Orion Law Management Orion Desktop Articles File Maintenance System Information Updated April 14, 2025 19:03 The System Master File serves as the overall umbrella under which all Orion modules operate and is used to enter the Firm's system parameters. It allows you to set up information on time units, the format of Client Numbers and Matter Numbers, staff levels, and system default settings. The information in this program should be entered prior to setting up Clients, Matters, or Timekeepers. Do not begin the conversion process or begin entering other data (other than the Chart of Accounts and bank codes) until all the Firm's parameters are established in this program.Most of the parameters in the System File are set by Orion personnel at the time of your installation. Depending on the modules you have installed, some of the fields may not need to be completed. Since some of the information required by this program affects the entire billing system, the information requested should be discussed in detail with the managing attorney.CautionDo not change any settings in this program without first consulting personnel at Orion Law Management Systems, Inc. Setting Up Firm Information You use the System Settings screen to set up information about your firm. The values entered in the General tab appear when a new Client and/or Matter is being set up in Orion. You can change any of these values as the information for the Client and/or Matter is being entered. Steps To set up firm information: 1. From the Button Bar, click Tools and select System Settings. The following screen appears.2. Fill in fields as needed. For details, see "Field Descriptions – System Settings Screen." 3. Click OK.Field Descriptions – System Settings Screen The following table describes the fields. Field Description Fee Arrangement The default Fee Arrangement to be used for most Client-Matters. Click the Look-up Button to choose Hourly, Contingency, Flat Fee, or Non-Billable. Billing Cycle The default Billing Cycle to be used for most Client-Matters. Click the Look-up Button to choose Monthly, Bi-Monthly, Quarterly, Semi-Annually, Annual, Contingency, or 0 through 9. Charge Interest If you plan to charge interest on overdue accounts receivable balances for most Client-Matters, select Yes. Otherwise, select No. Time Increments The Time Increments to use. Invoice Style The default Invoice Style to be used for most Clients. Click the Look-up Button for a list of valid Invoice Styles. Cover Sheet The default Cover Sheet Style to be used for most Clients. Click the Look-up Button for a list of valid Cover Sheet Styles. Reminder The default Reminder Style to be used for most Clients. Click the Look-up Button for a list of valid Reminder Styles. Email Template The default Email Template to be used for most Clients. Next Client Number The first number to use for automatically assigning Client Numbers. Contact Type for “Client” Contacts The contact type for "Client" Contacts. You can specify people performing a particular function to be listed as Contacts. Starting Matter Number The first number to use for automatically assigning Matter Numbers. Finance Charges Field Description Minimum Balance The minimum balance that must be present in order for the system to generate an interest charge. If you do not charge interest at all, you can leave this field blank. Grace Period The number of days preferred for a grace period. Annual Interest Rate For those Matters on which you choose to charge interest on overdue accounts receivable balances, the interest charged is based on the information provided in this field. This information must be completed even if only one Matter will accrue interest. If you do not charge interest at all, you can leave this field blank. Charge Interest on Interest If your state allows you to charge interest on unpaid interest, select this field. Otherwise, leave it blank. Defining Client Information You use the Client Additional Info tab to define additional fields of information for Clients. The fields are user-defined and you can add up to four date fields, four 25-character text fields, and four 50-character text fields. The text fields can be set up as list box (look-up) fields where you define the options available in the box. Steps To set up your Additional Client Information screens:1. Click Client Additional Info. The following screen appears.2. Click the box beside the field name for the fields you want to add. If there is a field that you want to skip, leave it unchecked.3. Enter a name for the new field in the Caption field.4. To define a field as a list box, select list box in the Type field. If you set the field as a list box, you must define the variables available in the box.5. To enter a variable, enter the information in the Items field.6. To delete a variable, highlight the correct variable and press the Ctrl + Delete keys.7. When finished, click OK. Defining Matter Information You use the Matter Additional Info tab to define additional fields of information for Matters. The fields are user-defined and you can add up to four date fields, four 25-character text fields, and four 50-character text fields. The text fields can be set up as list box (look-up) fields where you define the options available in the box. Steps To set up your Additional Matter Information screens:1. Click Matter Additional Info. The following screen appears. 