soon as you create it. If you didn’t set the ASCII to publish beforehand, RB9 will remind you when you attempt to send the notification email alerting the client to its availability on their RB Connect. Once you publish the ASCII file, RB9 will publish the Transcript Package as well and you can alert the client.

When you send the notification email, RB9 records the email sent in the Email Log function in Tools, so you can refer back to it later.

Managing transcript packages

Other things you can do in the Transcript Packages function:

  • Download the original ASCII file of any package.
  • Search for text in a transcript.
  • Skip directly to any page of a transcript.
  • Export an AMICUS version of a transcript.
  • Export PDF versions of the full-size transcript, condensed transcript, word index, or word list.
  • Delete any Transcript Package you no longer need.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Create interactive transcripts clients can work with in RB Connect in web browsers and RB Connect Mobile on mobile devices. Bundle related exhibits, videos, and other files with the transcripts, then automatically upload the packages and notify clients. 

RB concepts in this lesson

RB Connect: Online repository, calendar, and access to your office for clients and resources, including interactive transcripts, downloadable invoices and e-commerce for clients, and online turn-in, one-touch job acknowledgements, and downloadable pay statements for resources. RB Connect is an optional plug-in to RB9. More >

RB Connect Mobile: Clients and resources can access your RB Connect on their smartphones and tablets in an interface optimized for mobile devices. RB Connect Mobile is an optional plug-in to RB Connect. More >

RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features like hyperlinked exhibits, word lists/indexes, errata sheets, and enhanced headers/footers containing case and depo information from your RB9 database. It can be branded and customized extensively to match client requirements; and can include digital signatures, condensed transcripts, security restrictions, stamps, and archival formats for the courts. More >

Transcript Package: Bundle containing interactive transcripts with all of their related files (exhibits, videos, RB-PDF transcripts, etc.) to be viewed in a browser through RB Connect and RB Connect Mobile. More >

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Get paid before COD clients download transcripts

Because CODs are handled differently from sales, you manually publish COD invoices to RB Connect/RB Connect Mobile so COD clients can pay online, then immediately download their transcripts

Lesson #140
Connect – Publish COD Invoices function

If you allow clients to make payments via RB Connect and RB Connect Mobile (RBCM), your COD clients can also use them to pay invoices before downloading transcripts online and on smartphones and other mobile devices.

CODs are handled differently

COD (Cash on Delivery) clients are handled differently from other clients. Traditionally COD invoices require the client to pay the invoice when presented, typically along with the items listed on the invoice. Often agencies have difficulty getting paid by COD clients because they are not regular clients. By offering COD clients the option to pay online or mobily, you guarantee you get paid before they can access the transcript, and they can get their transcripts as soon as the transcripts are ready.

Because RB does not regard COD invoices as sales, they are not posted. (CODs are handled differently than sales to avoid overstating revenue and to minimize the number of voids that would occur to clear uncollectible CODs from your accounts receivable.) Since COD invoices are not posted, as a default they do not appear in RB Connect/RBCM. Use the Publish COD Invoices function to allow clients to pay for and download transcripts that were billed COD.

Manually publish CODs online

To give clients the ability to pay for COD invoices online, you manually publish them to RB Connect in the Publish COD Invoices function. (When you publish an invoice to RB Connect, it will also appear in the client’s RBCM if you offer that service.) The default view shows all outstanding COD invoices. (Invoices are designated as COD in Turn In.) For any invoice listed, you can see at a glance the invoice date and amount, if it has already been published to RB Connect, when the invoice was sent to the client, the Bill To and Sold To clients, the job number and date, case name, and your assigned business unit.

You can narrow the list to invoices generated within a range of dates, a single invoice number, job number, case, Bill To firm, and/or one or more of your business units. You can export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

From the list you can choose which invoices to publish to RB Connect. You can also select invoices that have already been published and unpublish them so that they no longer appear in clients’ RB Connect/RBCM.

Set up for online payment first

Before your clients can pay invoices online in RB9, you must set up a business/merchant account with PayPal or one of the other accepted online payment processing services, then enter your credentials in Connect Preferences.

The default setting for RB Connect is no online payments. If you want to offer online payment of invoices, including COD invoices, through RB Connect, you must first set up an account with one of these services:

  • PayPal
  • Authorize.net
  • First Data (Payeezy)
  • Square
  • Stripe

PayPal is easy to set up and integrate with RB9, and is a good choice if your clients have their own PayPal accounts. The other options are payment gateways; their benefit is that your clients do not have to have accounts with them to make payments through them.

