Inputting and Editing information in Lien Writer®

Lien Writer® maintains tables containing all of your customers, projects, contractors, owners, lenders and sureties. To input a new record in the Current Jobs/Liens, Reference, Additional Legal Parties or Other Liening Parties tables, just press ) within their Scrolling Area. To edit a current record, just press ):

Add New Reference / Edit Current Reference )

NOTE: Before you start adding new liens/jobs, you may elect to add your references (customers, projects, owners, general contractors, lenders or sureties) to the Reference table. This is not actually required since you can add references on the fly (see below), but if you do you will not have to enter this data again. The Reference Number field is large enough for just about anyone’s account number, and we suggest that you simply use your own account numbers for this field.

Once a reference has been entered, you can recall it into the Current Jobs/Liens, History, Additional Legal Parties or Other Liening Parties table fields by pressing the <F8> key or pressing the (?) field and choosing the reference by name or account number.

Input New Current Job " / Edit Current Job )

You will then see an input screen (the Input and Edit screens are very similar) in which you add the job information. The customer, project, owner, general contractor and lender/surety fields can be filled in from the Reference table by pressing the <F8> key, or press the (?) field, and select the correct item from a scrolling menu. If found, the appropriate job fields will automatically be filled in. If not, you can enter a new record into the Reference table on the fly. You can use the <F8> key from any of the respective fields sets for customer, project, general contractor and lender/surety.

All legal parties and addresses have the name displayed on the primary screen. By pressing the <Address> button for the respective legal parties you can enter a second line for the name, address, then zip code, city, state and, where needed, county name. You can press the <F8> key, or press the (?) field, to look up a zip code or city to AutoFill the address fields.

The current entry fields are:

Paid?: Mark the job as paid/not paid;

Entry Date: The date of record entry;

Customer Number: Your Customer number;

Customer: Your Customer’s name (two lines);

Address: Customer’s address, first line for mailing, second line for city, then state, then zip code;

Contact: Contact person at customer’s office;

Phone: Customer’s telephone number;

Certified #: If sent certified, the number can be saved here. Read only;

Send Certified?: If a certified notice will be sent;

Follow Date: The next date for follow up work, your discretion;

Project: The project name (two lines);

Address: The project address, first line for mailing, second line for city, then state, then zip code;

County: Enter the name of the county, borough or parish, if known;

APN: For the property parcel number;

Location: Location (for the location of the property, edit screen only) Location during input is chosen from the project state field and if it is noted whether the project is a Federal job or not);

Info Notes: This enters the memo field for storing information about the present job. Your discretion as to the data;

Property: This enters the memo field for a full (up to 8 typewritten pages) description of the property to be liened. Use for raw land;

Trust: This enters the memo field for storing information about any trust funds that your company is responsible to cover;

Lab/Mat: This enters the memo field for an individual description of the materials or services supplied, and overrides the default description.

EXHIBITS

Property Description: The information entered into this memo field generates Exhibit A for all legal documents.

Trust Fund Info: The information entered into this memo field generates Exhibit B for all legal documents.

Service Description: The information entered into this memo field generates Exhibit C for all legal documents.

Owner: For the owner of the property (two lines);

Address: The owner’s address, first line for mailing, second line for city, then state, then zip code;

Owner Contract #: The owner’s contract number, if you have one;

Public Entity: Y or N if job is a public entity (edit screen only);

verfiy? Y or N if you want to have this owner address verified via fax;

Certified #: If sent certified, the number can be saved here. Read only;

Send Certified?: If a certified notice will be sent;

General: The General Contractor’s name (repeat if general is also customer, two lines);

Address: The General’s address, first line for mailing, second for city, then state, then zip code;

General Contract #: The General Contractor’s contract number, if known;

Lender/Surety: For the property, if any (two lines);

Address: The Lender’s address, first line for mailing, second for city, then state, then zip code;

Loan or Bond #: Of Lender or Surety;

A/R No.: Your A/R computer record number, if any, and if needed;

PO No.: Your customer’s Payment Order number;

Job/Invoice Number: Job Order number;

Estimated Amt.: Of the job cost;

Balance Due: On the job

Pre-lien File #: This is the invoice number of the pre-lien documents (Edit only)

Date Pre-Lien: The date you prepared the first pre-lien (Edit only);

