Checkbook Register

Ways to get help while you work:

  • Handy Tool Tips
    for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
  • Quick-Pick Lists
    are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
  • Help Screens
    are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”

This feature contains all of the necessary aspects of the Accounts Payable function without the need of additional software programs or third-party applications. This section contains step-by-step instructions how to:

  • Enter and Print Checks
  • Search Checkbook Register
  • Print Checkbook Register
  • Post Deposits – Split Entries
  • Automatic Deposit Slip
  • Re-Print Deposit Slip
  • View Split Entries Already Posted
  • Void a Check
  • Process Non-Sufficient Funds Checks
  • Process Client Refund
  • Credit Client Fees Against Billing
  • Memorize Checks

The following aspects of Checkbook Register have separate Help Screens under the Checkbook Register Help tab:

  • General Ledger
  • Reconcile
  • Vendor Information Database
  • Vendor 1099 Report

Click on CHECKBOOK > CHECKBOOK REGISTER on the main TASKBAR from anywhere in the Geni Law program.

checkbook

Helpful Hint:  Immediately upon accessing Checkbook Register, the program will ask you to pick a bank:

pick-bank-overlay

Select the appropriate bank for accounts payable from the quick-pick list and press Pick Bank. Immediately the Checkbook Register opens:

register

As you can see, the NEW CASE button is available for you to add a new client from the Checkbook Register!

Enter and Print Checks

The Bank Account Code appears at the top line. Always make sure you are in the correct Bank Account.

register

The cursor defaults to the TRAN DATE (Transaction Date) field on the highlighted entry field at the bottom of the page for new entries. Scroll up to see previous entries. The default date is the current date. Tab through or enter the TRAN DATE if different from the current date. NOTE: The ORIG DATE (original date of the entry) appears below the Transaction Date. The ORIG DATE will not change even though the TRAN DATE can be changed.

The cursor jumps to the CHECK NUMBER field. The Checkbook Register retains sequential check numbering based on the first check number entered in the system. This allows you to print on custom check stationery. However, you can enter the check number manually if necessary. Choose from the following Check Number codes:

P Print now
F Print in Future
D Deposit
C Credit Card
S Service Charge
NSF Non-Sufficient Funds
H Holding (for Funds)

Most of the time you will enter “P” to print check(s) now.

The cursor jumps to the PAYEE field. Begin typing the name. For Vendors, the field will auto-fill with a quick pick list as you type. Press Enter when you find the correct Vendor.

NOTE:  A new Vendor (payee) can be setup without leaving the Check Register. To enter a new vendor, go to Vendor Information using JUMP KEYS Alt+K, then V and enter the new vendor information. Press Ctrl+Enter to save the new vendor entry, press Escape to return to the Check Register, and complete the Payee entry.

The cursor jumps to the PAYMENT field. To allocate payments to multiple accounts, divisions or clients, press the SPLIT button to open the Split Entry Screen before entering the amount (see Split Entries discussion). If the payment amount is not a split entry, then enter the total payment amount.

The cursor jumps to the of the ACTNO (Account Number) field. The word “SPLIT” auto-fills for split entries. Otherwise, a quick-pick list appears with all of the numbers from the chart of accounts. Highlight the correct account number and press Enter.

The cursor jumps to the DESCRIPTION field. The phrase “SPLIT ENTRY” auto-fills for split entries. The Description will be auto-filled with the corresponding description from the chart of accounts; however, the description can be modified to add specific information or the description can be deleted and rewritten completely.

The cursor jumps to the C (Cleared Entry) field. Enter an “X” in this field only when you need to indicate an entry that has cleared the bank by using RECONCILE.

Press Ctrl+Enter to save the entry.

The cursor jumps to the next blank entry form at the bottom of the page. Repeat the above steps for each check. After all checks are entered, place blank check(s) in the printer. Be sure that the number of the first check to be printed matches the next check number in Checkbook Register.

Press the WRITE CHECK button.

buttons-checkbook-with-write-checks-highlighted

The Print Checks overlay screen will appear.

checkbook-print-checks-overlay

The Start/Stop date defaults to the current date.

