Dynamic Two

Dynamic

Software update 2.0.1.500

Description: Billing Management Report
Status: Effective immediately
Date: 29 February 2024
Dynamic interface: Two, Core, Front Desk
Version: 2.0.1.503

Explanation:

It was necessary to tweak the Billing Management Report slightly to work faster on bigger data sets. In addition a net available column was added.

PS 2.0.1.503 is the only version ever released on a Leap Year 🙂

Description: File Cover
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Core, Front Desk and RMS
Version: 2.0.1.500

Explanation:

Looking for a file and cannot remember the cover color?

Dynamic now allows you to set the file color. A tiny widget with far reaching application. Easily spot and out of place file. This is a user convenience designed to increase visual stimuli for the user.

Description: Client Profile
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Core
Version: 2.0.1.500

Explanation:

Client Profiles allow easy management of large volume instructions. Any matters for a client with multiple instruction can now be quickly and easily be found, updated and reported on.

Description: Search for Invoice numbers and match to File Number
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Core
Version: 2.0.1.500

Explanation:

It’s a common time waster to spend time matching Invoice numbers to file numbers. This can happen directly on the bank statement or when splitting bulk payments. Dynamic now has semi-automated search and allocation capabilities which will save your hours of frustration. Simply identify the transactions where invoice numbers appear, select and click the allocate button. Dynamic will search for the invoice numbers found and allocate the correct ledger account number.

Description: Billing Management and Group Billing
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Core, Front Desk
Version: 2.0.1.500

Explanation:

Group Billing has had a facelift. In addition to the existing functionality, Group Billing will now generate lists of Milestones and Invoice Remittance, making it easier to account to large corporate clients. Especially in the field of insurance and sectional title management, these reports can save a great deal of time.

Remember, Billing Management is your friend!

Description: Fees to Target
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Front Desk
Version: 2.0.1.500

Explanation:

Will we make target? Is a common and recurring question every month. This easy little Fee Report combines current actual Ledger and Fee Book items to give an accurate picture of our current position.

Description: Quality of Life User Experience Improvements
Status: Effective immediately
Date: 15 February 2024
Dynamic interface: Two, Core and Front Desk
Version: 2.0.1.500

Explanation:

Several minor improvements have been made, the most important include:

These include Control+S hotkey on the Fee Book to save fees, and an Alt+L hotkey on certain financial reports in the Core module. The Alt+L key will open the Ledger History Report+ for easy ledger inspection.

Milestone capturing has been streamlined, allowing smooth transaction capturing.

Microsoft Outlook for Windows Calendar appointments can now be scheduled directly from the Notify scheduler. These appointments are all staggered at the top of the day and will result in an Outlook pop-up when starting Outlook in the morning.

Simply Dynamic

Dynamic

VAT and Commercial Rent

Value Added Tax (VAT) is often a major headache for Rental Agents and Tenants. VAT is charged on goods and services and paid for by the end user. Certain goods and services are exempt from VAT.

Residential rent is expressly excluded from VAT. This means that ordinary residences, occupied by families for residential purposes, are not expected to pay VAT. An agreed monthly rental amount of R10000.00 means exactly that, pay R10000.00. This makes it easy for Landlords and Tenants to settle rental accounts between them. Also, a separate invoice is not strictly necessary and an ordinary running statement showing all transactions and a balance is sufficient.

Commercial Rent

The situation with Commercial Rent is at once substantially different and complex.

First, the Agent managing the commercial property is responsible for issuing a VAT invoice, but the VAT-able goods does not come from the Agent’s “stock” – the Agent issues an invoice on behalf of the Landlord.

Second, the Landlord must be registered for VAT in order to be able to issue a valid VAT tax invoice. Only registered VAT vendors can issue VAT invoices. This constitutes standard Output VAT in the books for the Landlord. As a registered VAT vendor, the Landlord is compelled to issue regular VAT invoices, regardless of the status of the Tenant.

Third, in order for the Tenant to be able to claim VAT, the Tenant must also be a registered VAT vendor. Only registered VAT vendors can claim VAT. This is processed as standard Input VAT in the books of the Tenant.

The Invoice itself is a standard VAT Tax Invoice. The normal requirements apply. The invoice issued on behalf of the Landlord must contain the Landlord’s registered name, the VAT registration number and full address. In order for the the Tenant to be able to claim the VAT, the Tenant’s registered name, the VAT registration number and full address are also required. Full financial details must be revealed. The Agent issuing the VAT invoice is merely a facilitator. VAT invoices are required by law to be issued once a month, every 21 business days.

Checklist

Need a VAT invoice for your rent? Check these items:

  • Is the Landlord a VAT vendor?
  • Is the Tenant a VAT vendor?
  • Does the Lease Agreement identify the property and agreement as commercial in nature?

In the event that the Landlord is not registered as a VAT vendor, no VAT invoice can be issued.

In the event that the Tenant is not registered as a VAT vendor, no VAT may be recovered.

Only in the event that the Landlord is a registered VAT vendor AND the Tenant is a registered VAT vendor, a valid VAT tax invoice may be issued and the VAT recovered by the Tenant.

A potentially very unsatisfactory situation arises where the Tenant is registered for VAT and the Landlord is not. The Tenant would prefer to recover input VAT on the monthly lease invoice, but as no such invoice can be issued, VAT is not recoverable. This makes it important to verify the status of the Landlord prior to signing a lease agreement.

