Time+Billing: General

Installation Process - 2011 Software

Pre-requisites

Back Up

Back up the entire Hsoft directory.

It is possible that only a specific version of a HandiSoft product will be able to read your data. Backing up the entire Hsoft directory ensures that you have a copy of the data and the correct version of the HandiSoft program.

How to install

Exit from all programs, including any MS Office products.
Place the HandiSoft 2011 CD into your computer. The HandiSoft main menu should open. If it does not:
a) From the Windows Taskbar, click Start and then click Run. Enter the text "D:\autorun.exe" (where D: is the drive
letter of your CD-ROM disc drive) and then click OK to launch the installer.
b) Alternatively, start My Computer and click your CD drive. Double click autorun.exe to launch the installer.
From the CD's main menu, click Install or Upgrade Programs.
On the CD's 2011 Products menu, select the appropriate installation method.
- To install all of your products, click Suite Installation. This is the preferred method of installing.
- To select the programs to be installed, click Custom Installation. Use this method if you are adding a HandiSoft program.
If you selected Suite Installation, you will be given the following three options for installing HandiTax:
- Option 1 - Install Software Only
- Option 2 - Install Software and Perform Recalculations
- Option 3 - Install Software, Perform Recalculation and Roll-Over Clients to 2011. (Recommended)

Note: To automatically finalise all your clients' 2010 tax details and roll them over to 2011, select Option 3.
If you select either of the first two options, see the Roll-Over Instructions section below for information on doing this manually.
The setup program will begin. Read each window, then complete the required information, and then click Next. To correct a previously completed window, click Back.
If you have previously installed HandiSoft programs, you will be prompted to select the location from a list. If you specify a new location, the install program will automatically create a \Hsoft directory at that location. Do not create your own \Hsoft directory; otherwise the programs will be installed in \Hsoft\Hsoft.
You may be requested to enter a valid Customer Reference Number and Practice Identification Number. If your computer is connected to the Internet, you can click Download to automatically download and install the Index File.

Note: If you are unable to download an Index File, please contact HandiSoft to send you one.
When you complete the "Select Install Type" window, you must consider if you are installing to a 'standalone' computer or to a computer network. The illustration below shows you how to complete the window.

Terminal Server

When installing on a terminal server, make sure that you are logged in as Administrator in Install mode and not Execute mode, so that all users can run the applications. The best way to do this is to use Add/Remove Programs from the Control Panel, as this will automatically set the mode to Install during the installation, and then set it back to Execute.

Alternatively, you can use the following commands to check and change the mode:
C:\> change user /query,
C:\> change user /install and
C:\> change user /execute

Roll-over instructions

All other HandiSoft products automatically roll over your data the first time you start each program.

Please ensure you have installed your software by following the Installation Instructions (above) before completing the Roll-Over section.

If you selected Option 3 Install Software, Perform Recalculation and Roll-Over Clients to 2011 during the installation, you have already rolled your clients over and do not need to complete this section!

If your practice previously used HandiTax 2010, you must roll over your data into HandiTax 2011 as follows:

If you selected Option 2 Install Software and Perform Recalculation during installation, go to Step 6.
Start HandiTax 2010.
In HandiTax 2010: From the Client menu, click Recalculate clients tax details.
In the "Client Expressions" window, highlight #All, and then click Select to start the recalculation.
When the recalculation has completed, close HandiTax 2010.
Start HandiTax 2011. The "Tax Roll-Over From Prior Year" window will automatically open if you did not complete Option 3 during the install. If it does not, from the Tools menu, click Roll-over files from 2010.
Complete the window fields. For more information, press F1 to display the online help.

Caution:
If you have other 2011 HandiSoft products (HandiLedger, Practice Manager, etc.) installed,
do not select the Current clients only check box.

Notes:
- If you do not want unlodged item notes to be rolled over as well, under Roll-over these details,
clear the Tax item notes (not lodged) check box.
- If required, you can roll over clients one-by-one using either the client's reference code or TFN.
- If you are not ready to roll over the 2010 data, in the "Tax Roll-Over from Prior Year" window, click Cancel.
To roll over the data later: From the Tools menu in HandiTax 2011, click Roll-Over files from 2010.
Click OK to start the Roll-Over.
Check your HandiTax 2011 options: From the Options menu, click Tax Form Options. Amend the settings as required and then click OK. For detailed information on the settings, press F1 from within the window.
After rolling over your data, you can optionally reset the User Fields in your client database.
To reset the fields; from the Tools menu, click Clear clients user fields. Complete the window and then click OK.

! Cautionary Note:

All the HandiSoft programs access a common client database, with each program having an additional database that contains information that is linked to the client database through the client reference number.

Each year's programs all have the current year client database file (Clients) as their pyramid head. For example, Time & Billing 2011 and HandiTax 2011 etc. use Clients11 as their pyramid head, while HandiTax 2009 and HandiTax 2007 use Clients09 and Clients07 respectively. Each year, all the programs, except prior year HandiTax programs, roll forward to access the current year's Clients file. The reason is that HandiTax contains the forms that are needed to lodge older returns, and, therefore, continues to access the relevant ClientsNN file.

When you roll over each year, a new ClientsNN file is created for that year, and the data for each program links to that client file. If a program database has no corresponding record in the ClientsNN file, it will be "hidden". If, in the future, a not rolled forward client's reference code is reused for a new client, the "hidden" data will attach to the new client, causing the new client's data to be incorrect.

We strongly suggest that you always roll over all clients, and rather use the facility to mark clients as current or non current.

The "Client Details" window has the ability to allow you to view only the current clients so that your "Clients Detail window" is not cluttered.

If you want to remove a client who has left and is not expected back, use only Practice Manager - Contact to delete them.