Here you can confirm the correct starting check number as shown in the highlighted area above.

Select print to “P”rinter or “S”creen; default is Printer.

Click Print to print checks or ESC to return to the Checkbook Register.

The check number(s) will auto-fill in Checkbook Register after check printing is finished.

The Checkbook Register balance updates automatically.

Search Checkbook Register

Click the SEARCH button to open the Search Checkbook Register screen:

buttons-checkbook-with-search-highlighted

The Search Checkbook overlay screens appears.

checkbook-register-with-search-screen

The Checkbook Register is sorted by Date, Check Number, Account Number or Payee. Enter data in any or all of the fields. A quick-pick list pops up in the Account Number field showing all of the available entries listed in the chart of accounts.

Press Search to get the Search/Sort results or press Escape to return to the Checkbook Register.

Print Checkbook Register

Click the PRINT button to open the Print Checkbook Register screen:

buttons-checkbook-with-print-highlighted

The Print Checkbook overlay screen appears.

checkbook-register-with-print-screen

Enter the desired Start and Stop dates.

Select the Vendor. A quick-pick list pops up in the Vendor Code field showing all of the available entries listed in Vendor Information.

Select “Y”es or “N”o for Unprinted Checks Only. The default is No.

Select “Y”es or “N”o for Show Splits. The default is No.

Select Print Type. Choose from “All”, “D”eposits, “C”hecks. The default is Deposits.

Select Order of Printing. Choose from “D”ate, “A”ccount Number, “P”ayee. The default is Payee.

Select print to “P”rinter or “S”creen; default is Printer.

Click Print to print the results or ESC to return to the Checkbook Register.

Post Deposits

Split entry posting is the same whether you split entries for checks, deposits or credit card payments. ALL DEPOSITS ARE ENTERED AS SPLIT ENTRIES, EVEN WHEN THERE IS ONLY ONE ITEM FOR DEPOSIT.

NOTE: CLIENT DEPOSITS ARE AUTOMATICALLY ENTERED TO THE PAYMENTS REGISTER. TO TURN OFF THIS FEATURE FOR ONE OR MORE BANK ACCOUNTS, GO TO SETUP BANK ACCOUNTS AND ENTER “N”O IN THE “A”LLOCATIONS FIELD WHERE APPLICABLE.

The cursor defaults to the TRAN DATE (Transaction Date) field on the highlighted entry screen at the bottom of the page in the Checkbook Register. Scroll up to see previous entries. The default date is the current date. Tab through or enter the TRAN DATE if different from the current date. NOTE: The ORIG DATE (original date of the entry) appears below the Transaction Date. The ORIG DATE will not change even though the TRAN DATE can be changed.

The cursor jumps to the CHECK NUMBER field. Enter “D” for deposit. The cursor jumps to the PAYEE field. Click the SPLIT button to open the Split Entry Screen before entering the amount.

buttons-checkbook-with-split-highlighted

ALL DEPOSITS ARE ENTERED AS SPLIT ENTRIES, EVEN WHEN THERE IS ONLY ONE ITEM FOR DEPOSIT.

The Split Entry overlay screen opens with the cursor in the ACT NUM (Account Number) field.

checkbook-register-with-split-screen

A quick-pick list appears with all of the chart of accounts numbers. Click on “401” to select the correct account number.

Tab to the PAYCOD (Pay Code) field. The default is Check. You can delete the entry, and a quick-pick list pops up of all pay codes. Click to select a pay code.

Tab to the AMOUNT field. Enter item amount. Deposit items are entered individually.

Tab to the CLIENT CODE field. A quick-pick list appears with all of the client names. Begin typing the name starting with the last name. Click to select the correct name.

The cursor jumps to the CASE NO field. The Case Number auto-fills if there is only one case for the selected client. Otherwise, a quick-pick list pops up of all the client’s case numbers. Click to select the correct case number.

The Division Code assigned to the case number auto-fills as soon as the Client/Case Number is selected.

Tab to ACT NUM and repeat the above steps if necessary for multiple deposits.