The VAT registration status of the Agent is irrelevant to the issuing of Commercial Lease VAT invoices.

-Dynamic

Dynamic

Software Update 2.0.1.429

First Update for 2023 now available!

Description: Client Billing Documents processing time reduced
Status: Effective immediately
Date: 16 December 2022
Dynamic interface: Two, Core, Front Desk
Version: 2.0.1.421

Generating PDF Client Billing Documents is a time-consuming tedious process. Changes have been introduced to both Invoices and Statements reduce the time required. Batch of 100 PDFs can now be done in approximately 5 minutes. Local internet speed and computer processing capacity will affect this.

Description: Bank Reconciliation Hints
Status: Effective immediately
Date: 10 December 2022
Dynamic interface: Two, Core
Version: 2.0.1.419

Bank Reconciliation is boring. To make life a little more interesting we have added Hints to assist support your experience. Hint Tick All! 😉

Description: Trust Provision
Status: Effective immediately
Date: 11 November 2022
Dynamic interface: Two, Core, Front Desk
Version: 2.0.1.419

It is now possible to set multiple trust provisions to each matter. This allows the user to streamline and manipulate Trust To Business transfer processing, without affecting Client Billing.

Special Thank You to the clients’ who assisted in field testing. 🙂

-Dynamic

Dynamic

Accounting for rental deposits

It is common practice to require a tenant to pay a deposit on occupation of a rental property. The rent is intended to secure at least one month’s worth of occupation and provide for potential damages caused by the tenant. Rent deposits are regulated in terms of Rental Housing Act 50 of 1999.

A common feature in managing rental properties, the underlying accounting mechanisms are typically not well understood which often leads to deposits not being accounted for at all, leading to invisible transactions and inaccurate records.

In order to properly account for a rental deposit, the following needs to occur

  • Debit tenant account with a Deposit required
  • Credit tenant account when payment is received
  • This will zero the tenant account
  • Payment received from the tenant will create a credit on the ledger, but it is not available for pay out to the landlord; to balance this credit, the deposit amount must be invested
  • Debit the ledger with the investment payment

At this point, the ledger will reflect only the regular monthly rent roll transactions, and the rent deposit investment is accurately and comprehensively accounted for.

Once the rental agreement terminates, these steps are reversed to release the credit on the ledger

  • Credit the ledger with the amount received from the investment. Note that due to the effect of interest accrued this amount will be more than the initial deposit received
  • This receipt will result in a credit balance. This credit can be paid to the tenant as a refund, or paid to the owner as settlement
  • Pay out of this amount will normally zero the account

Dynamic

Featured Dynamic

Management Tracker

Dynamic’s new online Management Tracker is a real time, online, visual report designed to be viewed on a mobile device.

They say a picture paints a thousand words. Well, in this case, the activities of an entire law firm is presented in four graphs.

Data is updated in real time.

Comparative data for various firm wide metrics presented in easy to read format.

Pie charts for comparison of fee participation for the previous and current months. Fees Last Month & This Month allow you to see who contributes most to the firm’s fee total. Only Fee Earner accounts with Targets are included.

Bar chart with Monthly Fee Totals covering twelve months, provide comparative insight into professional activity. Fee Targets are cumulative and an average calculated for the period. Is the firm reaching it’s fee targets every month? What are our average fees for the past 12 months? These and other questions are easily answered using the mobile friendly Management Tracker.

New Files Opened is a powerful indicator of activity and future fee income.  Fee income typically follows 60-90 days after receiving instructions. Tracking new files and fee activity is a powerful control mechanism.

36 Month Fee Growth provides an instant birds eye view of the billing activity of the business. Three Month moving average (3MA) is plotted to provide early identification of trends in billing. 36, 24 and 12 month averages indicate fee activity over the longer and medium term.

How do I get the Management Tracker?

For a limited time only the Management Tracker is available through Dynamic Online Portal. The Management Tracker will be incorporated in the Dynamic Mobile App soon.

Dynamic

Dynamic

Software Update 2.0.1.406

Description: Easy Invoice run
Status: Effective immediately
Date: 30 August 2022
Dynamic interface: Two, Core
Version: 2.0.1.406

A single, fast Invoice run at the end of the month

As part of month end compliance and reconciliation, Dynamic can run through all invoices without disrupting operational activities.

This workflow allows for the issuing of invoices on a one-by-one basis when necessary. It also allows for all current transactions to be invoiced without omission and without interruption.

Simply Dynamic

Dynamic

Financial Year End Roll Over

At the end of the Financial Year, Income and Expense accounts are normally closed off to a consolidated profit and loss Equity account.

Dynamic can automatically process these journal entries. The default profit and loss Equity account is number #94001, but may vary on your system.

The benefits of using automated Financial Year End Roll Over journal processing include

  • ease of use
  • speed
  • accuracy

Financial Year End journal specifically affect business accounts, and does not affect client trust accounts.

Request guidance from your auditor concerning Financial Year End Roll Over.

Some auditors would prefer for you to run the Financial Year End Roll Over before they start working on the reports. This has the benefit of reducing the number of accounts to deal with. The consolidated profit and loss account contains full transaction details concerning the source accounts. In addition, the Statement of Profit and Loss will still display the original balances regardless of the Financial Year End Roll Over entries.

Other auditors may prefer to work with the raw data without any automated Financial Year End Roll Over transactions processed to the system. This makes it easier to detect discrepancies and provides a framework for reallocating items. In this case run the Financial Year End Roll Over after the auditor has completed the audit.

