If you need another license for Amicus Accounting, contact Gavel & Gown Software first. Once you have requested, purchased, and received your new License Key, you can add a new user

1. Choose Start Up, Users.
2. Click New. A new message might appear as follows: "If you have already purchased and received your License Key from Gavel & Gown, click Apply License Key below." Apply the License key then proceed to the next step.
3. Type the user name for the operator you are creating the password for. Usernames must be unique, and are always entered in capital letters.
4. Enter the user's first name and last name.
5. Select the group the user is to be a member of. Groups determine the access rights the user will have. Users must be a member of at least one group.
6. Type the password to be assigned to the user. Passwords can be up to eight characters long, can be made up of letters, numbers and symbols, and are case-sensitive. Re-enter the password in the space provided.
7. Click Save.

Individual Amicus Accounting users are identified by their user names and passwords - user names identify the user in Amicus Accounting and therefore must be unique and passwords are used to authenticate the user name. These items are set up in the Start Up, Users function.

The Reset User Status utility is used to reset an operator's user number if his or her computer shuts down improperly while in Amicus Accounting. If someone exits improperly out of Amicus Accounting, their user number may not be reset and Amicus Accounting will not "know" that they are out of the program, which will prevent you from installing updates or running backups or utilities. Resetting the user number of a user who is legitimately in Amicus Accounting will not force them to log out. In other words, you cannot "kick a user out" of Amicus Accounting by resetting their user number.

1. Choose Maintenance, Reset User Status. The screen will list the currently active users.
2. Click Reset Selected Users.
3. Click Close.

You can delete a lawyer (timekeeper) if the lawyer is no longer listed as the Responsible or Originating lawyer on any File, and if all balances for the lawyer are at zero. However, don't delete a lawyer number if you will still want to produce reports for that lawyer. Instead, simply designate the lawyer as inactive (from Lists, Timekeepers). This will prevent transactions from being posted to the lawyer accidentally and you will still be able to generate reports based on the lawyer number.

File types are used to specify the type of law associated with a Client File. Reports can be printed by file type, allowing you to group Client Files. When you open new Client Files, you must specify the file type. Not all firms differentiate between file types. If your firm does not, just add one file type called General.

File types are set up in the File Types function in the Lists module.

Billing cycle codes are similar to file types in that they provide a method of grouping Client Files. For example, a firm might use weekly and monthly billing cycle codes and assign them to Clients so when billing, Clients can be grouped through the billing cycle to which they belong. Billing cycles are optional, and can be assigned to Client Files either at the time the File is opened or at any point in the future.

Billing cycle codes are set up in the Billing Cycles function in the Lists module.

Activity and expense codes are used to speed the process of posting. Example activity codes are "Telephone conference with" and "Attend trial". Expense codes describe charges posted to Client Files, for example, "Postage" or "Photocopies". A unique code is assigned to a time or expense description and, when you want to post using that description, you simply enter the corresponding code or select it from a list.

Amicus Accounting comes with sample activity and expense codes but you will probably want to add your own and remove those you don't intend to use.

To add or edit these codes, use the Expense Codes or Activity Codes functions in the Lists module. .

The System Settings tab on the Firm Settings screen enables you to make changes to the setup of Amicus Accounting. Changes made here affect all Amicus Accounting users. Don't modify these settings unless you understand how the changes will affect your system. Choose Start Up, Firm Settings. The System Settings tab is the first tab displayed.

Accounting methods are different ways of recording revenue and expenses. Amicus Accounting offers three accounting methods. You must select the appropriate accounting method before you start posting in Amicus Accounting.

The accounting method may be Cash Accounting, Modified Cash Accounting, or Accrual Accounting (you record billings as revenue). Your accountant will be able to determine which method is best for your firm.

• In the Accrual accounting method, revenue is recorded when it is earned and expenses are recorded when they are incurred. A bill is recognized as an expense to your firm when you receive it, not when you pay it, and revenue is recorded when you post bills.
• In the Cash accounting method, revenue is recorded when payment is received and expenses are recorded when they are paid. For example, bills are generally recognized as expenses when you pay them, not when you receive them. Firms using cash basis accounting typically don't record Accounts Receivable, accounts payable, or accrued expenses.
• In the Modified Cash accounting-method, revenue is recorded when it is received, expenses are recorded when they are paid, and recoverable Client expenses are treated as work-in-progress.