When you have finished entering one or all of the deposits, click on the “X” in the upper right-hand corner and close the window to return to the Checkbook Register. The updated entry appears in the Checkbook Register with the cursor in the “DEPOSIT” field. Press Ctrl+Enter to save the split entries. The Checkbook Register balance updates automatically.

Automatic Deposit Slip

A dual-column deposit slip prints automatically for each deposit for all accounts. Cut the deposit slip in half (from top to bottom) along the black center line. File one half with the daily deposit records, and attach the other half to the bank deposit slip to eliminate having to enter each deposit manually – saving you time! Enter the TOTAL on the bank’s deposit slip, place it or staple it on top of Geni’s deposit slip and clip to the checks.

Re-Print Deposit Slip

You don’t know how much you miss something until it’s gone, right? Geni’s auto-print deposit slips are going to save you so much time that you will grow to depend on them very quickly. However, for whatever reason, you do not have the deposit slip you need. Geni’s unique ability assigns internal Transaction ID codes for each saved deposit so that deposit slips can be reprinted anytime on demand.

Click CHECKBOOK > RE-PRINT DEPOSIT on the main Taskbar:

reprint deposit

Immediately upon clicking the Re-Print Deposit tab, the print overlay screen appears:

reprint overlay

Start Date The Start Date always defaults to the current date. If you need a different date, press enter in the date field and the system Calendar pops up for you to select the desired date.
Trans ID The Trans ID code is assigned internally to each deposit. Ideally, you have one deposit per day; however, this is not always possible. If there is more than one Trans ID code from which to choose, a quick-pick list appears. Tab to select Print to “S”creen and go back to the Trans ID field. Click on a code and the deposit slip prints to the screen. If that is the deposit slip you need, click the “OK” box at the bottom of the screen to return to the overlay screen. The Trans ID code that you clicked on remains in the field. Select Print to “P”rinter. Repeat these steps for each Trans ID code until you find the deposit slip you need; just backspace over the code in the field and the quick-pick list reappears.
Print to: Select “P”rinter or “S”creen; default is Printer
Number of Copies Enter the desired number of copies; default is 1

Press Print for the results or ESC to return to the Register screen.

View Split Entries Already Posted in the Checkbook
To view the Split information contained in a line item of the Checkbook Register:
Place cursor on the desired item and click the SPLIT button. The Sprint Entry screen appears and reveals the complete split entry information.
checkbook-register-with-split-screen-overlay
Void a Check
Click the SEARCH button to search for the check by Date, Check Number, Account Number or Payee.

buttons-checkbook-with-search-highlighted

Place cursor on the ACTNO (Account Number) field. Delete the Account Number. A quick-pick list appears with all of the chart of accounts numbers. Scroll down and highlight VOID and press Enter.

Tab through to the Amount field and delete the amount.

Press Ctrl+Enter to save the entry.

The Checkbook Register balance updates automatically.

Process Non-Sufficient Funds (NSF) Checks
There are many steps to process NSF client checks, each of which is explained below and involves billing in the client’s case file, entering the total amount in the Checkbook Register, generating a client statement, and preparing a Bad Check letter to the client.

First, make sure you are in the correct Division.

You are going to make three separate billing entries in the client’s case file: NSF CHECK AMNT, NSF BANK FEE and NSF FIRM FEE.

Click CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar. Click the SEARCH button and search for your case file (for an individual start typing the last name first). A gray highlight bar identifies the case when SEARCH is complete. Place cursor on the gray highlighted profile and click the DO WORK button (located under HELP on the main Taskbar). Geni Law opens the case file.

Place the cursor on an empty row and press Ctrl+M. The Multiple Billing Item screen opens. Scroll to NSF CHECK AMNT (Non-Sufficient Check Amount) and press ADD ROW.

nsf

The program automatically returns to the case file. Place the cursor on the new NSF CHECK AMNT entry line and click the BILL NOW button. Tab through the Date and Time; modify or enhance the Notes & Description of Work/Tasks to add the NSF check number and check date. Tab through the Rep and Units columns. Enter the NSF Check Amount in the Billing Amount column and press F9. A pop-up screen asks “Is this an Earned Item?” Answer “Y”es. “Yes” is automatically inserted in the $$ (“Has this been billed yet?”) and ER (“Is this an Earned Item?”) columns.

