carl

Dynamic as a productivity tool

Dynamic is designed to provide a compliant, integrated Business and Trust Accounting system for attorneys. But, simply distinguishing trust and business transactions is an easy task. That can even be done manually. The truth is that basic accounting is very simple indeed. But simplicity disappears immediately once custom demands are made of the accounting records. A manual system does not immediately and accurately yield a trial balance, cash book, or ledger report on a given day. Nor can a manual system effortlessly and error free provide multiple trust-to-business transfers during a month, a week or even the same day.

Of course, Dynamic can do all these things.

But there is more.

Dynamic can produce easy to read, custom management accounting reports combining business and trust transactions into a single net balance, combined with file activity.  Making it easy for management to see at a glance the state of any file.

Not only are reports streamlined on a file level, but high level overview reports provide a birds eye view, with a drill down to the individual transaction.

Whether you want to look at the data form a high level, to spot trends, or investigate a specific department, file, ledger, or transaction, this is all possible.

But there is more.

Productivity Tools

Dynamic supports a wide range of tools designed to increase productivity.

Productivity tools are designed to make tedious, repetitive tasks fast, easy, and reliable. By automating number crunching the risk of error is reduced, or even completely eliminated. Productivity here means to get more done in the time available.  If the same task could be performed manually, without rework or error, in the same time, we have achieved nothing.  So our benchmarks are clearly defined: speed in execution, accuracy, with no repetition or rework, and as few errors as possible.

Fee Book: Import Hours Keeper Timesheet

HoursKeeper Hours Keeper is a premier time tracking mobile app. And it’s compatible with Dynamic.

Effective time management, and eventually effective time billing is central to legal practice.

Keeping a timesheet is not enough, Timesheets should be

  • flexible
  • complement operations
  • easily integrate with the overall accounting system

Manual timesheets require paper, are often left on a desk in a private office and still require re-typing timesheet particulars to a billing sheet or system. The Hours keeper app makes it possible to keep accurate, up to the minute time billing sheets on a mobile device.

Dynamic makes it easy to import the Hours Keeper Timesheet directly into the Fee Book.

Hours Keeper is a market leader in mobile time keeping. Hours Keeper allows to record your daily working hours for each client, including your overtime and break time.

It current has a 3.5 out of 5 rating in the Apple App Store and 4.6 out of 5 on Google Play store for Android. Supporting both Apple and Android, makes it possible to capture accurate timesheet information on almost every smartphone. The app generates a CSV export file, which can be imported raw by Dynamic.  This means without any fiddling, the timesheet can be uploaded to the Fee Book.

tick purpleSpeed – beats a manual timesheet any day!

tick purple100% accurate. No errors in interpretation or conversion of data from timesheet to billing!

tick purpleNo repetition. No rework. Once the data is captured in the app, it can be imported as is into the Fee Book. Of course, editing the CSV file is possible… But why would you want to do that?

tick purpleError free.

And, once the data has been imported to the Fee Book, it can immediately be edited, or billed to a client! Reducing the time delay between finalizing the timesheet and billing to seconds!

Timesheets may be uploaded at any time.

Search for “HoursKeeper” in the Apple App Store or in the Google Play store.

Fee Book: Import from CSV

spreadsheet general
spreadsheet general

CSV is a multi-purpose, basic text file format which can be opened by any spreadsheet application. Think of a CSV file as a basic, text based spreadsheet. All the data, with none of the tricky hidden columns or display options. What you see is what you get.

This allows the import of Fees into the Fee Book.

A common application is to circulate spreadsheet with fees for a specific matter through the office to be edited and updated by everyone who worked on the matter.

Once complete, the file may then be imported into the Fee Book. Simply select Save As… in the spreadsheet app and choose CSV as the format. Don’t worry about the technical stuff like delimiters and text separators, we have that covered.

A sample file is located in the HelpFile.

tick purpleWhy do we use the Fee Book? Again speed, accuracy and simplicity are the key words. The Dynamic Fee Book is flexible and easy to use, making it the ideal control point for fees originating from various sources.