The facility to roll over only current clients is intended for those clients that only use HandiTax, and need to clear up older clients, as they would not have the delete facility that is incorporated in Practice Manager - Contact.

Roll-Over Process 2011

Pre-requisites

Back Up

Back up the entire Hsoft directory.

Roll-over instructions

For the 2011 you can automtaically roll over your clients during the installation phase.

During the install you would have been presented with the following options window:

If your practice previously used HandiTax 2010, you must roll over your data into HandiTax 2011 as follows:

If you selected Option 2 Install Software and Perform Recalculation during installation, go to Step 6.
Start HandiTax 2010.
In HandiTax 2010: From the Client menu, click Recalculate clients tax details.
In the "Client Expressions" window, highlight #All, and then click Select to start the recalculation.
When the recalculation has completed, close HandiTax 2010.
Start HandiTax 2011. The "Tax Roll-Over From Prior Year" window will automatically open if you did not complete Option 3 during the install. If it does not, from the Tools menu, click Roll-over files from 2010.
Complete the window fields. For more information, press F1 to display the online help.

Caution:
If you have other 2011 HandiSoft products (HandiLedger, Practice Manager, etc.) installed,
do not select the Current clients only check box.

Notes:
- If you do not want unlodged item notes to be rolled over as well, under Roll-over these details,
clear the Tax item notes (not lodged) check box.
- If required, you can roll over clients one-by-one using either the client's reference code or TFN.
- If you are not ready to roll over the 2010 data, in the "Tax Roll-Over from Prior Year" window, click Cancel.
To roll over the data later: From the Tools menu in HandiTax 2011, click Roll-Over files from 2010.
Click OK to start the Roll-Over.
Check your HandiTax 2011 options: From the Options menu, click Tax Form Options. Amend the settings as required and then click OK. For detailed information on the settings, press F1 from within the window.
After rolling over your data, you can optionally reset the User Fields in your client database.
To reset the fields; from the Tools menu, click Clear clients user fields. Complete the window and then click OK.

All HandiSoft products, except HandiTax automatically roll over your data the first time you start each program.

! Cautionary Note:

Each year's programs all have the current year client database file (Clients) as their pyramid head. For example, Time+Billing 2011 and HandiTax 2011 etc. use Clients11 as their pyramid head, while HandiTax 2009 and HandiTax 2007 use Clients09 and Clients07 respectively. Each year, all the programs, except prior year HandiTax programs, roll forward to access the current year's Clients file. The reason is that HandiTax contains the forms that are needed to lodge older returns, and, therefore, continues to access the relevant ClientsNN file.

We strongly suggest that you always roll over all clients, and rather use the facility to mark clients as current or non current.

The "Client Details" window has the ability to allow you to view only the current clients so that your "Clients Detail window" is not cluttered.

If you want to remove a client who has left and is not expected back, use only Practice Manager - Contact to delete them.

Location path for program installation

Installing your HandiSoft programs to the correct location

For existing clients, it is important that you install your HandiSoft programs to the correct location, otherwise you will not be able to see your data correctly.

If you are unsure where your current programs are located, you can open up any existing HandiSoft program, go the Help menu and click About. In the "About ..." window, you will see the location of the executable file - for example H:/ MyPrograms/HSoft/Apps, which means that you will have to install the programs to the H:/MyPrograms directory.

Selecting the Installation Location when using the Installation wizard

During the install process, if you have previously installed a HandiSoft program, the installation wizard will prompt you to select the location from a list. The list will show the path, including the HSoft folder.

If the list does not include the path you wish to use, you will need to create a new installation and browse for the correct location. Please bear in mind that the install wizard will automatically annex a HSoft directory to the installation so, when you browse for the install location, point it to the directory containing the HSoft directory, if it already exists.

Mapping Network Drives

Make sure when you are mapping network drives that you do not include the HSoft folder in the mapped name, as you will then not be able to install the program or create the correct workstation install using the Installation wizard. For example N:/ must NOT be C:/HSoft, it should just include the C:/

Web updates

Web updates are installed in the same manner. However, they can only be done on a computer that has had a CD version installed which includes the first number of the version number. See note below.

Note: You can install any CD version going forward, as it contains all the program files. The web updates only contain particular files, therefore you would need to have installed any CD version that incorporates the first number. For example if you have installed version 2.00 CD, you can install version 2.03 from the web with no issues. However, if you have only installed version 1.00, or any 1.xx CD, you cannot install the web 2.03 without at least a CD with the version number 2.xx.

Ref # Install0003

Why you should always roll-over all clients from one year to the next

The client record and the program databases

Each year's programs all have the current year client database file (Clients) as their pyramid head. For example, Time+Billing 2011 and HandiTax 2011 etc. use Clients11 as their pyramid head, while HandiTax 2009 and HandiTax 2005 use Clients09 and Clients05 respectively. Each year, all the programs, except prior year HandiTax programs, roll forward to access the current year's Clients file. The reason for this is that HandiTax contains the forms that are needed to lodge older returns, and, therefore, continues to access the relevant ClientsNN file.

We strongly suggest that you always roll over all clients, and rather use the facility to mark clients as current or non current.

The "Client Details" window has the ability to allow you to view only the current clients so that your "Clients Detail window" is not cluttered.

If you want to remove a client who has left and is not expected back, use only Practice Manager - Contact to delete them.

Ref # Install0004

Time+Billing User Manual Available for Download

Updated Time+Billing User Manual Available for Downloading

Budgeting has been added to Time+Billing 2008, version 2.02 onwards. This new feature enables you to allocate budgets to staff members, clients and jobs. You can also create an organisation structure and then allocate budgets to the individual levels. Time+Billing 2008 uses the budget figures you enter to provide comprehensive budget and productivity reporting.

For more details, download the latest version of the Time+Billing User Manual and peruse chapter three.

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