Follow the same instructions above for NSF BANK FEE, the bank’s NSF check charge, and NSF FIRM FEE, the Firm’s NSF processing charge. Place the cursor on the proper rows and press ADD ROW. Do this for each charge. Follow the BILL NOW instructions above for each charge.

Click CHECKBOOK > CHECKBOOK REGISTER on the main Taskbar. Use the following steps to process NSF entries:

  1. Tab to the Check Number field and enter “NSF” = a place holder until the funds are received.
  2. The cursor will jump to the PAYMENT field. Enter the total amount of the NSF check, the bank’s charge and the firm’s processing fee.
  3. Tab to ACT NO. A quick-pick list appears. Scroll down and click on account number 403NSF. The description auto-fills with NON-SUFFICIENT CKS (NSF). You may want to edit this line with the client name, check number and date.
  4. Press Ctrl+Enter to save the entry.

Press ESCAPE to return to the client’s open case file and press the CONTACT button. Select “CC” (which stands for Client Code) for “To Whom?” Enter the Division Code. Enter the Client Code (by typing the last name first). Enter “A” for Active. Enter “1” for Limit. Click on Letter Code and select the ALLLCC-BADCHECK letter (either OpenOffice or Word). Press Merge. The letter will open in its native application merged with all firm and client information. Where the asterisks appear you will need to insert the NSF Check Date, Number and Amount; the NSF Bank Fee; the NSF Firm Fee; the total amount of cash or money order you expect to receive; and the date by which you expect to receive it. When you have reviewed the letter and are satisfied, click on the LAW icon to return to the CONTACT screen. A notification box appears confirming that you are sending 1 letter and asks if the letter is ready to print. Click on Yes, and the letter automatically prints to the default printer. Your letter will still be open. Close the letter without saving it as it is a Master auto-doc letter for everyone to use.

Click CLIENTS > PRINT STATEMENTS on the main Taskbar. Immediately upon clicking the Print Statements tab, the print overlay screen appears:

print statements

Use the following steps to generate the client statement:

Select the Division from the quick-pick list.

Enter the client’s name in the “From” and “To” fields. Start typing the client’s last name first.

Enter “Y”es in all of the accounting fields, especially the “Include ‘0’ Balance Statements?” field.

Enter “A” in the Active field.

Enter “P” to print the statement and click Print.

Place in or scan to the client’s case file a copy of the signed letter, a copy of the client statement, the bank’s notice and stamped NSF check.

Upon receiving the total amount from the client as directed, click on CHECKBOOK > CHECKBOOK REGISTER to deposit the client’s funds. On the empty, gray highlighted row at the bottom, tab to the Check Number field and enter “D.” The cursor jumps to the Deposit field; click the SPLIT button. Enter Account 401 in the account field; enter the payment type (cash or money order); enter the payment amount; enter the Client Code; the Case Number field auto-fills; and then click on the “X” in the upper right-hand corner to close the Split screen. The Trust Register appears with the row you started filled in with the total amount in the DEPOSIT field. Press Ctrl+Enter to save the entry. Instantaneously the original NSF entry is replaced with this Deposit, and the Checkbook Register balance is adjusted automatically. A deposit slip prints automatically for your convenience, and the Billing Register and Payments Register are updated accordingly.

Process Client Refund

There are many reasons why you would need to process a refund of client fees. One common need is in the case of refunding court fees; e.g., in a Criminal Law case. This type of refund is pretty cut and dry. In other cases, you need to compute the refund amount. In Geni Law, there are three steps to refund client fees:

  • enter and save the refund entry in the client’s case file
  • prepare the refund check – includes creating the client as a “Vendor”
  • print and send a zero balance statement

If necessary, compute the client refund amount by subtracting the retainer amount, total fees for completed work and total fees paid to third parties on client’s behalf from the total amount of fees paid by the client. The remaining amount is the refund amount.