Date Performance Began: Date performance began (if material supplier, usually the same date as the date of pre-lien);

Date Performance Ended: Date performance ended (if material supplier, usually the same date as the date of pre-lien);

Date Job Completed: Date job was completed (if material supplier, usually the same date as the date of pre-lien);

Date of Notice of Completion: Date that the notice of completion shows that the job was actually filed with the county recorder;

Lien Release

Monthly: Check that the customer is to be set up for lien releases each month;

Cycle: Used with Lien Release Monthly, use this field to identify a particular billing Cycle for your Monthly Release. Enter any two alphanumeric characters (i.e., 10, 15, 25, 30, etc.) and when you print releases you may print either all records marked for monthly releases or only those of a particular cycle;

Date of Last Release: Date that the last lien release was done (Edit only);

Type: Of the last lien release (Edit only).

Lien Writer® will also display pop-up menus to select the job location. Be sure to note at all times the state for which the lien will be filed in the state fields. Several of the states have different filing requirements, and Lien Writer® needs to print the correct form for the correct state.

The remaining fields will request information on the contractors, owners, banks, etc. Fill the item in as completely as possible. IMPORTANT: The Location is "US" if the job is a Federal project, or the initials of the State where the property is located.

Lien Writer® will also ask if the job is a public work. IMPORTANT: You must correctly identify the job as private or public. You may not have lien rights on public works in some states, and the notice requirements, time limits and other prerequisites differ between private or public jobs. Lien Writer® works under the presumption that you are aware of the current laws and requirements for the state in which you are filing your lien forms!

The program will also ask you if your customer will require monthly releases at the end of the month. If you mark this option then Lien Writer® will print those releases when selected from the RELEASES Main Menu option (see "Printing Notices, Releases and Claims" chapter).

You will also have the option to have the program print you a joint check release for your liens (if your company requires one) and, if desired, a notice for the county recorders office (In California, with differing fees from county to county, you can be advised you when a Notice of Completion is filed).

Also, another printing option is to print a letter to the owner explaining the purpose of the preliminary notice procedure. It is very polite and can be helpful in smoothing the process along by keeping your own customer from feeling offended.

Once you have entered and saved your data you can immediately print your Preliminary Notice. You may print up to 99 copies of the Preliminary Notice. Set up your printer with plain white paper and press the <Printer>, select Preliminary Notice and print! You can also mark the record for a mass printing later (see PRINTING NOTICES section).

You may leave this area, if entered accidentally, by pressing <ESC> at any time

Company Entry

This area is entered from the Edit/Select Company option of the SETUP Main Menu option. You can print Lien Writer® forms for up to 999,000 different companies. From the displayed scrolling area, press the <Document> button to add a company or the <Edit> edit button to edit the highlighted company:

Company Code: This should be a unique number for each of the companies entered. Allowed values run from 1 to 999,000;

Company Name: Name of your company (two lines);

Company Address: Address of your company, including city, state and zip code;

Telephone: Of your company;

Fax Telephone: Of your company;

Signer: Who is going to sign your documents as your company’s authorized representative;

Signer Title: Company title of the signer;

Mailer: Who handles the mailing of your documents. Often, it may just be signer’s name again;

Mailer Title: Company title of mailer;

Interest Rate: Yearly rate charged by your company;

Trust Fund Info: If you have to include claims by Union Trust Funds in your documents, this will provide a default affidavit of the unions to be represented. You also enter affidavit by job (see above);

Labor or Materials: You enter the default description of your services here. If the 35 character field is insufficient for your needs, you can enter a ‘*’ here and then the program will allow you to enter a default affidavit that may be up to 8 pages long. You can also enter a service description for each job that overrides the defaults.

Other Liening Parties

This table is used to record those parties who are making lien claims against you or your subcontractors. To enter this table you must have entered a new jobs/liens (<Document> ) or edit current jobs/liens (<Edit> ) mode. When you finish new input on the record (in add new job/lien) or press the <Save> button to finish editing (in edit current job/lien) you can press the <Other Legal> button to go to the entry screen for the Other Lien Parties table. Again, press the <Document> button to enter a new record, the <Edit> button to edit a current record:

The first fields are for the party who would lien the job. This may be your service supplier or your subcontractors service supplier (material and equipment suppliers would never use this table!):

Paid?: Mark the claim as paid/not paid;

Entry Date: The date of claim entry;

Liening Party: Company name of the party filing the lien. (two lines);

Address: Address of the lien or, including city, state and zip code;

Send Certified?: If a certified notice will be sent;

Labor or Materials: Their service description (35 characters maximum);

Their Job#: If known.