In any event, the auditor is likely to provide a set of journals to be done. This is standard practice as financial and tax reporting may require additional processing which falls beyond the scope of the software.

Note that supplementary journals may

How to run the Financial Year End Roll Over

  • Select the date, typically the last date of the last Financial Year
  • Select the target Equity account from the list
  • Click Go
  • Don’t blink. It’s so fast, if you blink, you will miss the transactions.
  • Inspect the ledgers for the relevant entries.

Supplementary Financial and Year End Journals

Supplementary journals may be required for any number of reasons, including operational, financial and reporting. Transactions which require additional processing include depreciation and amortization. Additional updates based on operational requirements or amended tax guidelines may require supplementary journal entries.

It is not recommended to process these additional journals manually. Since the auditor will provide the required transactions in spreadsheet format, it is strongly recommended that these journals be imported directly into Dynamic.

Simply Dynamic

Dynamic

Software Update 2.0.1.309

Description: Notify ➤ Schedule Email
Status: Effective immediately
Date: 12 June 2021
Dynamic interface: Two, Core, Front Desk, RMS
Version: 2.0.1.309

Notify has been expanded to provide for scheduled, personalized email. This means that you can now schedule and email to be delivered at a future date. Instead of Outlook Tasks or Popup reminders, any recipient email address in the system Address Book can receive a personalized email. Suitable applications include diary scheduling, meeting reminders and birthday or anniversary reminders.

Scheduled emails are centrally stored and Sent to the email recipient on the given date.

Optional, but handy personalization include

  • Report deadline
  • Account number
  • Client Name
  • An unlimited free form text reminder to clearly indicate the reason why the message was sent and what response is expected.

Send your future self an email to get Dynamic now!

How to set gmail Spam Filter:

The aggressive spam filters on gmail are designed to protect you. However, sometimes gmail is too aggressive and may leave your email unusable. To allow notifications into your gmail Inbox, create a mail filter.

  1. Log in to your gmail account.
  2. Click the GEAR icon at the top right and then click SETTINGS.
  3. Go to FILTERS AND BLOCKED ADDRESSES and click CREATE A NEW FILTER.
  4. In the FROM section, type the email address notify@dynamilta.com to keep it out of your Spam Folder.
  5. Click CREATE FILTER.
  6. Check NEVER SEND IT TO SPAM and ALSO APPLY FILTER TO MATCHING MESSAGES boxes.
  7. Click CREATE FILTER again.

-Dynamic

Dynamic

Recommended Update

What is a Recommended Update and why is it important?

[This page was updated on 4 August 2023]

The current Recommended Update is 

  • 2.0.1.470 released 4 August 2023

Previous recommended updates were

  • 2.0.1.300 released 27 April 2021
  • 2.0.1.243 released 19 November 2020
  • 2.0.1.225 released 18 September 2020
  • 2.0.1.169 released 14 April 2020
  • 2.0.1.122 released 29 August 2019
  • 2.0.1.115 released 21 August 2019
  • 2.0.1.81 released 29 May 2019
  • 2.0.1.46 released 6 March 2019
  • 2.0.1.20 released 13 December 2018
  • 2.0.1.19 released 12 December 2018
  • 2.0.0.200 released 6 November 2018
  • 2.0.0.192 released 16 October 2018
  • 2.0.0164 released 28 September 2018
  • 2.0.0.120 released 10 August 2018
  • 2.0.0.116 released 30 July 2018
  • 2.0.0.105 released 19 June 2018
  • 2.0.0.71 released 13 April 2018

What is a Recommended Update?

We pursue customer driven design.  This means that we are constantly listening to user feedback to improve our product. Over time, these improvements culminate in a new version which embodies the best of what we have to offer.  This becomes a recommended update.

A Recommended Update refers to the minimum version that should currently be in use.

Are all updates not Recommended Updates?

No. Think of a Recommended Update as a milestone, a major achievement along the way.  In between those milestones can be many smaller, minor updates which are not relevant to all users.

Smaller updates may apply to specific users or issues resolved, but will not necessarily impact on all users.

How do I get this Recommended Update?

All Dynamic updates are available through the online distribution channel and can be obtained by running the Quick Update.  Please see elsewhere for the Quick Update and remember to Refresh after the update is complete.

-Dynamic

Dynamic

Software Update 2.0.1.300

Description: Outlook integration for Windows
Status: Effective immediately
Date: 27 April 2021
Dynamic interface: Two, Core, Front Desk
Version: 2.0.1.300

Starting with version 2.0.1.300 on 27 April 2021, Dynamic can now be set up to monitor Outlook. These activities can be billed directly to the Fee Book.

Dynamic

How to Enable my Dynamic Profile Pic?


 Ever wondered how to customize your Dynamic Profile Pic?

Each of those little pictures represent somebody already logged in to Dynamic. Those are other people working.

It’s quite simple really. Dynamic is an hybrid cloud based solution, which means it shares a certain number of characteristics with other online products. One of these is the Gravatar.

You can read more about Gravatar on their website.

If you do not have a Gravatar account, don’t worry, Dynamic will automatically create a pixel image from Gravatar, linked to your unique login. Just make sure you use the same login for Gravatar and Dynamic. Please use a different password. 🙂

Unhappy with your current Profile Pic? If you don’t feel like the bee or frog your pixel image represents, or tired of your current Profile Pic, its easy to change. You can easily select an image to upload to Gravatar, and it will automatically refresh in Dynamic. Gravatar uses a WordPress.com account, so you need to complete your registration through WordPress.com.

