The following tables give the contents of all the data files in Virgo Accounts. The first column gives a description of the data item with key fields marked with an asterisk (*). The second column gives the format of the data item where it is not obvious. Dates are held in DD/MM/YYYY format unless otherwise stated; $H is the number of days since 31/12/1840. Note that some files or records may not be present if the relevant part of the system is not used.
Client Details (^SC - CLIENTS.TXT) |
|
| Client code* | 1-4 alphanumeric characters |
| Client name | 1-30 characters |
| Telephone number | 0-15 characters |
| Facsimile number | " |
| "A"* | |
| Address | 5 lines of 0-40 characters |
| "N"* | |
| Narrative | 3 lines of 0-40 characters |
~
Matter Details (^SM - MATTERS.TXT) |
|
| Client code* | |
| Matter code* | 1-4 numeric digits |
| Matter description | 1-30 characters |
| Action date | |
| Legal aid indicator | Y or N |
| Stakeholder indicator | " |
| Trust indicator | " |
| VAT indicator | " |
| Charge group/ Activity code |
1-2 alphanumeric characters/ 1-2 alphanumeric characters |
| Analysis code A | 0-3 alphanumeric characters |
| Analysis code B | " |
| Client cashbook | 3 numeric digits |
| Budget time & disbursements | 0-7 numeric digits |
| "C" | |
| Closed date | |
| "O" | |
| Opened date | |
| "N"* | |
| Narrative | 3 lines of 0-40 characters |
~
Matter Ledger (^ML - MLEDGER.TXT) |
|
| Client code* | |
| Matter code* | |
| Disbursement balance | 1-10 characters (number to 2 d.p.) |
| Bills balance | " |
| Item number* | 1-8 numeric digits |
| Date | |
| Credit amount | 0-10 characters (number to 2 d.p.) |
| Debit amount | " |
| Transaction type | |
| Reference | 0-6 characters |
| Unused | |
| Narrative | 0-40 characters |
~
Client Ledger (^CL - CLEDGER.TXT) |
|
| Client code* | |
| Matter code* | |
| Client account balance | 1-10 characters (number to 2 d.p.) |
| Nominal interest | 1-15 characters (number to 6 d.p.) |
| Date interest last posted | |
| Item number* | 1-8 numeric digits |
| Date | |
| Debit amount | 0-10 characters (number to 2 d.p.) |
| Credit amount | " |
| Transaction type | |
| Reference | 0-6 characters |
| Narrative | 0-40 characters |
~
Work-in-Progress (^SW - WORKINP.TXT) |
|
| Client code* | |
| Matter code* | |
| WIP balance | 1-10 characters (number to 2 d.p.) |
| Date last time entry | |
| Fee earner code* | |
| Activity code* | |
| Time (in minutes) | 1-5 numeric digits |
| Number of items | " |
| Value | 1-10 characters (number to 2 d.p.) |
~
Bill Register (^SB - BILLREG.TXT) |
|
| Last bill number | |
| Bill number* | 1-6 numeric digits |
| Bill date | |
| Client code | |
| Matter code | |
| Fees element | 1-10 characters (number to 2 d.p.) |
| Disbursements element | " |
| VAT amount | " |
| Time removed | " |
| Outstanding gross amount | " |
| Bill status | 1 alphabetic character |
| Include unpaid prof disbs | Y or N |
~
Unpaid Bills Index (^SU - not exported) |
|
| Bill number* | |
| Null | |
~
Cashbook File (^CB - CASHBOOX.TXT) |
|
| Cashbook number* | 1-3 numeric digits |
| Account name | 1-30 characters |
| Bank sort code | 0-8 numeric digits |
| Account number | 15 numeric digits |
| Trust account | Y or N |
| Unused | |
| Cashbook balance | 1-10 characters (number to 2 d.p.) |
| Item number* | 1-8 numeric digits |
| Date | |
| Credit amount | 0-10 characters (number to 2 d.p.) |
| Debit amount | " |
| Transaction type | |
| Reference | 0-6 characters |
| Narrative | 0-40 characters |
| Matched item | Y or N |
~
Account Balances (^AB - ACCBALS.TXT) |
|
| Account code* | 4 characters (account type + 3 numeric) |
| Description | 1-25 characters |
| Period balance | 1-10 characters (number to 2 d.p.) |
| YTD balance | " |
| Last year balance | " |
| System account | Y or N |
~
Nominal Ledger (^AY - NLEDGER.TXT) |
|
| Account code* | 4 characters (as for ^AB) |
| Item number* | |
| Date | |
| Amount | 1-11 characters (signed number to 2 d.p.) |
| Transaction type | |
| Reference | 0-6 characters |
| Narrative | 0-40 characters |
~
Time Entries (^TE - TIMEENTS.TXT) |
|
| Last item number | |