Next, the amounts due for the job:

Estimated Amount Due: The estimated amount due;

Balance Due: The current balance due, if known.

The final set of fields need be filled in only the customer of the liening party is not you. When printing documents, if these fields are blank it is assumed that your company data will be inserted automatically. If filled with other data, that data will be printed. Subcontractors normally will not fill in these fields. General contractors often will do so with their subcontractors’ material suppliers and subcontractors:

Customer: Name of party for whom a lien is claimed (two lines);

Address: Their address, city, state and zip code;

Their PO #: The parties job or payment order number;

Additional Legal Parties:

This table is used to record those additional parties to a job that must receive notice of your lien claim. To enter this table you must have entered a new jobs/liens record or editing a current jobs/liens record. When you finish new input on the record (in add new job/lien) or press the <Save> button to finish editing (in edit current job/lien) you can press the <Other Legal> button to go to the entry screen for the Additional Legal Parties table. Again, press the <Document> button to enter a new record, the <Edit> button to edit a current record:

Owner: For the owner of the property (two lines);

Address: The owner’s address, first line for mailing, second line for city, then state, then zip code;

Owner Contract #: The owner’s contract number, if you have one;

Certified #: If sent certified, the number can be saved here. Read only;

Send Certified?: If a certified notice will be sent;

Public Entity: Y or N if job is a public entity;

General: The General Contractor’s name (repeat if general is also customer, two lines);

Address: The General’s address, first line for mailing, second for city, then state, then zip code;

General Contract #: The General Contractor’s contract number, if known;

Lender/Surety: For the property, if any (two lines);

Address: The Lender’s address, first line for mailing, second for city, then state, then zip code;

Loan or Bond #: Of Lender or Surety.

Lien Writer® Setup

Lien Writer® contains several utilities to reset the default information. These utilities are accessed from the SETUP Main Menu option, as follows:

Edit/Select Company

You may change the information concerning your company by selecting Edit/Select Company. This will display the current information, which you may edit. If this option is selected, you will be placed in the Company table. If you are filing notices for more than one company, you can input the information for each new company by pressing the <Document> button. Note that each new company must be assigned a company code (Company 1 to Company nnnnn). Select Edit/select Company to change the company that will be used when you input new jobs.

IMPORTANT: You should be cautious about deleting a company once you have added it. Since the Current Jobs/Liens and History tables use the Company table to identify a record, it is desirable to save all of the entered items that the other tables may reference. However, you can edit and reuse any Company table record to reuse the space, or use the Mass Company Change function (see below).

Mass Change Company

This option allows you to make changes to Company number fields. For example, each of the various Current Jobs/Liens and History table records use a Company number to find the correct company information for document printing. However, if one company has been closed and accounts transferred to another office, you will need to change not only the Company table record, but each of the records in Current Jobs/Liens and History to reflect the changes! To do so, simply enter the number of the company to be changed in the ‘Old Code’ field, and the number of the new company in the new code field. Press <Okay> to begin.

Windows Colors

If you have a color monitor, you can also set the colors for the program by choosing Text Colors for the screen colors, and Data Entry Colors for the highlight and menu colors. These will bring up a series of menus which allow you to set the foreground and background colors of the text on the screen, and of the highlighted input and menu bars.

Printer

This option allows you to select a printer or printers to do your work. You can run several printers at once. If you cannot identify a printer in the list provided, try selecting the Epson, Diablo, or finally the Draft printer, which are the most common printer emulation's.

After selecting your printer (when entering, the current printer is highlighted), you have the option to change the printer output port to any of the legal MS-DOS ports (LPT1 to LPT4, COM1 to COM4, or PRN) and what reports will go to what printer. This will allow you, for example, to set up one printer as your document printer (using standard 8.5" x 11" plain white paper) and another printer as your label printer (using standard 1" x 3.5" pin fed label forms), saving you the trouble of switching paper for each type of printing run. Lien Writer® will correctly route the reports.

