Value Codes

The Value Codes Mini Directory includes the user-defined Value Codes. This directory provides a standard list of codes for consistency in data entry and identifying the various types of financial transactions in a case, including client specials, lost wages, liens, fees, and disbursements made on the client’s behalf. Codes also designate whether an item is considered a Debit or Credit and whether it is a DTF (Due To Firm) item to be recovered. The labels for the Reference #1 and Reference #2 fields on the Value tab can be defined for each Value Code. Value Codes are also used when defining user-defined value screens, reporting on value information, or merging value-related documents or forms. Some reports, such as Settlement Memos, use the Value Codes to determine which value items are included and to group them by type of transaction, such as fees, liens, and disbursements. The Value Codes Mini Directory includes the following seven columns of information for each directory item:  Code, Description, C/D, DTF, Active, Reference Label #1, and Reference Label #2. If a Case Status user defined screen has been defined for any case type and includes Value information, a Case Status column will also be displayed.

When Needles Time Tracking feature has been activated and the option to send time entries to the Value tab has been selected, a Value Code for the time items must be created.

• Adding New Items
• Designating the DTF Value Provider
• Modifying Items
• Deleting Items
• Saving Items
• Printing the Mini Directory

Adding New Items

To add items to the Value Codes Mini Directory,

1. Select the Value Codes Mini Directory in the Directory Pane on the left side of the Directory Editor window.

The Hide/Show List button on the Header Band can be used to toggle the visibility of the Directory Pane.

2. Click on the Click to add row in the Items Pane on the right side of the window to open a new row for data entry.
3. Enter a Code, up to 10 characters, in the Code column. The Code field is required and must be unique in order to save a new item and will display a red validation border and icon until a valid Payor type is entered. Mouse over the validation icon to display the reason for the error.
4. Enter the desired Description, up to 50 characters, in the Description column.
5. Credit items are added to the client’s account; debit items are deducted from the client’s account. Select Debit or Credit from the C/D dropdown depending on whether transactions using this Code are typically a Credit or a Debit. When adding Value items, the C/D selection will automatically display as part of the Description when the Value Code is selected.
6. Select the DTF check box if DTF items should be created when value items of this Code are paid. A DTF Provider must be designated as the provider to be used when DTF value items are created. Typically, this should be the firm.  
7. If Value information has been added to the design layout of the Case Status screen in any case type, the Case Status option will be available. Select the Case Status check box if the information from value with the selected Value Codes should automatically display on the Case Status screen in the case. If this check box is not selected, the Case Status check box on the individual value item will need to be selected manually for each value item that should display on the Case Status tab in a case.
8. The Active column is selected by default for a new item. Only Active items are displayed in the Value Code dropdown listing in a Value transaction item.
9. Enter the Reference Label #1, up to 30 characters, to be used on value items of this code. If a reference label is entered in the Value Code Mini Directory, it will override any Reference #1 label designated in Firm Preferences on value items assigned this code.
10. Enter the Reference Label #2, up to 30 characters, to be used on value items of this code. If a reference label is entered in the Value Code Mini Directory, it will override any Reference #2 label designated in Firm Preferences on value items assigned this code.
11. Click on the Save button to save changes.

Designating the DTF Value Provider

Use of the DTF value code is optional. It enables you to designate specific expenses that will be automatically reimbursed to the firm. The DTF code is used either directly by creating a Value entry using the DTF code, or indirectly by designating a Value Code (such as case expense) as a “Due to Firm” item. Value items that originate from within the firm ("soft costs"), such as postage, photocopies, and long distance phone charges, are created directly as a DTF expense. Value items which must be paid to a third party but reimbursed to the firm ("hard costs"), such as filing fees, court reporters, investigation fees or courier charges, are marked as a “Due to Firm” expense thereby indirectly creating the matching DTF item for reimbursement. When that case expense is paid, either through a check request or by entering the payment manually, a new DTF value item is created with the designated DTF Provider as the value provider. Make sure to select the DTF check box for any Value Code that tracks expenses that should be reimbursed to the firm.

To add the DTF Value Provider,

1. The DTF Value Provider is a searchable names field allowing for a name to be searched in Needles to select an existing provider or add a new name to your Needles database. Click into the DTF Provider field located at the top of the Value Codes Mini Directory above the grid.
2. Enter a fragment of the firm's name or other provider name that should serve as the provider on DTF Value items. The Name Results List will display a list of matching results.
3. Double-click the desired name from the search results or add a new name by clicking on the Add Provider button. The DTF Provider field will be populated with the selected provider.