Dynamic applies a strict interpretation of the ISO8601 date format. Dates are imported in YYYY-MM-DD format only. Other date formats will be rejected.

HelpFile Please see the Help File for more information.

Core Accounting

Processing: Import from Fee Book

tick purpleFast, accurate and no repetition! That’s exactly what the Import from Fee Book does! Once a fee as has been captured into the Fee Book, it can easily be processed into the ledger. The design is intended to support the processing of multiple items simultaneous. No tedious re-typing or copy & paste involved. Processing directly from the Fee Book. And current VAT rates can be applied, while the original work done date will be remembered.

HelpFile Please see the Help File for more information.

Processing: Import from CSV

tick purpleCSV is a multi-purpose, basic text file format which can be opened by any spreadsheet application. Think of a CSV file as a basic, text based spreadsheet. All the data, with none of the tricky hidden columns or display options. What you see is what you get.

This allows the import ledger journal type transactions directly into the ledger. Suitable for Opening Balances.

A sample file is located in the HelpFile.

This feature uses the same CSV format as the Fee Book, but supports more transaction types, including Trust Journals.

HelpFile Please see the Help File for more information.

UDT: User Defined Transactions

UDTs are lists of transactions defined by the user, to be used in dropdown selectors, such as the Fee Book, to quickly and accurately process transactions. The main application is in the Fee Book.  Think of each UDT Plan as a menu of Fee Items available to select from.

UDTs can be managed from the Core module, using Config: Manage User Defined Transactions. The workflow is as follows:

  • Create a new UDT Plan. Each Plan has a name: John’s Corporate Fees
  • Add items to the Plan, eg Drafting Memorandum of understanding
  • Use the items from the Plan in the Fee Book
  • Import Items for a Plan from CSV. This CSV uses a simple format exactly like that displayed on screen:
    • Type, which must be BFA,
    • Narrative of up to 200 characters,
    • a Debit amount,
    • a Credit which must be 0,
    • Cascade value, set to A and
    • Order value of 1. Cascade and Order have not yet been implemented.

UDTs are defined in the Core module and activated by Refresh in the Front Desk.

HelpFile Please see the Help File for more information.

Tasks: Reconcile Cash Book – Advanced

This amazing feature allows semi-automated processing of CSV transaction history from the bank. Transactions are automatically allocated based on user selection.

Each bank uses their own format. The basic seven column import format is

Date, ACNO, VAT, VOUCHER, Description, Amount, Balance

These files must be edited by the user before import.

The columns ACNO, VAT, VOUCHER, may be left blank, but must be inserted into the source file.

A handy little tool is the CSVConvert application. This can be used to modify the raw file received from the bank into a format more import friendly.  CSVConvert is available from our Download page.

Dynamic applies a strict interpretation of the ISO8601 date format. To accommodate different date formats, either dd-mm-yyyy or YYYY-MM-DD (ISO8601), Dynamic allows a date format specification. Please see the Bank Account settings.

The ability to pre-set VAT selection on ledger accounts is not only a great time saver, but also prevents processing errors.

tick purpleDirect processing from bank transaction history to cash book!

tick purpleAccurate ledger allocation!

tick purplePre-set VAT selection!

tick purpleNo fuss, easy and accurate bank reconciliation. Exactly what you expect.

HelpFile Please see the Help File for more information.

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

 

 

carl

How to Exclude your Dynamic from Virus Scan

We have written before about the different reasons why Dynamic may get flagged as a false positive on virus scans. Few things can be as annoying as coming back to your work computer and finding that your shortcut has disappeared because an anti-virus application decided your software is not safe for you to use.