IMPORTANT: A frequent complaint we receive on printer output is that the type of the printer is appearing to ‘over type’ the print of the line above, making it look like some foreign alphabet! This is not caused by the Lien Writer® program, but because your printer has been set to the 8 lines per inch printing mode, a very common setting for other accounting programs. To create court approved Lien Writer® legal forms you must reset the printer to the 6 lines per inch mode while Lien Writer® is printing its forms and reports. The program can reset most standard printers to the correct printing mode, but if you are using the draft printer mode you may have a problem. Generally this is easily correct by pressing a few printer setup buttons. Please refer to your printer manual.

System Defaults

Lien Writer® allows very specific modifications of its system to maximize your processing of forms for the Mechanic’s Lien process. The System Defaults section of SETUP contains the fields which set up the default parameters of the Lien Writer® program as to how forms are printed, what paper, forms or labels will be used, etc. These fields allow you to customize the program to your particular needs and tastes. This month’s article discusses how to set these fields to your best advantage.

To edit fields, press the ) key. Once you are done with editing, press the " key to save your changes. Pressing E without pressing " reverts all fields back to their original values.

In the case of form printing, additional information on form requirements will be found for the particular form and state in the State Information table:

Common Fields: These fields are common to most sections, and have the same function for each of the sections:

Mark to Print Later: This Yes/No (Y/N) field sets the ‘Mark’ internal field so after you print forms you may set records for printing the form mailing labels at a later time. The default is ‘Checked’ except for Printer Label Section, which is set to ‘Unchecked’;

Number of Copies: This field sets the number of copies of each document to be printed, from 0 to 99. The default varies according to the form, but in most cases is at least <2>.

Top Margin Spaces: Use this option to set additional top spacing for the printing of your documents. This option is handy in those cases where you need to adjust forms for printing on your letterhead paper. The default is <0>;

Left Margin Spaces: Use this option to add spacing to your left hand margin to better center your printed text. WARNING!: Some printers do not support this option, and you will find your text is double printing off center. In those cases, restore your settings to 0. The default is <3>. It does work with any laser printer;

Display Print Options: This option can be used if you are printing forms that require different print options (a printer setup screen appears before each document or form is printed) for each of your documents, i.e., different signatures, copies, etc. Service Resellers of the program services will find this option especially helpful. The one disadvantage is that if this is set to ‘checked’ you cannot print forms in batches, but will have to pause and okay every form set that is printed. The default is ‘Unchecked’.

The following sections are options specific only to certain types of forms:

PAGE #1:

Request Information: These forms are for obtaining information about the job and credit information on the customer, and are printed as a set. Print only what you need by setting the values to ‘Checked’ or ‘Unchecked’:

Print Request Letter: This option will print a letter for your customer asking for information about the job, and provides for everything you will need for input into Lien Writer®. It is a particularly handy tool for sales people, whether they want to use it or not. Forms may be printed from records in the Current Jobs/Liens table (if you have any project information at all) or from a customer record in the Reference table. The default is ‘Checked’;

Print Request Header: If you are using the Request Letter with your own letterhead paper, set this option to ‘Unchecked’. Otherwise the program will print your return address at top center on plain paper. The default is ‘Checked’;

Print Information Request: This option prints the actual worksheet form for job information. The default is ‘Checked’;

Print Credit Application: This option prints a very handy Credit Application. We do not suggest that if your company has a credit application you should scrap it for ours, but ours is current with modern credit practices, particularly in the request for separate signatures for guarantee of corporate debt. If your company has not been using a credit application, we strongly urge you to start using one. The default is ‘Checked’.

