This
error usually occurs when there are no invoices selected to be printed when
doing step 1 of process payments. If
there are no invoices selected in step 1, and no pre-check register prints
in step 2, you should stop with step 2.
There is no need to continue with the other steps.
The next time you go into process payments, you will need to use the
same initials and start over with step 1.
It should clear out the steps for you and allow you to do the steps
again.
To
be able to delete a case you will need to have court types ‘98-civil’ and
‘99-criminal’ added to your case management system. You will also need to
have a name in the name index as ‘Deleted Case’. If you already have a name
in the name index, you may skip number 1 and go to number 2.
On
the Case Management menu, go under 1. File Maintenance, D. Add Name, and
then add the name “Deleted Case” under Business Name.
Also
in File Maintenance, you will now go to C. Renumber a Docket. Renumber the
docket that needs to be deleted with the new court code for deleted cases.
You will use the same docket number that was originally on the case and
only renumber the case to the ‘98’ or ‘99’ court type.
Now
go to 2. Docket Handler and pull up the case you have just renumbered. Select
‘C’ for change and go into the defendant information. Now select A. Basic
Info., and change the Business name to ‘DELETED CASE’. If you are in a civil
case, you will also need to change the plaintiff information in the same
manner. You will also need to go in to H. New Rule Docket and give a detailed
explanation as to why this case has been deleted.
Only
cases that do not have a receipt history are to be deleted. If the
case has a receipt history, you will not delete it.
These
steps will remove the old docket number and plaintiff/defendant information
from the case. You will no longer be able to pull up this case by the old
docket number or by the names that were previously on the case.
***NOTE:
The key to having a correct Docket Trial Balance is maintaining it daily.
***
Things
to remember:
If
money is receipted into one General Ledger account and the check is written
out of another, the Docket Trial Balance will reflect this. This will show
as two separate entries on the docket trial balance, both having a zero
balance - but it will not match the balance sheet balance because the check
entry pulled money from the wrong GL account.
When
you are adding a new invoice, make sure the "TB Flag field" is
coded Yes on the first screen.
If
you need to make any changes to an existing invoice, be sure to change the
‘TB Flag’ to Yes.”
When
a Journal Entry is being created that involves a case listed on the Docket
Trial Balance, remember to enter the docket number. Make sure that you code
the field "Trace: Yes ".
After
checks are written, it is recommended that you print a new Docket Trial
Balance. Do not include any case with a zero balance. If a case appears
incorrectly on the DTB, you will need to make an adjustment entry to correct.
·
After completing the daily close and printing a balance sheet, it is recommended
to run an itemized listing of the Docket Trial Balance. This will print
only the totals for each liability general ledger account that has an outstanding
balance.
o
Each account balance on the DTB should equal the account balance on
the Balance sheet. If it doesn't, you will need to do some research
and determine what is needed to correct the problems.
o
The Month to Date Account Analysis can be a useful tool for researching
each general ledger account.
·
During Daily Balancing/Posting, it’s a good idea to make sure the outstanding
invoice totals for each general ledger account equals the totals for each
general ledger account on the Daily Cash Receipts Journal. If not, check
to see if invoices need to be created for the amounts in question.