Step 1 – Enter and save the refund entry in the client’s case file:

Click CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar. Click the SEARCH button and search for your case file (for an individual start typing the last name first). A gray highlight bar identifies the case when SEARCH is complete. Place cursor on the gray highlighted profile and click the DO WORK button (located under HELP on the main Taskbar).
Geni Law opens the client’s case file.

Place the cursor on an empty row and press Ctrl+M. The Multiple Billing Item screen will open. Scroll to REFUND and press ADD ROW.

refund

The REFUND line is entered, and the program automatically returns to the client’s case file. Place cursor on the REFUND entry line and click the BILL NOW button to bill the refund. Tab through the Date, Time and Billing and Work Codes columns. Modify or enhance the Notes & Description of Work/Tasks if necessary. Tab through the Rep and Units columns. Enter the refund amount in the Billing Amount column and press F9. A pop-up screen asks “Is this an earned item?” Answer “Y”es. “Yes” is automatically updated to the $$ (“Has this been billed yet?”) and to ER (“Is this an Earned Item?”) columns. The REFUND entry line will jump up the screen in the case file and will be the final of all of the “Z” (billed) entries in the case file.

NOTE: Do some housecleaning in the file to delete any remaining unused billing items by entering “U” in the DO CODES column of each entry so that all of the remaining entries reflect only the work performed on the case up to the refund date. In other words, every billing item left in the case file should be “Z” items highlighted in yellow, including the Refund line item.

Step 2 – Prepare the refund check – includes creating the client as a “Vendor”:

Click CHECKBOOK > CHECKBOOK REGISTER on the main Taskbar to open the Checkbook Register. Use the following steps to process a Refund check:

  1. Tab to the Check Number field and enter P for Print Now.
  2. Place cursor on the PAYMENT field and click the SPLIT button.
  3. On the SPLIT screen, click on ACT NO. A quick-pick list appears. Scroll down and click on account number 418.
  4. Place cursor on AMOUNT, and enter the Refund amount.
  5. Tab to Client Code. A quick-pick list appears; select the client. Immediately upon selecting the client, the case number auto-fills in the Case No field.
  6. Place cursor in the last field, which is the Division field (“LAW” until new divisions are created). This should update with the Refund amount automatically. If it does not, enter the amount manually. The SPLIT field will TOTAL out automatically. Click on the “X” in the upper right-hand corner to close the SPLIT field.
  7. The Trust Register screen reappears with the cursor in the Payment field which is filled in with the payment amount. Press Ctrl+Enter to save the entry.
  8. CREATE CLIENT AS A VENDOR:  The check will not print the client’s name until the client is created as a vendor. Follow these steps:
    – Click on CHECKBOOK > VENDOR INFORMATION and leave the Checkbook Register screen.
    – The vendor information screen opens to a gray highlighted blank profile. Any field in the Geni Law program shown in RED letters must be filled out. Here you will see that just the name is required. Enter the name of the client and press Ctrl+Enter to save the entry.
    – Press Escape once to return to the Checkbook Register screen.
    – Place cursor on the PAYEE field of the saved entry (P will be in the Check Number field and the Amount of the check will be filled in: a quick-pick list appears; scroll to locate and click on the client name, which auto-fills in the PAYEE field. Press Ctrl+Enter to save the entry.
    – Click on the WRITE CHECK button. The Start and Stop dates are the current date. Tab to the Account field and click on OPR for the Operational (General) Account. Tab to Income Account and enter Account no. 418confirm the check number; press Print. The check number auto-fills in the Checkbook Register, and the balance updates automatically.

Helpful Hint: Return to the Refund entry in the case file and enter the refund check number in the Notes & Description of Work/Tasks column.

Step 3 - Print and send a zero balance statement:

Click CLIENTS > PRINT STATEMENTS on the main Taskbar. Immediately upon clicking the Print Statements tab, the print overlay screen appears:

print statements

Use the following steps to generate the client statement:

Select the Division from the quick-pick list.

Enter the client’s name in the “From” and “To” fields. Start typing the client’s last name first.