How to do it

  • Get a new picture ready, on the same device you log in to Gravatar
  • Log in to the Gravatar site
  • Update the profile pic

Yes, it really is that simple!

Once your login is linked to both Gravatar and Dynamic, your profile pic will change.

If you feel the need to force a Gravatar refresh, to show your new image immediately, simply use the Utility > Refresh Gravatar menu option.

Bear in mind that after changing the pic on Gravatar, it may take a few minutes before it becomes available in Dynamic.

Of course the Profile Pics are also enabled for the Dynamic Online Reports.

Make Dynamic your own. Upload your Profile Pic now!

And what about the robots? 🙂

Yes, sometimes you will see a robot image. Those are the robots working tirelessly in the background to make sure everything keeps running smooth.  Just ignore them, they are shy 🙂

Dynamic

Dynamic

Analyzed Transfer

Trust to Business Analyzed Transfer

Show me the money!

Dynamic’s unique new Trust to Business Analyzed Transfer analyzes the funds transferred from Trust to Business and gives an instant breakdown of the nature of these funds.

Disbursements refer to refunds – essentially the business account is being refunded for costs incurred on behalf of the client. These funds cover costs and are not available to be spent.

Fees refer to profit – Yes, we can discuss this extensively, but the Fees we transfer refer to our net earnings, which can be applied to business expenses that do not affect clients: rent, salaries, stationery etc. Fees indicate the financial health of the business.

Why is this important?

Trust to Business Transfers can be extensive and cover many files with transactions broken down over a the entire life time of the account in our books. Understanding the composition of the transfer amount gives immediate insight into (a) which portion is begin refunded and (b) which portion is available to pay expenses. Only the fee portion of a transfer is available to cover expenses. The Disbursement portion is being refunded to the business account, those funds cannot be allocated a second time.

We cannot use refunded Disbursement money to pay expenses. We can only use money from Fees to pay expenses.

Why do you need this now?

The immediate breakdown of cash flow into fees (free cash) and disbursements (refunds) provides insight into the cash stream entering the business and an indicator of financial health.

Introducing Dynamic’s Trust to Business Analyzed Transfer

It works like before, only better.

Balancing the trust by quickly, accurately and responsibly transferring funds between the client’s trust and business ledgers.

Before…

A manual or one-to-one transfer would typical require a single payment from the trust account to the business account. Each transactions required a trust payment and a business receipt. For few accounts, and large sums, this allowed a very high level of control, but creates unnecessary risks concerning accuracy and duplication. Further it leads to higher than necessary bank charges.

Other Systems

Custom attorneys accounting solutions provide for various degrees of semi-automated trust to business transfer mechanisms. Ideally such a system should transfer funds from trust to cover any business transactions, while preventing trust debits from occurring and neutralizing business credits. Not all systems correct for business credits. A single “Transfer from trust” entry was not very informative, and only automated an otherwise tedious accounting process.

Dynamic’s Analyzed Transfer

Dynamic’s transfer system prioritized the trust.  This means any trust debit balances are corrected first.  It also scans for and corrects business credit balances. The magic, however, happens when the system detects fee transactions on the ledger. Dynamic analyzes the transfer amount and identifies the fees and disbursements. This distinction is noted on the individual ledger accounts, is available for scrutiny on detailed reports and forms the building block of a basic cash flow forecast report.

TRANSFER DISBURSEMENTS from trust

TRANSFER FEES from trust

The accuracy of the analyzed transfer makes business cash flow management easy.

The transfer auto-corrects, once the Transfer button is pressed, it will write up the ledger and check for corrections.  Transfer all the items on screen immediately until the report shows 0.00 to transfer.

VERIFY TRUST INTEGRITY

Trust integrity is confirmed by comparing the post-reconciliation cash book balance to the trust ledgers. This is easily done on the Management Snapshot, this is an extract based on formal reports.

‣ Client Balance List

‣ Trial Balance

‣ Cash Book Display

Fast. Accurate. Reliable.

Have fun.

-Dynamic

carl

Mobile Time Billing

There is an app for that

Mobile time billing is a vital part of legal practice. The Hours keeper app offers mobile timesheet creation on all major mobile devices. Walking into a client’s office for consultation, or attending a taxation at court, nothing is easier than tapping the start and stop on the Hours Keeper app.

  • Log accounts and parties
  • Start, pause, resume and stop timers
  • Multiple entries for matters
  • Easy export to spreadsheet
  • Import into Dynamic

Click here to get Hours Keeper

Dynamic

carl

Software Update 2.0.1.169

Description: Extensive Quality of Life improvements
Status: Effective immediately NEW 
Date: 14 April 2020
Dynamic interface: Two
Version: 2.0.1.169

Explanation:

Extensive Quality of Life improvements have been implemented over the past several months. These are mostly based on end-user feed back. All basic functionality remains available. Visual triggers and reminders have been implemented to support end-users in daily activities.

Description: Client Billing Documents
Status: Effective immediately NEW 
Date: 14 April 2020
Dynamic interface: Two
Version: 2.0.1.169

Explanation:

A simple logic has been implemented which allows an immediate Pro Forma invoice to be generated, including Fee Book transactions. The formal Invoice and routine Statement has been streamlined to provide commercial invoicing capabilities to clients. Original functionality remains available.