Dynamic has certain built-in features which can trigger anti-virus software diagnostics to make false positive matches.  These include

  • Quick Update – Dynamic makes it easy for users to update their software over the internet. This is a great time-saving feature, and guarantees that the most recent update is only a click away, without relying on specialized IT support.  However, anti-virus software designers tend to take a dim view of software with download capabilities.  The zip file (it’s always a zip file) is described as a “payload” and because it originates on the internet, automatically defined as malicious. Well, it’s not.
  • Bundled file distribution – Dynamic applications act like self-extracting zip files, containing everything they need to go operational immediately.  This means that when you run a Dynamic executable file in a folder, it will immediately create any missing files, such as the DLLs (dynamic link library’s) used to supply run-time functionality.  This features allows smaller and faster updates, and only writes to the local folder. Much the same case as with the Quick Update feature, anti-virus software designers unfortunately tend to take a dim view of software with self-extracting capabilities.  These files are extracted silently in the background. And only to the local folder.
  • Microsoft Windows Outlook integration – Dynamic provides Microsoft Outlook integration.  Dynamic sends email through Outlook.  The local user gets to use their own primary email account as the Dynamic sender account. Outgoing mail can be seen in the Outbox and Sent Items. Again, anti-virus software designers tend to take a dim view of software with Outlook integration capabilities. This is typically flagged as MachineLearning. 🙂
  • PDF document generation creates new content. Client Billing, such as invoices are generated at a speed of approximately one every 3 seconds. These documents are written to the %documents% folder. However, certain anti-virus software considers this malicious activity and blocks the creation of the PDF.

AVAST Anti-virus interferes with file creation
AVAST Anti-virus interferes with file creation

Dynamic installs into a single folder. Typically c:\Dynamic\mylawfirm and installs it’s required files and folders here.  Specifically no registry keys are written or read.

It should be noted that a common threat detection mechanism is to scan for files which did not originate on the local computer.  This is done by scanning the “data stream” of each file. As Dynamic software is internet delivered, it is a tell tale sign that the files are indeed foreign. But not malicious.

Once operational, Dynamic creates folders for each matter in the Documents user folder. Again no registry keys are written or read.

Windows Defender False Positive
Windows Defender False Positive

Note that this screen grab shows the same target, identified by Windows Defender as three different threats.

Add an exclusion to Windows Security

Set Windows Defender Exclusions
Set Windows Defender Exclusions

Since May 2019 we noticed increased instances of false positive detection by Windows Defender. This coincides with Windows 10 Updates.

Other anti virus applications that are known react very harshly to our products include Kaspersky, Norton, Avira and Avast. Please set exceptions. Do not Quarantine or Delete, just Allow Always.

We have taken remedial action to safeguard the relevant modules.  This seems to make Windows Defender happy and has reduced the number of false positive hits.  Users are encouraged to use the Quick Update feature and use at least version 2.0.1.76.

Our software is scanned by Eset’s Nod32 and Malwarebytes prior to release.

https://www.eset.com/

https://www.malwarebytes.com/

If you do have problems, we would like to hear from you.

-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

Agents Journals

Applies to Front Desk

Processing: Agents Journals

Dynamic is an integrated Trust and Business accounting system, and all standard transaction processing functions are possible in the Core module. To facilitate workflow and allow non-accounting staff to capture transaction details directly onto the system, Dynamic’s Front Desk provides a handy little processing screen for Agents’ Journals.

Law firms represent clients and act as an agent on behalf of the principle.  Often third parties are contracted to provide specific professional services which the law firm does not provide directly, such as using Tracing Agents or Private Investigators to find missing persons, or Expert Witnesses to provide research or courtroom evidence. There are many possibilities.

Front Desk, under Processing: Agents Journals.

Agents Journals processing screen
Agents Journals processing screen

Notes

  • For ease of use the screen is color coded.
  • Start by Selecting the relevant Agents List from the first dropdown. (Top left)
  • Then Select the Agent you wish to use from that list.
  • Notice that the Contra account box will show the the Agents’ account number and the Rearview will immediately update to show recent transactions.  Check the entries to prevent duplicates.
  • Select the client account number you wish to use. Remember the search General Search is always available here.
  • Notice that the Debit account box will show the client account number and the Rearview will immediately update to show recent transactions.  Check the entries to prevent duplicates.
  • Document Properties should be completed based on the document received back from the agent.
    The Agent’s Reference should appear on the Agent’s report. This makes matching source documents to transaction entries easy.
    Document Type refers to the type of document provided by the Agent, such as a Report, or an Invoice.
    Status of the document implies the result contained in the Agent’s report.
  • The document Date refers to the date the document was issued by the Agent.  This is especially important when dealing with Court dates.  The Processing Date should be the date on which we process this transactions, normally Today.
  • The Amount is the total amount owing the Agent.
  • If we are entitled to an allowance, enter the applicable percentage, and Dynamic will calculate the value and process same as a Fee.
  • Click Accept the process.