Enter “Y”es in all of the accounting fields, especially the “Include ‘0’ Balance Statements?” field.

Enter “A” in the Active field.

Enter “P” to print the statement and click Print.

Place in or scan to the client’s case file a copy of the client statement, the refund check and a copy of the cover letter. Notice in the Case Status field of the client’s case file that the client’s case is zeroed out.

Credit Client Fees Against Billing

Step 1 – Bill CREDIT:

Click CASEWORK > ALERTS FOR CASE SUMMARIES on the main Taskbar. Click the SEARCH button and search for your case file (for an individual start typing the last name first). A gray highlight bar identifies the case when SEARCH is complete. Place cursor on the gray highlighted profile and click the DO WORK button (located under HELP on the main Taskbar). Geni Law opens the case file.

Place the cursor on an empty row and press Ctrl+M. The Multiple Billing Item screen will open. Scroll to CREDIT and press ADD ROW.

credit

The CREDIT (against billing) line is entered, and the program automatically returns to the client’s case file. Place cursor on the CREDIT entry line and click the BILL NOW button to bill the credit amount. Tab through the Date, Time and Billing and Work Codes columns. Modify or enhance the Notes & Description of Work/Tasks if necessary. Tab through the Rep and Units columns. Enter the credit amount in the Billing Amount column and press F9. A pop-up screen asks “Is this an earned item?” Answer “Y”es. “Yes” is automatically updated to the $$ (“Has this been billed yet?”) and ER (“Is this an Earned Fee?”) columns. The CREDIT entry line will jump up the screen in the case file and join the rest of the “Z” (billed) entries in the case file highlighted in yellow.

Step 2 – Print and send a Credit balance statement:

Click CLIENTS > PRINT STATEMENTS on the main Taskbar. Immediately upon clicking the Print Statements tab, the print overlay screen appears:

print statements

Use the following steps to generate the client statement:

Select the Division from the quick-pick list.

Enter the client’s name in the “From” and “To” fields. Start typing the client’s last name first.

Enter “Y”es in all of the accounting fields, especially the “Include ‘0’ Balance Statements?” field.

Enter “A” in the Active field.

Enter “P” to print the statement and click Print.

Place in or scan to the client’s case file a copy of the client’s credit statement and a copy of the cover letter. Notice in the Case Status field of the client’s case file that the client’s balance is decreased by the credit amount or, in some cases, may show a credit balance if more work is to be done.

Memorize Checks

Geni Law contains a unique method of speeding up your routine accounts payable duties through a feature called Memorize Checks. Streamline the entry of recurring payables by following these steps.

In the Checkbook Register, identify those checks that are routine or recurring; e.g., rent, office supplies, etc.

memorized-checks-select

Place the cursor on one of the selected recurring items (as shown below by the gray highlight bar) and click on the Memorize Checks button.

buttons-checkbook-with-memorize-check-highlighted

You can see here that office supplies has been selected. Geni Law memorizes the check and sends you the following notification:

checkbook-register-with-memorized-check-notification

Click OK to close the notification. Press the Memorize Checks button and an overlay screen appears listing all of the checks you have selected to memorize. The length of the list is unlimited.

checkbook-register-with-memorized-checks-listed

To use the Memorize Checks feature:

Click the Memorize Checks button and an overlay screen appears with an empty check entry field at the bottom showing the current date.

memorized-checks-overlay

Place the cursor on the Check Number field and enter “P.”

Place the cursor on the desired memorized check and press F6. Instantly, in the overlay screen, the new check fills in with the current date. Here you can make any changes if necessary.

Press Ctrl+Enter to save the entry.

The cursor jumps to the next blank entry form at the bottom of the Checkbook Register.

Repeat these steps for each check. After all checks are entered, place blank check(s) in the printer. Be sure that the number of the first check to be printed matches the next check number in Checkbook Register.

Press the WRITE CHECK button (if necessary, confirm the starting check number) to print checks marked with “P.”

The check number(s) will auto-fill in Checkbook Register after check printing is finished.

The Checkbook Register balance updates automatically.