TABLE OF CONTENTS

• Overview
  • Search
  • Create New
  • Requests & Approvals
  • Work Items review/post
  • Resource Centre
  • Home 
  • Work Items
  • Directory
  • Matters
  • Invoices
  • Purchases
  • Banking
  • General Ledger
  •  Reports
  • Settings

Overview

This guide will assist users in navigating the system

All menu options can be found at the top of the page 

Each tab accesses either quick action; accounting; time recording; entity or setting options.

Search

Ask Eve – our AI for reporting, search for any information within the system

Create New

Clicking + gives the option to Create New 

Requests & Approvals

which opens this screen where you can view Approvals, My Requests, request that are Ready to Post, Reject & History tabs

You can also create a new request from this screen

Work Items review/post

shows users work items by duration and by amount for the day against a target, and the ability to create new work items.

Resource Centre

Found on the bottom left of your screen is our resource centre, by clicking here you will have full access to guided tours, knowledge base and announcements

Home 

Home is Prime’s landing page where the relevant default Dashboard is seen. The Dashboard is set per user role but widgets can be added (according to permissions given) or dashboards can be edited to suite.

The menus available will differ depending on role and permissions given.

The layout on first log in is pre-set, you can make amendments to the dashboard by clicking on Actions 

Or

By clicking on My Dashboard you can look at a different roles’ dashboard (permissions and role allowing). 

A new Dashboard can also be created to suit requirements.

For further information on Dashboards see guide Dashboards, Saving Customised Views

Work Items

Within Work Items all time entries recorded can be entered and seen in a list or calendar view. There are various filters available to view the exact data required.

1.    List view of work items

2.    Calendar view of work items

3.    Export to Excel directly to Downloads

4.    New Work Item – new time recording entry

• Using the ellipsis above users can create a new view and set it as preferred view

• Using the dropdown next to the view name (example name above = Default) also offers a number of options for the user – rename; clone; delete and disable on created views whereas on the Default view they can clone; set as preferred view or disable only.

There are a number of filters to choose from – by Fee Earner; Client or Matter related information and Time entry details.  Click on the existing filter for the full drop down list & click apply to show results.

Directory

The Directory area lists the firm contacts: clients, suppliers and employees.

• All: Lists every contact within the database
• Clients, Suppliers & Employees tabs: List the named entity type.
• Favourite: Lists any contact marked as a favourite within the system.
• allows the user to create a New View or alternatively see all views available.

The Add button allows the user to create a new contact by using the drop-down menu and clicking on the relevant type of contact they wish to create.

Each tab along the tab will have hyper-links to open the contact card – all names are in blue and can be clicked on to open their contact card.

Viewing information from the results screen above

Name: Can be hovered over to see some further information relating to the contact, dependant on type: 

• Client: Will show the Client and WIP balance for all matters, contact details and the client reference
• Supplier: Shows contact details
• Employees: Shows contact details

Unnamed Column: Shows whether the contact is an individual, an organisation or a joint entity.

Involvement: Column shows the type of contact they are to the firm, and if it is a client it shows the amount of matters they are involved in.

These matters are also hyper-linked and once you click on the matters bubble a list opens where you can click on the matters to open them.

Each of the tabs has an option to filter the results within the screen: 

By clicking on the Add Filter  the following fields can be added:

User have the option to re-arrange the columns by clicking on the horizontal lines icon 

Or 

By clicking on the icon below to select which columns they would like to display 

Matters

From the Matters menu the user can choose to look at all matters within the database or choose one of their quick access / favourites marked matters.

Users can also create a new matter from within the menu by using the below button:

All Matters

The All Matters option lists every matter within the database irrespective of its status. 

• Active: Shows all matters opened within the database – including matters with the status of opening and closing by default

• Closed: Shows all matters marked as Closed or Archived
• Favourites: Show all matters that are favourited by the logged in user
• gives the user an opportunity to Create new (create a new view) or All views

The search option can be used to search for relevant matter information

Filters can be added to minimise the returns – whether it by Billing Basis, by Client Balance and using a specific value or a from and to range, or Matter Opened Date

The number of matters seen can be increased – default is set at 25 matters per page. This can be increased to a 100 if required by clicking on the below items per page found in the bottom right-hand corner. Alternatively, the greater and less than signs will navigate you on or back in pages of matters.

To the right-hand side of the screen, columns can be added or removed and rows can be grouped in a preferred method by clicking on the Columns icon

Any amendments can be Saved as a new and preferred view by clicking on the icon below

Favourited Matters

By clicking on a favourited matter from the Matters menu, the matter record opens on the screen.

Invoices

All Invoices enables the user to see all invoices in their relevant status menu:

Default Setting:

• Active: Show any draft, pending and approved invoices
• Outstanding Invoices: Shows invoices that are issued
• Closed Invoices: Shows invoices that are paid (closed)
• Credit Notes: List all issued that have been issued on matters

All four views have relevant information to the view chosen, such as within the Outstanding Invoices where a breakdown of the invoice can be seen, along with the outstanding amount. 

All Invoice numbers, matter numbers, matter names and client names are hyper-linked to the relevant area within the database.

In the last column on the right, there is an ellipsis 

By clicking on the ellipsis there are many actions available, depending on the permissions the user has. Choosing any of the available actions will take the user into relevant screens. 

 Invoice Overview 

Within the Invoice Overview menu, matters are listed by their unbilled state, invoices awaiting approval and/or finalisation, outstanding invoices or overdue invoices with the value of the invoices and amount of matters/invoices per header.