In addition to setting up a merchant account and entering your credentials into RB9, you must choose which users are alerted in RB9 when a contact makes a payment online. You can also customize the email subject and message for payment receipt notices to clients.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Because CODs are handled differently from sales, you must manually publish COD invoices to RB Connect so COD clients can pay online, then immediately download their transcripts.

RB concepts in this lesson

Bill To Contact: The contact responsible for paying the invoice for a job.

Bill To Firm: The firm responsible for paying the invoice for a job.

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

RB Connect: Online repository, calendar, and access to your office for clients and resources. More >

RB Connect Mobile: Clients and resources can access your RB Connect on their smartphones and tablets in an interface optimized for mobile devices. More >

Sold To Contact: Contact that ordered the services on the invoice.

Sold To Firm: Firm that ordered the services on the invoice.

Users: You and your staff who directly access RB.

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Handle back order fulfillment

Stay on top of back orders that clients send through RB Connect & RB Connect Mobile

Lesson #139
Connect – Transcript Ordered function

If you allow your clients to order transcripts through RB Connect and RB Connect Mobile (RBCM), the Transcript Ordered function is where you confirm, process, and monitor the progress of those back orders.

Clients can request transcripts on previously billed jobs in RB Connect/RBCM’s Order Transcript function. You confirm the back orders and process them through RB9. Clients can track confirmed requests in RB Connect/RBCM. And you can monitor the current status and view order details in the Transcript Ordered function.

Customize the function

Before using the Transcript Ordered function, designate which staff members will be alerted when a back order request is received.

You can also customize the transcript order request form with your own fields for clients to use to provide instructions, such as turnaround time, delivery options, and other directions that will minimize the need for any client back-and-forth while fulfilling back orders.

You can update your choices and customizations at any time.

View new back order requests

When someone back orders a transcript through RB Connect/RBCM, RB9 sends a pop-up message to the screen of all RB9 users you designated during setup. Alerted users can click through the message directly to the order in the Transcript Ordered function to confirm the order and start the production process.

If you prefer to batch process orders, or just want to check that you haven’t overlooked anything, you can use the Transcript Ordered function’s default view to see all unconfirmed transcript requests sent by clients through RB Connect/RBCM.

The default lists shows each request’s order date and time, the contact ordering the transcript and their firm, plus the witness, case, job number, and job date. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, or use in other applications.

You can view details about any requested transcript’s associated job and previous invoice, along with client instructions for the back order. You confirm the back order job in this function by changing the job’s status to back order and generating a report that provides your staff with the information they need to process the order. You can export the report in a variety of formats, such as PDF or Excel, or print it to distribute to your staff.

Process & monitor back orders

Processing the order involves creating a task in the job for the transcript and assigning it to a resource (the task window lists previous resources associated with the case to help you select the appropriate resource), then notifying them about the assignment. As the order is produced and shipped, you update its status in the job.

On the client side in RB Connect, after they submitted a request, the job’s Request Order option disappears so they cannot accidentally back order more than one transcript for the job. They can review the details of their transcript order and monitor its progress.

You can also monitor a back order’s current status and view details using the Transcript Ordered function. You can search active back orders for a particular date range, a single order, a single job, a firm, and/or one or more of your business units.

In addition to the information listed above for unconfirmed requests, the results include who on your staff confirmed each request and when. From the results returned, you can view any transcript’s current status and order details.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Confirm, process, and monitor transcript back orders clients make through RB Connect and RB Connect Mobile.

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Contact: Person who works for a firm you do business with, such as attorneys.

Firm: Company you do business with.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

RB Connect: Online repository, calendar, and access to your office for clients and resources. More >

RB Connect Mobile: Clients and resources can access your RB Connect on their smartphones and tablets in an interface optimized for mobile devices. More >

Task: Service requested with a job, such as reporting, interpreting, or video, that require a separate resource (person, company, thing) to accomplish. Work performed in-house (such as creating condensed transcripts or shipping out finished products) is usually not considered a task in RB. More >

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Set preferences for contacts, firms & resources

Set default invoice options for new clients, and default payment terms for new resources

Lesson #136
Setup – System Preferences function

Entities System Preferences

Save time when entering new contacts, firms, and resources by specifying some defaults.