Remember to Refresh Bookset & Folders to get the latest lists!

-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

carl

Business Cash Forecast

Business Cash Flow Forecast
Business Cash Forecast

Dynamic Two allows for an up-to-date Business Cash Forecast. Managing Business Cash is a key consideration for any business.

This is a Business management report that deals specifically with cash on hand, and takes into consideration Accounts Payable, Accounts Receivable and Expenses paid.  This results in a forecast of the cash we can expect to hold at the end of our month.

Learn to manage the business by looking at this report daily, and keeping track of up-to-date changes to the cash in the business.

Much like a weather forecast this depends on a wide variety of factors, and is only a forecast.  As a management tool it is intended to give management an instant high-level glimpse of the financial prospects of the business.

This only affects the Business, as the Trust does not have an income or cash flow.

-Dynamic

carl

Software Update 2.0.0.116

Description: Ledger History Report
Status: Effective immediately
Date: 30 July 2018

Explanation:

The Ledger History Report (LHR) allows for browsing a specific ledger between dates.

Various cosmetic changes are being implemented.  Functionality remains the same.  Look out for future updates as this report receives more attention.

The standard Ledger History Analysis and Ledger History Report have been retained.

 

Description: Fee Book
Status: Effective immediately
Date: 30 July 2018

Explanation:

The Fee Book has been updated based on user feedback.  Functionality remains the same.  Specific attention was given to the Fee Book Entries and Fee Book Manage functions to allow for a more streamlined and colorful user experience.

 

carl

Software Update 2.0.0.105

Description: Ledger History Statement View
Status: Effective immediately NEW 
Date: 12 April 2018

Explanation:

The Ledger History Statement View (LHSV) is a special Ledger History type report that provides diagnostic information on Statement transactions.  To see the invoice status, or VAT % of a specific entry, please use the Statement View.  In addition the LHSV will include any Fee Book transactions which may apply.

The standard Ledger History Analysis and Ledger History Report have been retained.

 

Description: Client Investment Balance List PDF rotated to A4 Landscape
Status: Effective immediately
Date: 30 April 2018

Explanation:

Additional information was added to the Client Investment Balance List and a landscape lay-out fits the report better.

 

Description: Client Balance List PDF cleaned up
Status: Effective immediately
Date: 5 May 2018

Explanation:

The Client Balance List PDF received some TLC to improve lay-out and readability.

 

Description: Management Snapshot extended
Status: Effective immediately
Date: 11 June 2018

Explanation:

A business cash management section was added to the Management Snapshot.  In addition to current functionality, this allows instant access to a summarized business cash management report.

 

Description: “Quote” type added to the Fee Book
Status: Effective immediately  NEW 
Date: 19 June 2018

Explanation:

A new fee type “Quote” has been added to the Fee Book.  This makes it possible to issue quotations as pro forma Statements directly from the Fee Book, or use the option as a place holder for provisional disbursements.

Contingency, To be Reviewed and To be Taxed options remain.

 

search
carl

Search on a Processing Console screen

Search options on a Console processing screen
Search options on a Console processing screen

The Dynamic Console Processing screen allows for interactive information search and display.

 

When processing transactions it is important to be able to see accurate, up-to-date information immediately.  Find the correct account number to process against and avoiding mistakes and duplicate transactions are important.  Dynamic provides several tools to make processing quick, easy and error free.

 

All processing screens allow for multiple search options.

search
Search

SEARCH The magnifying glass, on the right hand side of the screen represents the general Search option.  This allows standard and extended searches on a variety of data fields, including, but not limited to the file name, parties, email and legacy numbers.  This is the most powerful search available and should locate any file on a variety of criteria.  Returning from a successful search will automatically update the Account number input.