Layout has been improved and the full 200 character transaction description now appears on itemized client billing documents.

Multi-VAT rate compliance is supported.

These changes have been affected based on end-user feedback. We would love to hear from you. 🙂

Dynamic

carl

Windows Defender Folder Exclude

Windows 10 Updates change the way Windows works. Not only does the entire Operating System change from time to time, but the various components upgrade in between. Windows Defender was recently updated. This updated (March 2020) has changed the way Defender behaves.

We have previously written on why it is necessary to set folder exclusions and how to do so. That post can be found here.

The current procedure is hidden, but follows the same basic pattern.

NOTE: That accessing the Defender menu through the Control Panel does not work. The option for exclusion is not available there.

  • Start by finding the Defender shield icon in the icon tray
  • Scroll down to Virus & threat protection settings
    • Click Manage Settings
      • Scroll down to Exclusions
      • Click Add or remove exclusions
        • Click the + button to Add an exclusion, and select Folder

Browse to locate the folder to be excluded. For a standard installation this should be the local c:\Dynamic folder

Dynamic

carl

Five 9’s Uptime :)

We aim for 100% uptime, but the truth is, that is a very difficult objective to reach.

Uptime is a measure of reliability. When a user logs in, is the system available. Five-nines or 99.999% availability means 5 minutes, 15 seconds or less of downtime in a year.

We can only reference our own server’s availability. Unavailability caused by client-side issues are beyond our control.

2019

For 2019, we were up 100% of the time. This quite an achievement and a lot of thanks go to our server support team. Well done!

We give ourselves a five star rating: ★★★★★

2019 uptime

2018

During 2018, we experienced a few minor connectivity issues which were mostly related to hardware related updates. Even so, we had only partial down time on several dates. We were up and working almost always.

We give ourselves a four star rating: ★★★★

2018 uptime

2017

The 2017 stats are no longer available, but server upgrades and other issues occasioned several downtime sessions, although these were all quickly resolved with no failed remote logins.

We give ourselves a four star rating: ★★★★

carl

DOR Dynamic Online for working anywhere

Dynamic Mobile Online
Dynamic Mobile Online

As a hybrid cloud based solution Dynamic uses a familiar Windows user interface, with access to a range of Windows features, such as saving PDFs to the Documents folder and integrating with Microsoft Office components, such as Outlook and Excel.

But, sometimes you just need to check something.  What to do when your computer is not around, or it’s simply too much of a hassle to walk to the room and fetch it? Do you really need to switch on the computer to see whats going on? Or wait for the office to open to ask somebody to check?

Fortunately, Dynamic understands that sometimes you need easy online access.

Dynamic Online Reports

Dynamic has a light weight online access portal which allows basic activities on any mobile device.

Online means browser based.

Online means access anywhere.

Online means any device, at any time.

 

The online access portal is designed to provide focused access, restricting access and reports to client matters. Sensitive business information is not accessible. Transactions cannot be processed.

 

Ideally suited for easy access on the go, or limited to Reception or clerk level activities, the online access portal contains the following features:

  • Search – Find Files or Transactions
  • Ledger History Analysis
  • Fee Book
  • File Notes
  • General File Detail Report

 

Imagine a Receptionist, tasked with channeling income phone calls. The online access portal allows name searches, which displays sufficient information to accurately identify the reference and the attorney involved.

Routing is now easy.

 

The attorney walks into an important meeting. Accurate information is critical. The online access portal makes it easy to confirm the last transactions and read the most recent file notes. Afterwards a fee is immediately debited to the Fee Book.

On a cell phone.

 

Online accessibility makes it possible to work at any time, anywhere, on any mobile device.

 

Conditions apply. All current versions of major browsers are supported.

 

Dynamic

carl

Software Update 2.0.1.115

Description: Fee Tracker
Status: Effective immediately NEW 
Date: 21 August 2019
Dynamic interface: Two
Version: 2.0.1.115

Explanation:

Fee Tracker
Fee Tracker

Fee Tracker is a visual production metric report. Designed to monitor productivity, it provides insight into several key performance indicators. This report is emailed to the operator using MSO_Notify and MS Outlook.

Fee Tracker provides an easily readable graphic report, in vibrant colours, easily read on a mobile phone.

Metrics are productivity focused and include:

  • Fees: Month to Date
  • Fees: Year to Date Analysis
  • Monthly Fee Target
  • Billing Rates: Day and File
  • Accounts Receivable
  • Fee Book

End User display is dependent on the device used.

Requirements

  • Config > System Configuration. The My Dynamic tab requires a valid email address in the Email Report box.
  • Budget Target for each Income account: Open or Amend Nominal Ledger accounts
  • Requires local installation of MS Outlook.

 

Description: Fee Book: Import Hours Keeper Timesheet
Status: Effective immediately NEW 
Date: 21 August 2019
Dynamic interface: Two
Version: 2.0.1.115

Explanation:

HoursKeeper
HoursKeeper

Hours Keeper is a leading mobile productivity app.  It allows capturing time to the minute for any range of activities.  The new functionality allows importing the Hours Keeper timesheet from CSV directly into the Fee Book, where it can then be further manipulated. This is a great step for mobile time tracking and billing!

The design is such that the default Hours Keeper downloaded CSV can be imported into Dynamic directly. No need to edit the CSV before import!

Available on the Apple App Store and from Google PlayStore for Android.