| Client code* | |
| Matter code* | |
| Fee earner code* | |
| Item number* | |
| Date | |
| Activity code | |
| Time (in minutes) | 1-5 numeric digits |
| Number of items | " |
| Value | 1-10 characters (number to 2 d.p.) |
~
Fee Earner Details (^SF - FEEERNRS.TXT) |
|
| Fee earner code* | 1-2 numeric digits |
| Fee earner name | 1-30 alphanumeric characters |
~
Activity Code Table (^SA - ACTIVS.TXT) |
|
| Activity code* | 1-2 characters |
| Activity description | 1-25 characters |
~
Fee Rate Table (^SR - FEERATES.TXT) |
|
| Charge group* | 1-2 characters |
| Group description | 1-25 characters |
| Activity code* | |
| Hourly rate | 1-6 characters (number to 2 d.p.) |
| Rate per item | 0-6 characters (number to 2 d.p.) |
~
Historic Entries (^SD - HISTDISB.TXT) |
|
| Client code* | |
| Matter code* | |
| Bill number* | |
| Item number* | |
| fields of this record are the same as for the matter ledger record | |
~
System Parameters (^SZ - SYSTEM.TXT) |
|
| (ADE*) Auto day-end | Y or N |
| (D30*) Date check (more than 30 days ago) | Y or N |
| (DOC*) Default office cashbook | |
| (DTE*) Detailed time entry | Y or N |
| (LDE*) Last day-end | $H format |
| (LPE*) Last period-end | $H format |
| (MLR*) Auto matter limits report | Y or N; plus, if Y, parameters |
| (NYE*) Next year-end | $H format |
| (ODC*) Overdraw client | Y or N |
| (PN*) Practice name | 1-30 characters |
| (SW*) Licence number | 10 characters |
| (TU*) Time unit (minutes) | 1-2 numeric digits |
| (VAT*) Standard VAT rate | 1-5 characters (number to 2 d.p.) |
| (VCB*) VAT cash basis | Y or N |
| (WOD*) Write-off disbursements | Y or N |
~
Interest Rates (^CI - INTRATES.TXT) |
|
| Minimum amount* | 1-7 numeric digits |
| Rate | 1-5 characters (number to 2 d.p.) |
~
Daybook File (^SY - not exported) |
|
| Last item number | 1-8 numeric digits |
| Today’s date* | |
| Transaction type* | |
| Item number* | 1-8 numeric digits |
| Posting date | |
| Client code1 | |
| Matter code2 | |
| Cashbook number | |
| Net amount | |
| VAT amount | |
| To client code1 | ) |
| To matter code2 | ) if transfer |
| To cashbook number | ) |
| Reference | |
| Narrative | |
1or "Acct:" if a nominal transaction
2or nominal account code if a nominal transaction
~
VAT Details (^SV - VATFILE.TXT) |
|
| Total net inputs | 1-10 characters (number to 2 d.p.) |
| Total input VAT | " |
| Total net outputs | " |
| Total output VAT | " |
| Item number*1 | 1-6 numeric digits |
| Bill number | " |
| Date | |
| Net amount | 1-10 characters (number to 2 d.p.) |
| VAT amount | " |
1preceded by "P" for purchases
~
Budgets (^NB - part of ACCBALS.TXT) |
|
| Account code* | 4 characters (as for ^AB) |
| Budget | 1-11 characters (signed number to 2 d.p.) |
~
Standing Orders (^SO - not exported) |
|
| Unique number* | 1-6 numeric digits |
| Start date | |
| End date | |
| Payment/receipt indicator | "P" or "R" |
| Frequency | 1-2 numeric digits followed by "D" or "M" |
| Cashbook | |
| Net amount | |
| VAT amount | |
| Reference | |
| Account code | |
| Narrative | |
| Next due date | $H format |
~
Standing Orders Index (^SX - not exported) |
|
| Next due date* | $H format |
| Unique number* | as for ^SO |
| Null | |
~
Bill Merge File XSBILL.SPS - field delimiter ^ |
|
| Client Name | |
| Address | 5 lines of address |
| Date | |
| Invoice Number | |
| Fees Amount | |
| Disbursements Amount | |
| VAT Rate | |
| VAT Amount | |
| Total Bill Amount | |
~
Cheque Merge File CHEQUE.SPS |
|
| Identifier | "Client Cheque" or "Office Cheque" |
| Cashbook number | |
| Cashbook description | |
| Client code or "nominal" | |
| Matter code or Nominal account code | |
| Payee | or Client name if client account payment |
| Matter description | (if any) |
| Address lines 1-5 | (if any) |
| Date | |
| Amount in figures | |
| Amount in words | |
| Cheque number | |
| Narrative 1 | before the " - " |
| Narrative 2 | after the " - " |
| Transaction type | |
~
Parameters (^SYS - not exported) |
|
| (COL*) Screen colours | |
| (PTR*) Default printer | |
| (WBD*) Web browser directory | |
| (WTF*) Write to file directory | |
» Appendix F: Transaction Types