Autofill contact & resource names

If you enable Autofill for Contact and/or Resource names, RB9 will autofill the Full Name field when individual name fields (First Name, Mi., Last Name, Salutation) are entered in individual contact/resource listings. You choose which name fields automatically fill in and in which order.

Invoice options for firms

Default settings for new firms cover invoice options.

If you add late charges (one-time fee added to invoice balance after a certain number of days) and/or finance charges (monthly % of outstanding balance) to your invoices, you can set default percentages including up to 3 decimal placements. Similarly if you need to bill for state sales tax, you can include your sales tax rate as a percentage including up to 3 decimal placements.

You can specify how many days old an invoice has to be when you haven’t received payment yet before RB counts it as being past due and notifies you to start collection efforts.

You can also have RB detail services on invoices as the default for new firm entries.

You can change defaults for individual firms in their Firm listing.

Payment terms for resources

Default settings for new resources cover payment terms for originals and copies. RB will wait the number of days set here to release outstanding payables to resources. The number of days can range from 0 (zero) to 9999.

A term of 0 (zero) means you pay on bill-out: There is no waiting to pay resources. As long the invoice is within the cutoff date for the next payroll, it will be included in the payroll to pay to the resource. Cutoff dates are set up in combination with pay dates.

A term of 9999 means the resources won’t get paid for an invoice until the invoice balance reaches $0.

If you have specific wait periods, for example resources wait 2 weeks (14 days) to get paid for copies, you set the copy term to 14. RB will wait until invoices for copies reach 14 days old to be released for payment to the resource.

You can change defaults for individual resources in their Resource listing.

TL;DR: Set default invoice options for new clients, and default payment terms for new resources.

RB concepts in this lesson

Firm: Company you do business with.

Resource: Person or thing that provides your business with a service, such as reporters.

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Set preferences for paying resources

From 1099 printing adjustments to direct deposit paycheck setup and more, you can customize RB9 payroll options

Lesson #135
Setup – System Preferences function

Payables System Preferences

In addition to options for fixing printing problems on checks and 1099 forms, you can also set up direct deposit for payroll and other pay options.

Pay Statement

After you run payroll in RB and close it, you can print out or email your resources their pay statements, which is the report that shows them exactly which invoices they were paid for on a closed payroll.

If you email resources their pay statements, you can customize the email that accompanies pay statements. Similarly to invoice emails set up in Billing preferences, you can change the default text in the Subject and Message fields and insert contextual data fields, so that real data from RB related to the resource and payroll merge into the email automatically. You can also customize the appearance of the body of the emails with text formatting, colors, images, hyperlinks, and tables.

The pay statement itself will attach to the email as a PDF. And you can override the defaults set here in any pay statement emails sent from RB.

Payroll

You have 2 options for when you pay resources:

  1. “Hard Wait” is the default and refers to waiting a set number of days before releasing an invoice for payroll, regardless of whether you received payment from clients. (The default number of days to wait for originals and copies are set in Entities preferences, and can be overridden in individual resources’ settings.)
  2. “Soft Wait” is similar in having your resources wait to get paid after a certain number of days, but there is an exception. If you receive payment for an invoice within the wait period, then RB will release the invoice to the resource in the next payroll you run.

1099 Form

In RB9, you have the ability to print each resource’s 1099 directly from the system. RB9 is designed to print in the correct fields on the 1099-NEC forms, but you can adjust the placement if needed to align the RB9 output with the 1099 form’s fields on your printer. Adjustments are in inches. You can increase (or decrease with a negative number) the top and left margins, using up to 2 decimal placements.

NOTE: Print 1099 Forms is an RB9-only function. It is not included in RB Lite.

Check

If you want to print checks directly from RB9, RB9 will create a PDF of the check information, according to your settings to print on your own standard or voucher (2-part check) business checks. You can use Quickbooks-compatible laser checks (standard or voucher). Adjust where RB9 information is printing on your checks by increasing (or decreasing with a negative number) the top and left margins, using up to 2 decimal placements.

NOTE: Print Checks is an RB9-only function. It is not included in RB Lite.