 

Description: VAT ledger account pre-setting
Status: Effective immediately NEW 
Date: 21 August 2019
Dynamic interface: Two
Version: 2.0.1.115

Explanation:

Pre-setting accounts to accommodate for VAT is now possible. Example a specific ledger account, such Salaries & Wages should default to No VAT. This is now possible. User override remains possible.

 

Description: VAT settings
Status: Effective immediately
Date: 21 August 2019
Dynamic interface: Two
Version: 2.0.1.115

Explanation:

Setting VAT once will now roll out to all users. Access Config as usual, change as necessary, Okay to save. Then Refresh Bookset & Folders to get VAt settings from cloud.

 

 

Dynamic

carl

Unknown Trust Deposits

The Problem

The Trust Banking Account is subject to uncontrolled deposits by Third Parties.  This simply means that persons who do not appreciate the integrity of the lawyers trust banking account may make deposits directly to that account beyond the scope of our control.

Before the advent of internet banking, trust cash was received at the reception counter, and an accounts clerk or bookkeeper’s assistant receipted the money to various ledger accounts and made up a bank deposit.  We had total control of all funds deposited.

Internet banking has changed all of this.

Once our banking details have been published, there is no control over the amounts deposited into, or references used (or lack thereof) on our accounts.

This leads to a sharp rise in deposits into the trust banking account where the owner of the money so deposited cannot be identified.

 

Unallocated trust funds may in fact be the payment of an outstanding bill. Leaving it as an unknown trust deposit creates both an unnecessary administrative burden on the trust, and it means that payment cannot be matched to an outstanding bill.

 

A management solution

In order to provide for a simple management regime governing unknown trust deposits, it is suggested to use separate accounts for each year.

Name the account “2019 Unknown Trust Deposits“. With the purpose that all unknown trust deposits for the given year will be reflected against this account. Subsequently the age of these individual transactions and the reconciled balance may be easily verified.  Start a new account for each new year.

 

Aggressive management of the trust banking account is essential.

  • Bank to Cash Book reconciliation should be conducted dynamically and not once a quarter. Weekly of at least monthly reconciliation provides the shortest window periods between actual transactions and the processing/reconciliation process.
  • Unknown Deposits are typically classified as unknown because we simply lack sufficient information to accurately identify the client and allocate the transaction accurately. Additional tools such as Invoice Trackers, Age Analyses and direct client contact should make identification of the deposits easier.

 

By aggressively managing trust deposits by using short time cycles and management tools, the number and value of unknown trust deposits may be sharply reduced, reducing the administrative burden and releasing cash into the system.

-Dynamic

 

 

Dynamic

Import Transactions from CSV

Import from CSV

This option is listed in the Processing menu.

Import from CSV
Import from CSV

 

Typical applications of this function include the following

 

Financial Year End entries are easily generated from Income and Expense reports and can conveniently update all affected accounts through a single import. Use Journal type “BJA”

 

Bad Debt reversals can easily be managed with type “BDX”. Debit the Bad Debt account and credit the relevant client account.

 

Off line users can maintain spreadsheets with information, such as Fees which can then be conveniently imported into the system. For Fees use type “BFA”

 

Recoverable Disbursements may be captured manually or loaded from monitoring software, such as telephone or copier solutions. Use Journal type “BJA” or Petty Cash “BPC”

 

The various transaction types are all ledger based and it is not possible to update a Cash Book using this import.

 

The Processing: Import from CSV menu item allows the direct processing of transactions from a pre-formatted, prepared CSV file.

The file must follow a layout similar to this:
BookType, Matter1, Business2, Description1, Description2, Date, Amount, VAT, Voucher

CSV template in Excel
CSV template in Excel


BookType Users familiar with import of batch transactions in any suite of legal software should be comfortable with this type of file and layout.

Contains a valid transaction type. Only Ledger type transactions are support. Bank transactions such as receipts and cheques cannot be processed here.
Valid options are
BJA – Business Journals
BFA – Business Fees
BFX – Business Fee Reversals
BDX – Business Credit Notes
BPC – Business Petty Cash
BBF – Business Balance Brought Forward
TJA – Trust journals

Matter1
An existing ledger account number. The account to be debited.

Business2
An existing ledger account number. The account to be credited.

Description1
Transaction narrative for the account to be debited.

Description2
Transaction narrative for the account to be credited.

Date
A valid date in yyyy-mm-dd format.

Amount
A valid transaction amount. 0.00 transactions are not processed.

VAT
Contains a valid VAT type.
Valid options are
N*0 – No VAT
I*10.00 – Input VAT at 10%
O*17.5 – Output VAT at 17.5%

Voucher
Optional. If blank will be replaced with the word “Import”

 

Business Balance Brought Forward BBF types are suitable for bringing forward balances from third party accounting records.

 

Dynamic

carl

Software Update 2.0.1.46

Description: SMS capability
Status: Effective immediately NEW 
Date: 6 March 2019
Dynamic interface: Two
Version: 2.0.1.46

Explanation:

The system can send user initiated and semi-automated, or scheduled SMS messages.  Updates to File Notes and Fee Book can be selected.  End User specific information follows. Look for the SMS widget on the Fee Book. 🙂

 

 

Description: Processing: Bulk Trust to Business Transfers
Status: Effective immediately NEW 
Date: 5 March 2019
Dynamic interface: Two
Version: 2.0.1.44

Explanation:

The standard layout has been modified to include the Account Name, and now prints landscape.

