EditPurpose
To add a new company or edit an existing company in the LegalSuite database.
EditLocations Used
Administration, Companies
EditOverview
As administrator of DistribuSuite, you have the ability to view and update company information. Make the menu selection
Administration⇒Settings⇒Companies from the navigation bar.
If you have master administrator pirvileges, you will see a list of companies that you can use LegalSuite for:
 Companies - Master Administrator |
If you have administrator privileges but are not the master, you will see details regarding your own company:
 Your Company - Administrator |
If you are the master administrator and would like to view information regarding a particular company, click on a name on the Company Maintenance page, and the page will be updated to display the Company Maintenance details page, as above, with information regarding the selected company.
The company information on the details page is organized into several areas using tabs. You can click on each tab on the page to view company details under that tab. For an explanation of the information presented in the tabbed areas, refer to the sections below regarding each tab.
EditAdding a Company
You can only add a company if you have master administrator privileges. Click on the ADD NEW ENTRY button on the Company Maintenance page. The Company Maintenance Details page will appear with the following input fields:
 Add a Company - Master Administrator only |
All input fields marked with an asterisk (*) are required. In other words the company information cannot be saved into the LegalSuite database unless all required input fields have values specified for them.
Copy Settings From – Select from the pull-down menu the name of the company currently in the LegalSuite database from which you would like to copy company settings. This feature saves you time if settings for the companies are similar.
The rest of the input fields are the same as what is presented when you choose to edit company information (no matter the administrator privilege level). For an explanation of all the input fields other than the copy option, refer to the section sections below.
CAUTION
Testing Tab: Restrictions Apply - Administrators Only
The buttons under this tab either remove all information in the database, deactivate all users, or activate all users. The results of these actions cannot be reversed. Please use caution.
At a minimum, the following is required to crete a new company:
1. Company Name - Enter a company name.
2. General Tab - Enter an address, phone number, and email address for the company.
3. Email Tab - Enter the information required for the mail server that LegalSuite will use.
4. Financial Tab - Enter information regarding company finances.
The rest of the information is not required but you can also specify values under:
5. Printer Tab - Enter FTP information to allow printing.
6. Company Hours Tab - Specify company hours for each day of the week.
7. Merchant Account - Specify merchant account information.
Click on the ADD button to create a company entry in the LegalSuite database.
EditEdit a Company
1. To edit company information:
- As master administrator, click on the “Edit” link on the Company Maintenance page for the company to edit. The Company Details page will appear where you can modify the input fields.
- As administrator, the Company Details page that appears upon the menu selection Administration⇒Companies is already editable.
2. Click through each tab and change the necessary information.
3. Click on the
UPDATE or
SAVE button to save your changes. Click on the
CANCEL button to discard your changes.
Description of Tabbed Information
Edit"General" Tab
Specify the general contact information for your company.
 General Tab |
1. Address 1*, Address 2, City*, State*, Zip Code* - Enter the company's postal address.
2. Code* – Enter a code for your company name.
3. Phone*, Fax, Email* – Enter the contact information for your company.
4. URL – If your company has a web site, enter the internet address here.
5. Logo – Enter the name of the file that has your logo image, or click on the Browse button to bring up the file selection window. From here you can browse the files on your computer and make your selection.
6. Logo Image – This is a preview area for the logo image that you selected.
Edit"Email" Tab
Specify information needed to activate email access through the LegalSuite application.
 Email Tab |
1. SMTP Server* - Enter the name of the SMTP (Simple Mail Transfer Protocol) server that will be used to send email messages.
2. Pop3 User* - Enter the POP (Post Office Protocol) user account for the mail server.
3. Auth Type – Select an authorization type from the pull-down menu.
4. Admin Email Address – Enter the administrator’s email address for the mail servers.
Edit"Financial" Tab
Specify information regarding the company's financial processing.
 Financial Tab |
1. Fiscal Month* - Select from the pull-down menu the month that your company begins its fiscal year.
2. GL Year* - Select from the pull-down menu the year for the general ledger.
3. Ret. Earning GL* - Select from the pull-down menu the general ledger account for retained earnings.
4. Adv Fee Rate* - Enter a percentage amount for the advanced fee rate.
5. Fixed Rate* - Specify the minimum amount and flat rate to charge for your services.
Edit"Printer" Tab
Specify FTP (File Transfer Protocol) information to allow printing for LegalSuite.
 Printer Tab |
1. FTP Server – Enter the name of the FTP server.
2. FTP User – Enter the name of the user account for this server.
3. FTP Password – Enter the password for this user account.
Edit"Testing" Tab
Perform certain functions while testing the functionality of your LegalSuite application.
 Testing Tab |
CAUTION
Testing Tab: Restrictions Apply - Administrators Only
The buttons under this tab either remove all information in the database, deactivate all users, or activate all users. The results of these actions cannot be reversed. Please use caution.
1. CLEAR ALL INFORMATION Button - Click on this button to remove all the information for all customers in your LegalSuite database. Be careful when selecting this button; the data cannot be recovered.
2. DEACTIVATE USERS Button – Click on this button to deactivate the LegalSuite user accounts for a customer.
3. ACTIVATE USERS Button – Click on this button to activate the LegalSuite user accounts for a customer.
4. Test Email – Enter an email address for the person you wish to receive email during the user of LegalSuite.
5. Use Test Email – Check this box if you want the specified email address to be used.
Edit"Company Hours" Tab
Specify your company's business hours for each day of the week.
 Company Hours Tab |
1. Is Open – Check this box if your company is open on that day of the week.
2. Opening Time, Closing Time – Use the pull-down menus to specify the opening and closing times for your company on each day of the week.
Edit"Merchant Account" Tab
Specify merchant account information for credit card transactions.
 Merchant Account Tab |
1. Gateway - Select a gateway service to handle your online credit card and check payment transactions.
2. Gateway URL - Enter the website address that will be used to process online payments through the specified merchant service.
3. Test Gateway URL - Enter the website address that can be used to test online payment processing through the specified gateway service.
4. Account ID - Enter your company's account ID with the gateway service.
5. Transaction Key - Enter your company's transaction key, if any, with the gateway service.
6. Action Type - Enter the types of transactions that will be handled by this gateway service.
7. Auth Only - Check this box if your company is requesting only authorizations for payment.
8. Test Charge - Check this box if transactions are to be made for test purposes only.