2. Click the box beside the field name for the fields you want to add. If there is a field that you want to skip, leave it unchecked.3. Enter a name for the new field in the Caption field.4. To define a field as a list box, select list box in the Type field. If you set the field as a list box, you must define the variables available in the box.5. To enter a variable, enter the information in the Items field.6. To delete a variable, highlight the correct variable and press the Ctrl + Delete keys.7. When finished, click OK. Setting Up Accounting Information You set up Accounts Payable and General Ledger module information by completing the fields in System Settings in the various modules. Steps – Accounts Payable To set up Accounts Payable information:1. From the Button Bar in AP Manager, click Tools then System Settings to display the following screen: 2. Fill in fields as needed. For details, see "Field Descriptions – Accounts Payable System Settings." Field Descriptions – Accounts Payable System Settings The following table describes the fields. Field Description Next Voucher Number Can contain up to nine (9) digits but cannot contain any punctuation (for example, 500.123 would not be accepted by the system). If not already set up by Orion Law Management System personnel, enter the Voucher Number with which you want the system to start. Make sure the number you enter is greater than the last Voucher Number on file. Next Vendor ID The next Vendor Number. ID Width The width for the ID. Format The format used. Default Check Format The default Check Format to be used by the majority of the Vendors you set up in the Accounts Payable module. You can use the F8 key or click the Look-up button to locate a valid Check Format. Accounts Payable If you run on an accrual basis, enter the General Ledger account number for your Accounts Payable account in this field. This is the account that is credited when the Voucher is posted. You must have already set up this account in your General Ledger Chart of Accounts. If you run on a cash basis, you do not need to complete this field. You can use the F8 key or click the Look-up Button to locate the valid account number. Discount Account The General Ledger account number for discounts in this field. This is the account that is debited when an early payment discount is taken. You must have already set up this account in your General Ledger Chart of Accounts. You can use the F8 key or click the Look-up Button to locate the valid account number. Vendor Contact Type The contact type for the Vendor. Current Period The current period. Current Fiscal Year The current fiscal year. Steps – General Ledger To set up General Ledger information:1. From the Button Bar in the G/L Manager, click Tools then System Settings.2. Fill in fields as needed. For details, see "Field Descriptions – General Ledger System Settings." Field Descriptions – General Ledger System Settings The following table describes the fields. Field Description Current Period The current period or what you will be using as the beginning. Do not change this number once established. This number is automatically incremented by Orion every time you close a period. Current Fiscal Year The current fiscal year. Do not change this number once established. First Historical Year The first historical year. Fiscal Year begins in The month that begins the fiscal year Cash or Accrual Indicates whether you run on a cash basis, an accrual basis, or both. This flag controls when General Ledger transactions are created in the Accounts Payable module.Note: Once you have started using the system, do not change this flag without consulting Orion Law Management System personnel. Next Transaction Number The number to assign to the next (first) transaction. This is normally set up by Orion Law Management System personnel. Do not enter a number lower than the one displayed by Orion. Also, do not change this number once you have begun using the General Ledger module. Close to Account The General Ledger account number to which that income and expense accounts close during a year-end closing. You can use the F8 key or click the Look-up Button to locate the account. You must have already set up the account in the General Ledger Chart of Accounts prior to completing this field.Note: The account number entered here may not fall within the range specified in the Start Closing With Account and End Closing With Account fields. Start Close With Account The General Ledger account number that represents the beginning of the range of income and expense accounts to close to the Retained Earnings account. End Close With Account The General Ledger account number that represents the end of the range of income and expense accounts to close to the Retained Earnings account. Was this article helpful? Yes/No