 

Description: Processing: Import from CSV
Status: Effective immediately NEW 
Date: 4 March 2019
Dynamic interface: Two
Version: 2.0.1.41

Explanation:

The Processing: Import from CSV menu item allows the direct processing of transactions from a pre-formatted, prepared CSV file.

The file must follow a layout similar to this:
BookType,Matter1,Business2,Description1,Description2,Date,Amount,VAT,Voucher

A Sample CSV file is included in the manual.

BookType Users familiar with import of batch transactions in any suite of legal software should be comfortable with this type of file and layout.

 

Dynamic

carl

Streamlined User Experience

One touch control.  What more could you ask for?

Software has come a long way since the first Graphic User Interface for Windows more than 30 years ago. User experience design (UX, UXD, UED or XD) is the process of enhancing user satisfaction with a product by improving the usability, accessibility, and pleasure provided in the interaction with the product.

A Streamlined User Experience

Dynamic is designed to provide a streamlined User Experience. Most User Interfaces have very few components. Think of any report screen: date selectors, account number inputs are limited, or does not exist. This does not mean that these selectors are not important or required.

less is more

On the contrary, the underlying design logic of Dynamic is one of less is more. The values required do exist, but are simply hidden from the user. Where necessary these controls are displayed, but instead of crowding the user with a multitude of rainbow buttons that serve no useful purpose, the streamlined design is focused on providing a one-touch user interface.

Control rests with the user. And that control is provided through a clever, streamlined design which takes into account typical reporting requirements and user expectations.

Are you sure? 

Most Dynamic screens contain one touch options.

These options include the Print icon, or the Save To Disk (spreadsheet) icon.

Example: Dynamic generates all reports to PDF. There is a single click print icon, which creates a PDF document immediately. This PDF can be printed, emailed or deleted.
Quick, easy and direct. No irritating Are you sure? popups to annoy. 🙂

You have the control and a single button. That is all you need.

-Dynamic

 

Dynamic REST API v1 Cover
carl

Dynamic REST API v1

We are proud to announce the release of Version 1 of the Dynamic REST API.

Dynamic REST API v1 Cover
Dynamic REST API v1 Cover

The Dynamic REST API is purpose built to facilitate integration and Third Party light weight app development.

The Dynamic REST API .CHM Help File will see public release soon. In order to use this API a set of credentials must be obtained.

-Dynamic

carl

Softwate Update 2.0.1.19

Description: Alphanumeric account numbers
Status: Effective immediately NEW 
Date: 4 December 2019
Dynamic interface: Two
Version: 2.0.1.4

Explanation:

This change allows client account numbers in the range #A0000-#ZZZZZ.  It expands the Dynamic Chart of Accounts to over 1 million possible account numbers. Accounts remain a standard five characters in length.

Nominal accounts remain in the range #90000-#99999.

It is recommended that client accounts in the range #00000-#89999 be used for accounts which form part of the trust, such bank charges or interest, or other trust control purposes.  These accounts should not be used for Trust Transfer Control.

It is recommended that client accounts in the range #A0000-#ZZZZZ be used for clients.  A suggest application would be to use an account such as #ABC00 for a client master account, with the subsequent accounts #ABC01, #ABC02, #ABC03 etc as individual matter accounts for the client..

 

Description: Quality of Life improvements
Status: Effective immediately NEW 
Date: 4 December 2019
Dynamic interface: Two
Version: 2.0.1.4

Explanation:

  • Smoother User-Interface workflow.
  • Thousand separator spaces for all currency display, such as 123 456 789.128.
  • Additional calculation display for VATable transactions.
  • Bank Recon import has been streamlined.
  • Client Balance List now displays only accounts with balances. Zero balance accounts are ignored.

 

Description: Transaction Narrative
Status: Effective immediately NEW 
Date: 6 December 2019
Dynamic interface: Two
Version: 2.0.1.19

Explanation:

Transaction narratives are now a standard 200 characters in length.  Please note however that most report only display approximately 35-65 characters at a time.

Certain reports such as Diagnostic and Ledger History reports will allow browsing these narratives on screen by scrolling, and exporting to CSV for use in spreadsheet applications (the disk icon) will display the entire narrative.

 

Description: Send Debit Notes Bulk
Status: Effective immediately NEW 
Date: 6 December 2019
Dynamic interface: Two, Front Desk
Version: 2.0.1.19

Explanation:

Statements and Invoices are retained.

A new Debit Note item has been implemented.  Just like Statements, the Debit Note reflects Fee Book entries.  It is not an invoice, but reflects disbursements paid from trust.

The Debit note follows a typical Bill of Cost layout, with separation of Fees and Disbursements and amounts showed net of VAT (if applicable).  In addition, this report will also export the entire narrative to CSV.

carl

Watch this space!

A new update is coming!

New version 2.0.1.22 is expected to release any day now!

What is in the new version?

Several new features, with a lot more to come!  The new version creates a new kind of connection framework. This is based on a server side API which will make it easy to integrate Dynamic with a variety of other software solutions.  Some of these may take time, but the framework is now being implemented.

Specifically

  • Alpha-numeric account numbers, such as “A1234” or “ABC12” are now possible.  The current Chart of Accounts remains in tact, but the additional account number ranges mean that the system now allows up to 1.5 million client accounts. Accounts remain a standard five characters in length.
  • Smoother User-Interface workflow.
  • Thousand separator spaces for all currency display, such as 1 234 567.98.
  • Additional calculation display for VATable transactions.
  • Bank Recon import has been streamlined.
  • Client Balance List now displays only accounts with balances. Zero balance accounts are ignored.