NACHA (National Automated Clearing House Association)

Instead of printing checks or using a third-party payroll service, use RB9’s direct deposit feature to deposit pay into your resources’ accounts instead. After signing up for direct deposit with your bank, use information provided by your bank to set up your system preferences for direct deposit payables. Some of the information you must get from your bank includes a unique 9-digit number assigned by the bank and a company ID number. (You will need to enter your resources’ banking information in their profiles.) Then all you have to do is send a NACHA-formatted file (exported from RB9) to your bank, and your bank will transfer the funds for you.

NOTE: Direct deposit is an RB9-only function. It is not included in RB Lite.

TL;DR: Customize pay statement emails. Specify when resources get paid in relation to invoices. Adjust printing layouts for 1099s and checks. Set up your direct deposit account for paying resources.

RB concepts in this lesson

Resource: Person or thing that provides your business with a service, such as reporters.

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Set global options for all users

Customize RB to match your company with options that appear systemwide

Lesson #129
Setup – System Preferences function

RB comes with default options for its different functions. Some cannot be altered, but generally you can customize functions to fit your company by editing, adding, and deleting options. System Preferences is where you set global options for different features in your RB system.

These global preference settings are used throughout your RB system by all users. You must be part of the Administrators group to change System Preference settings.

System preferences can be customized at any time. The only one you need to set before using RB is entering your company’s email settings in General > Email, if you will be sending emails from RB.

System Preferences sections

System Preferences vs. Lists

RB separates out list customization from other system preferences. If you want different options in a list, you would make those changes in the Lists function. All other options are grouped by module under System Preferences.

Some System Preferences options work with Lists, such as the file types you can have RB automatically attach to assignment notifications. They are generated in Lists under Repository, which you then select in System Preferences under Calendar.

Personal preferences

Some system preferences can be overridden by personal preferences set by individual users. Preferences that only affect your individual RB setup are available under User Preferences.

TL;DR: Use RB’s default options or customize these systemwide options to match your company.

RB concepts in this lesson

Administrator: RB user who has access to and control of all areas of RB. You can have any number of RB administrators, but each RB system must have at least one administrator. Administrator rights include setting up user accounts, assigning users to groups (which authorize what actions users can perform in RB and what kinds of notifications and messages they receive), and setting global system preferences.

Users: You and your staff who directly access RB.

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Override standard invoice headers with your own custom headers

Create custom invoice headers to meet all of your business needs, and store them for quick reuse

Lesson #122
Setup – Invoice Headers function

Invoices in RB include a short descriptive title called the invoice header. Standard invoice headers are automatically generated based on the service items you select for each witness listed on an invoice. If the standard headers aren’t accurate enough to cover your billing requirements, you can create your own invoice headers.

You can enter your own headers on the fly as you generate invoices. Or if you think you will be reusing the same headers, set them up in the Invoice Headers function. Then you can quickly select the correct header for a witness from a drop-down when generating invoices, saving time and reducing errors.

Create & organize headers

Create as many invoice headers as you need to cover all of your business’s different billing circumstances. If you have multiple custom headers, organize them into Header Groups. Header Groups are categories of invoice headers, and are set up in Lists. By organizing your custom headers into header groups, you will save time locating one when billing.

Creating new headers is easy. They only require the header content and header group. The header group defaults to the system default (selected in Lists), so you might only need to enter the content.

If you are creating multiple headers in one sitting, use the Save & New option to stay in the new header window, eliminating extra clicks to get back into the window. It will also keep the same header group you used in the last invoice header saved rather than resetting to the default, so that could also save you time.

You can add, edit or delete invoice headers at any time. Headers are stored in the Invoice Header function, and the default lists all of your stored headers by Invoice Header Group. You can also view the list for a single group or multiple selected groups. Export the list to an Excel or CSV file to save, print, or use in other applications.

You can update the header content and/or header group for any custom invoice header. Or delete it if you don’t need it anymore.

Using custom invoice headers

After entering billing information to invoices in Turn In is when you would add custom invoice headers. You can apply the same custom header to multiple invoices at once. And use the Save and New feature to apply different invoice headers to different invoices without leaving the Set Invoice Headers panel in Turn In. Custom headers are listed in the drop-down by their invoice group, so you can quickly find the correct header by looking within its group only.

TL;DR: If RB’s default invoice headers are not enough, create and save your own custom headers to apply during Turn In.

RB concepts in this lesson

Header Group: Parent structure that contains related invoice headers as its children.

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