 

 

QUICK SEARCH The Quick Search requires at least four (4) characters to search.  This is handy for on-screen searches on information such as legacy numbers or client references.  Selecting an item from the drop down list will automatically update the Account number input.  This search is designed to facilitate posting.  Searches are limited, but very fast.

GUIDE DATE The Guide Date Date Control Selector is useful and optional, but handy for processing on a specific date.  Common use includes backdated transactions, such as capturing year end or audit correction entries, or finalizing a previous month end.  For normal, up-to-date processing this control may be ignored.

REAR VIEW MIRROR The onscreen Rear view Mirror updates automatically with the current account.  It includes a header with ordinary file information, such as the client and party names, the legacy number and department and file type.  It also shows the last few transactions and current balance on the account.  This short report is intended to facilitate processing and prevent duplicate transactions.

 

These Dynamic tools provide a powerful user dialogue to facilitate accurate and easy transaction processing.

Dynamic

carl

What is Continuous Ledger and why is it important?

Commercial Accounting Systems

Commercial accounting systems are typically designed around period based reporting.  The emphasis is the month, the quarter or the year.  For Financial reporting this works well and is an established concept.

Where reports are required spanning multiple reporting periods, especially over several years, these must either be sourced from backups, or kept in a paper file, forcing the retention of a secondary data source.

DynamicLTA’s Continuous Ledger

However, with trust accounts, reporting is often not limited to a short term reporting period.  Accounts may run over many years.

DynamicLTA uses a Continuous Ledger which allows for multi-year on year reporting from a single system, without losing data or archiving transaction while an account is still active!

Time is not an issue when an account is opened on DynamicLTA.  Even if transactions cover a date range of ten years or more, DynamicLTA will consistently and accurately reflect the relevant transactions as processed.  The cash books will not overflow, the ledger will not be over populated and the system will keep on working.

DynamicLTA provides typical Financial Reports on dates and for selected periods, such as a Financial Year, or information spanning multiple years with full transactions details in a single report!

 

The image below is a screen grab of a DynamicLTA Ledger Report in PDF.  It shows the Continuous Ledger in action, with transactions spanning multiple years.

Continuous Ledger shows transactions spanning multiple years
Continuous Ledger shows transactions spanning multiple years

The Advantages of Continuous Ledger

Continuous Ledger means that all transactions belonging to a specific account will always be available in a single report.

Transaction level data will not be lost or obscured by system driven “closed periods” which make transactions disappear.

Transaction level data is retained through-out the system.  Individual ledger accounts and cash books all show each transaction entry separately.  “Opening and Closing” balances are run-time calculations.  Transactions are not automatically lost with the passage of time.

Drill-down from a summary report such as a Trial Balance, right down to the individual transaction on a specific account is possible on any date.

With legal work, data retention requirements often stipulate that data retention period calculation runs from the data of completion of a mandate.  This means that data must be retained for a set time after the final transaction was captured.  Which can be a substantial amount of time after the mandate was originally received.  Continuous Ledger means that these transactions will remain intact.

Its not just limited to a specific individual account!  All transactions are reflected in different diagnostic and user reports.  Looking for a specific receipt in the past? Its possible, its still there.

-DynamicLTA

carl

GDPR and our service providers

DynamicLTA is designed for a professional and confidential market.  We take our client’s and their data privacy requirements seriously.

We are proud to report that our upstream service providers are equally serious about client privacy.

The European Unions General Data Protection Regulation, which comes into full force on 25 May 2018, is set to become a world wide de facto data protection standard.  Even where the GDPR does not formally apply, it will cast a deep shadow.

One of the service providers used by Dynamic is BulkSMS.com, for the transmission of SMS messages.

BulkSMS.com acts as both a data controller (in that we process client data) and a data processor (in delivering an SMS messaging service on behalf of our client) and can assure our clients in the European Union member states that we have put the necessary GDPR protocols for processing personal data in place. Specifically, we recommend clients consult our updated Terms and Conditions which address GDPR requirements along with the Data Protection Addendum.