 

When will this update be available?

Right Now! Use the Quick Update feature to upgrade now!
-Dynamic

 

carl

Server Downtime

The DynamicLTA Two cloud server will be taken down for routine maintenance for approximately two hours on Saturday 6 October 2018.

 

Downtime is scheduled for two hours, starting from 15:00 on Saturday 6 October 2018.

 

The nature of the downtime is routine and scheduled.

For the duration of the downtime Dynamic Two will not be accessible.

-Dynamic

carl

Software Update 2.0.0.164

Description: Reconcile Cash Book Import – Advanced
Status: Effective immediately NEW 
Date: 28 September 2018
Dynamic interface: Two, Core
Version: 2.0.0.164

Explanation:

The import of Transaction History from bank statements has been refined with this new feature.

  1. Select the Character Separated Values (CSV) option from the Transaction History Download.
  2. CSV files may now contain either comma or semi-colon characters as field delimiters.
  3. Standard sequence of columns are retained:
    Date, Account, VAT, Voucher, Description, Transaction, Balance.
  4. The user columns, Account, VAT, Voucher may be left blank.
  5. A library of Search Text may be built for each bank, which allows correct allocation of bank charges and interest to designated ledger accounts.

The standard Reconcile Cash Book Tick and Click and Reconcile Cash Book Import – Basic have been retained unchanged.

 

Description: Send Statements Bulk
Status: Effective immediately
Date: 16 September 2018
Dynamic interface: Two, Core
Version: 2.0.0.159

Explanation:

Selection logic has been refined to unsure that Statements are only sent where there are transactions in overview, or an opening balance which is not nil.  This will effectively prevent zero statements from being sent, unless transactions occur in the overview.

 

Description: Connection Error Checking
Status: Effective immediately
Date: 16 September 2018
Dynamic interface: Two, Core, Front Desk
Version: 2.0.0.157

Explanation:

Application wide Connection Error Checking has been improved.  In the event of a fatal exception occurring or a fatal, non-recoverable error, a notice will not appear on the Console and Dynamic will close immediately.  In the event of such a fail safe system shutdown, it is recommended to restart your computer.  If this occurs again, please contact support.

 

Description: File Notes
Status: Effective immediately
Date: 12 September 2018
Dynamic interface: Two, Core,  Front Desk
Version: 2.0.0.154

Explanation:

A standardized report header has been added to the File Notes dialogue.  This forms part of a larger scheme introducing SDK type functions for use by external applications.

carl

Software Update 2.0.0.120

Description: Reconcile Cash Book Import – Basic
Status: Effective immediately
Date: 10 August 2018
Dynamic interface: Two, Core
Version: 2.0.0.120

Explanation:

This function requires user intervention before it can be used, but simplifies the entire processing procedure and avoids mistakes.

The Character Separated Values (CSV) file uses a semicolon as a field delimiter.  Three columns need to be added

  • Account
  • Voucher
  • VAT

Transactions are posted directly to the relevant Ledger Account and Cash Book, and reconciled on the import date.

Feedback  has been overwhelmingly positive.

Description: Fee Book
Status: Effective immediately
Date: 10 August 2018
Dynamic interface: Two, Core & Front Desk
Version: 2.0.0.120

Explanation:

A few minor changes have improved the user Fee Book experience.

Description: Diagnostic Reports
Status: Effective immediately
Date: 6 August 2018
Dynamic interface: Two, Core
Version: 2.0.0.119

Explanation:

The recent reporting cycle has yielded the usual number for support requests.  Due to specific requests concerning diagnostic reports, basic layout and printing was reviewed.  Functionality remains unchanged, but reports have received additional features and capabilities.  Specifically the Diagnostic Report – Summary All Transactions now features additional TOTAL and CUMULATIVE columns.

In addition spreadsheet exports have been streamlined.

Description: ISO-8601 Date format subset
Status: Effective immediately
Date: 1 August 2018
Dynamic interface: Two, Core & Front Desk
Version: 2.0.0.118

Explanation:

Under certain circumstances it could have been possible for a user to process transactions with invalid dates.  Dynamic uses dates in standard yyyy-mm-dd format, but the processing of transactions allow short format date input like dd-mm-yyyy (01-08-2018).  This update means that a faulty transaction will be rejected instead of being processed to the ledger.

Description: Quick Update
Status: Effective immediately NEW
Date: 31 July 2018
Dynamic interface: One
Version: 1.0.0.311

Explanation:

The Quick Update feature, which allows users to update their current installations by simply clicking on the menu item, has been implemented in the DynamicLTA One solution.

All DynamicLTA One users are encouraged to update their products immediately.

As the current (older) versions do not support this feature, this requires a manual download as before.  However, as soon as the new version has been activated, all future DynamicLTA One users can benefit from the same easy to use and seamless upgrades available to DynamicLTA Two users.

See this link for more info on the Quick Update process

carl

Quick Update

How does the Quick Update work?

Quick Update is a built-in feature which allows users to download and install new versions of the software as it becomes available.

Open Dynamic
Type PIN
Skip Cloud password
Click Utility ➜ Quick Update
Wait for the update to complete (approximate 3 minutes)
Dynamic will re-open after the update
Type PIN
Type Cloud password
Click Utility ➜ Refresh Bookset & Folders

Once the Refresh is complete, you may continue.

☺

-Dynamic