• Unbilled Matters: Displays any matters with unbilled transactions. These are broken down by the type of transactions: unbilled fees, disbursements and cost recoveries with the total value of the potential invoice. Each matter has the option to be billed from the screen. 

To the right of each Bill icon there are some ellipsis with a choice to View Draft Invoice or to View Matter Summary.

• Invoices awaiting approval or finalisation: Lists any drafted invoices with the status of Pending (requiring approval) or Approved (awaiting finalising). Each invoice has a breakdown of each section totals that makes up the invoice.

If the invoice is currently Pending, the invoice can be viewed from the right. Or, if the invoice is approved, it can be finalised on the right. 

To the right of the View Invoice or Finalise Invoice buttons there is an ellipsis with different options, depending on the Invoice status:

• Outstanding Invoices: Shows finalised/issued invoices but within the firm’s payment terms (Due Date). Due dates are set in days. 

 An outstanding invoice can be sent by email from the screen by clicking on the Email button, or alternatively you have a choice to email, print or view invoice from the ellipsis.

• Overdue Invoices: Show any invoices unpaid and over the due date set.

You have an email button for convenience within the screen; this sends an email out to the billing contact set. Alternatively, from the ellipsis the invoice can be emailed, printed or viewed.

Filters can be set within both All Invoices or Invoice Overview to streamline the data returned.

Purchases

The Purchases menu shows all details relating to supplier invoices – whether they are Purchase Orders or received Supplier Invoices. Default view shows only Open/Unpaid Invoices and Purchase Order. Purchase Orders, Purchase Invoices and Supplier Credit Notes can be added from the Purchases menu.

Add Purchase Order

If a purchase order is required to be sent to a Supplier, click on Add Purchase Order and enter all the required details:

Add Purchase 

A supplier’s invoice can be added in the same method as a Purchase Order but by clicking on the Add Purchase button. The main difference is that there are added date fields and the Tax options. 

From the Actions menu a template can be created for regularly posted supplier invoices to save time and repetition.

Create Template for recurring supplier invoices

Apply Template applies a template to the purchase screen but allows amendments to the details

For further information on Purchases please see our guide Recording a Purchase

Add Supplier Credit Note

On receipt of a supplier credit note it can quickly be recorded onto the system from the Purchase menu rather than going into the supplier record:

Once issued, the credit note needs to be allocated against an open invoice to affect the balance due to be paid. 

Ellipsis Options

The options found under the ellipsis will differ depending on what has previously been posted to a supplier card. Pay with Credit is only available if a credit has been posted to the supplier card.

For further information on Supplier Credit notes please see our guide Record Supplier Credit Note

**check link above, only in draft**

Banking

The Banking menu shows the current Client/Trust and Office cashbook balances with details of the last reconciliation date and how many unmatched statement transactions the cashbook has. 

Each cashbook can be clicked on to open a Cashbook Entries screen where transactions can be posted, payments prepared, bank statement imported, complete a reconciliation and view the history of any bank deposits or payments. 

Account details can also be amended from the screen.

If any cashbook has been favourited, these can be accessed from the Banking menu or the Banking screen:

General Ledger

From the tabs at the top, click on General Ledger. Once clicked, you are presented with your Client/Trust, Office and any other Journals set up. Each journal will have a chart of accounts within them. 

Within the screen the Default Journals and the Locked Date of the journals are visible. If a new Journal is required to create a different chart of accounts, it can be created from within the screen by clicking on 

Each journal are clickable, once clicked on a transaction list for that specific journal opens with options to lock journal, go into the Accounts that make-up the journal, see the Account Roles (control accounts) for the journal, add Budget Sets, view, adjust and submit a VAT Return (UK only). Accounts can be created and posted to from the screen.

Reports

The Reports area is segmented into 4 areas:

• Financial: Compromising of reports showing the financial security of the firm
• Management: Includes the debtors, creditors, WIP and Fee Earner performance
• Other: Client and/or matter related statements of account
• Compliance: Showing reports your accountants/auditors are likely to request during the preparation of your annual report and accounts

Favourites tab

Reports can be marked as favourite making month end processes smoother or the ability of collating commonly run reports in one place. By clicking on the star next to a report it adds them into the Favourite tab within the screen.

Customised tab

All reports are customisable within Prime. If you see a report that shows most of the elements you’re looking for and missing anything additional that would make it a perfect report for you, go into the report and use the features available to create a unique report.

Once the report is complete, it can then be saved using a unique name and if required, shared with others. 

On saving the customised report it will be saved on the customised tab.

Settings

The Settings menu is split into three areas:

1.    Firm Settings

Split into 7 key areas where requirements/behaviours could differ per firm. 

• Accounting: Settings for accounting reactions and to aide in the regions’ legal and tax requirements
• Billing: Configure rates and defaults to billing processes
• Employees & Teams: Create job titles and teams, set targets and amend role permissions
• General: Settings for firm
• Matters: Matter settings
• Notifications: Email and notification settings of any that would be sent or created in Prime
• Reports: Set the automatic scheduling of named statements and their behaviours and customise templates.

2.    Message Quarantine

The Message Quarantine works alongside the configurations set within the:

Firm Settings> Notification>Message Quarantine Configurations

From within the Message Quarantine menu system scheduled emails can be reviewed prior to being sent to a recipient.

3.    Manage Scheduled Tasks

Lists all scheduled statements with their triggers, when they were last run and when they will next run. They can also be edited, disabled and forced to run now from the screen. Included is a history of the task.