Please check back on this page for future reference.

DynamicLTA

carl

Manage your Cash Flow with the General File Detail Report

Effective cash flow management is critical to any successful business. In addition to standard Financial Reports and User Reports, Dynamic provides a powerful management report in the form of the General File Detail Report.

The General File Detail Report is available in the Core module, Front Desk and Dynamic Online Reports.

Just like all other Dynamic Reports, the General File Detail Report generates as a PDF document from the Console modules, and the Dynamic Online Report can be printed directly from the web page.

Why use the General File Detail Report?

Unlike Financial Reports that follow strict guidelines concerning layout, the General File Detail Report contains information relevant to managing the professional matters in the practice.  The report uses a typical current-status approach to each file, showing up-to-date file information.

From left to right, columns generated include the #Account number, the Legacy number & Client name, the current balance, the nature of the balance and the days since the last balance movement and the current Fee Book balance.

Handy sort options include the File Type, Department and Fee Earner to manipulate the report to management specifications.

In addition, the column headers can be used to sort the report in the desired order.

Note that only Active files will be included in this report.

To facilitate use by management, this report utilizes terminology which makes it easy to understand.

For instance, a line such as
“#00002 ABC123*Charles Darwin 4148.90 Receivable 8 days” means the following

Account #00002 for Legacy number ABC123 which is our client Charles Darwin has a debit balance of4148.90. This is  Receivable and the last time we worked on this file was 8 days ago.

By sorting this report by Balance Type, or days since last movement makes it easy to see when last work was done, and gives a user friendly interpretation of Age Analysis data.

The information contained in this report is easily supported by additional reports.

Other reports to consider are

  • Age Analysis
  • Ledger History Reports
  • Cash Flow Statement
  • Client Balance List

For day to day management with an emphasis on current, up to date information, the General File Detail Report is the managers’ preferred tool.

 

Dynamic

carl

New version 2.0.0.71 Released

A new version is available.

Dynamic software is subject to constant review and improvement. Based on valuable client feed back we implement changes.

Improvements available with update 2.0.0.71 include the following:

  • Use of Legacy numbers on statements and invoices
  • Default Fee Earner, Department and File Type now available in droplists
  • Fee Book allows Batch fees to be imported or Rejected
  • Local currency unit from Config will show on the Console
  • General Search result will update File Take On dialogue

How to get this update?

Open Dynamic
Type PIN
Cancel Cloud password
Click Utility -> Quick Update
Wait for the update to complete
Dynamic will re-open after the update
Type PIN
Type Cloud password
Click Utility -> Refresh Bookset & Folders

Thank you for using Dynamic

-Dynamic

carl

Dynamic works on all supported versions of Windows

DynamicLTA One and DynamicLTA Two Core and Front Desk modules are designed specifically for the Microsoft Windows* environment and offers Microsoft Outlook integration.

Dynamic Online Reports are browser based and operating system independent.  This means that transactions captured on a DynamicLTA Two Windows front end, can be browsed on an Apple device using the Safari browser.

*Only supported Microsoft Windows Operating Systems are recommended.

carl

Data Protection

The End User License Agreement (EULA) has been updated.  General Data Protection Regulations world wide require an express statement of data protection measures agreed between parties. As a vendor in a confidential market, these updates reflect existing business practice.

Please note that the updated EULA comes into force immediately.

Amendments include an express statement of obligations on Dynamic:

Dynamic shall

  • keep any client and third party information confidential.
  • not mine data or use personal information for any purpose other than instructed, but may use such anonymized data for
    (a) analytical and/or statistical purposes;
    (b) training purposes;
  • maintain a reasonable standard of security based on industry standards for software providers.
  • inform client of any security breach which may affect the Client.

Dynamic

 

carl

Income Statement has been modified

The Financial Report: Income Statement has been modified.  The content remains unchanged, but changes have been made to the formatting and layout.

This is in direct response to user feedback.

Please note that the Dynamic One application is being re-worked to follow the same layout as Dynamic Two.  Please see elsewhere for an update on when the new version of Dynamic One will be available.

Dynamic