4. Click on Save on Directory ribbon to save the change.

Modifying Items

To modify items in the Value Codes Mini Directory,

1. Select the Value Codes Mini Directory in the Directory Pane on the left side of the Directory Editor window.

The Hide/Show List button on the Header Band can be used to toggle the visibility of the Directory Pane.

2. Click into the column requiring modification in the row of the Items Pane on the right side of the window.
3. Modify the Code, if desired, up to 10 characters. The Code field is required and must be unique in order to save the changes and will display a red validation border and icon until a valid Code is entered. Mouse over the validation icon to display the reason for the error.
4. Modify the Description, if desired, up to 50 characters.
5. Change the Debit or Credit from the C/D dropdown depending on whether value items with this Value Code are typically a Credit or a Debit.
6. Select the DTF check box if DTF items should be created when value items of this Code are paid.
7. Click on the Active check box to modify the Active setting for the mini directory item. Only Active items are displayed in the Value Code dropdown listing in a Value item.
8. Change the Case Status option controlling whether the information from value items with the selected Value Code should automatically display on the Case Status screen in the case by selecting or deselecting the check box.
9. Modify the Reference Label #1, if desired, up to 30 characters.
10. Modify the Reference Label #2, if desired, up to 30 characters.
11. Click on the Save button to save changes. If you modify a Value Code Mini Directory entry that is in use, the value items currently using the Code will be updated the next time the Value tab is opened after making the changes. 

The Value Code "DTF" is required by the Needles system. The Code for this item cannot be modified, it cannot be marked as a DTF item and cannot be marked inactive.

Deleting Items

To delete items in the Value Codes Mini Directory,

1. Select the Value Codes Mini Directory in the Directory Pane on the left side of the Directory Editor window.

2. Click to select one or more rows to be deleted in the Items Pane for the selected Mini Directory on the right side of the window.

Use CTRL + CLICK to select multiple rows.

3. Click the Delete icon located above the upper right corner of the grid in the Items Pane. The following deletion warning message will display notifying that if items are in use, they cannot be deleted and will be marked as inactive instead.

• Click the Yes button to remove the selected items from the Mini Directory, OR
• Click the No button to cancel the delete process.

4. Click on the Save button to save changes.

The Value Code "DTF" are required by the Needles system. This item cannot be deleted, and the Delete icon will be disabled when it is selected.

Saving Items

Printing the Mini Directory

A list Mini Directories or a list of items in a Mini Directory can be printed using the Mini Directories report in the Report Library or using one of the options in the Hamburger menu of a grid to print or export the current grid view.

Mini Directories Report

A list of items in a Mini Directory can be printed using the standard Needles Mini Directory report.

You will need the proper permissions to access the Directory Reports.

To access the Mini Directories report,

1. Click the Reports ribbon in Needles.
2. Click the Report Library button on the Reports ribbon.
3. Select the Directories tab on the left-hand side of the Report Library.
4. Double-click the Mini Directories report from the list of reports. You can also click the Run this report icon above the reports grid. The Mini Directories report will display in a new tab window within Needles.
5. On the Parameters pane, select the desired Mini Directory(ies) from the dropdown that you would like the report to filter. (The default parameter setting will print all Mini Directories.)

6. Click the Submit button to run the report. The Mini Directories report displays all columns from each mini directory. Click on bookmarks in the convenient Document Map in the lower left corner of the Print Preview window to easily navigate to the section of the report displaying the desired Mini Directory.

Click the Reset button to reset the fields to the last selections when the Submit button was clicked.

7. From the Print Preview window, click on the appropriate ribbon buttons to search, print, send or export the report.

Grid View

While viewing the list of Mini Directories in the Directory Pane or the list of items for a Mini Directory in Items Pane, the current grid view can be printed by clicking the Hamburger icon in the upper left corner of the grid and selecting the Print option from the menu. Other options include exporting the current grid view in the desired format.

The columns can be repositioned, however they are default and cannot be removed from the grid.

Printing the grid view will only print the list of the Mini Directories or the list of items in a Mini Directory. To print a list of Mini Directories and the corresponding items, use the Mini Directories report in the Report Library.