Preliminary Notice: These forms are used, in the states that require them, to give notice to the owners of property of their potential liability for unpaid improvements to their property. They differ from Lien Warning Notices in that they merely advise of your right to seek a lien in the event of non-payment. They may be used in states that do not require them as an advisory to the owner:

Recorder Cover Letter: This letter is used for filing Preliminary Notices with the county recorder’s office where your project is located. In states where this filing is optional, you may elect or not to print this form. Where the filing is required by law, the form will print no matter what the setting of this field. The default is ‘Unchecked’;

Owner Cover Letter: This is basically a letter to the owner explaining what a Preliminary Notice is and why you are sending to him. It can help prevent the angry ‘WHY AM I GETTING A LIEN NOTICE’ calls. In some states this form is required only for residential Preliminary Notice mailing- check the State Information table. Where this form is always required by law, the form will print no what the setting of this field. We encourage the use of this letter. The default is ‘Checked’;

Copies with Estimated Price: This field sets the number of Preliminary Notices that will print with the Estimated Price showing. These copies you will normally send to banks, sureties and customers while keeping an additional copy for your records. The default is <1>;

Copies without Estimated Price: This field sets the number of Preliminary Notices that will print without the Estimated Price showing. These copies you will normally send to owners and general contractors. If you are a supplier, nothing will get a subcontractor madder than to send a copy of your pre-lien notice to the general contractor or owner showing the price the subcontractor is paying for his product from you! The default is <2>;

Use Pettit Forms: This option determines if Pettit Forms (see below) are your default selection for this form. The default is ‘Unchecked’.

Release of Rights: These Lien Waiver and Release forms are issued as proof of payment to you for your furnishing, be it labor or materials, to a job. If an owner has a release and the requirements of the release have been met, you lose your right to place a lien on his property:

Do Multiple Releases: This option keeps you ‘cycling’ on a particular record until you have done all the releases necessary for the job. Set it to ‘Checked’ if you always do, say, a conditional progress release on the current debt and a final release for previously paid debt for each month for your customers. The default is ‘Unchecked’;

Add Notary: This option prints a form (jurat) for signature by a Notary Public as proof of the validity of your release. The default is ‘Unchecked’;

Add Modifications: This option allows you to add very specific language as to modifications or restrictions for your releases. This language prints only on the release being printed, and is not saved. If you place nothing in the fields, no special language is printed. Sample text might be something like "This release applies only to Lot 10" or "This release applies only to materials delivered under our invoice number 009321", etc. If you press the % key, 3 blank lines are printed instead of text. The default is ‘Checked’;

Special Restrictions: This option allows the printing of restrictive language as to change orders, items delivered but not yet billed, etc., stating that the release does not apply in these cases. We strongly urge you to issue releases with this language included, but some general contractors will not like it. The default is ‘Checked’.

Lien Warning Notice: These forms are used, in the states that require them, to give notice to the owners of your intention to file a lien for unpaid improvements to their property. They differ from Preliminary Notices in that they state your intention to seek a lien within a short period of time. They may be used in states that do not require them as an advisory to the owner (and, boy, do they get results!):

Use Pettit Forms: This option determines if Pettit Forms (see below) are your default section for this form. The default is ‘Unchecked’.

PAGE #2

Bond or Lien Claim: This are the actual Mechanic’s Lien or Bond Claim forms. These forms must be filed in a timely manner, and requirements vary greatly from state to state:

Print Lien Claim: This option determines if the Mechanic’s Lien or Bond Claim form will print. The default is ‘Checked’;

Print Stop Notice: This option determines if a Stop Lending Notice is printed. There are occasions when you may wish to print a Stop Notice before you go to the trouble and expense of printing and filing your Lien Claim. In the states that allow Stop Notices, owners and banks become really upset when they receive one of these forms, sometimes so upset that you will be paid with little more trouble. The default is ‘Checked’;

Print Bond Notice: This option will allow the printing of a letter to the surety company that states a claim is made upon the project bond. Use only if a surety company is involved. The default is ‘Unchecked’;

Request Completion: This option will appear only for states that provide for this form. The Request for Notice of Completion is a form for public jobs that, after the payment of a fee, requires the public entity of the project to provide you with a Notice of Completion of the project immediately after it is filed. The default is ‘Unchecked’.

Extension of Claim: These forms are used in cases where a lien claim has been filed with the clerk or recorders office and, in lieu of filing suit against the owner to perfect your lien claim against his property, you and the owner agree to payment terms for the debt, then sign and file a Extension of Claim agreement that will keep the lien claim in force without perfection for the term of the extension agreement. It is intended to be used with a Promissory Note (see below);

Bond or Lien Claim Release: These forms are different from Lien Waiver and Releases in that they are prepared for the release of a Mechanic’s Lien or Bond Claim that has actually been filed. Use only the forms you need:

Print Lien Release: This option determines whether a Mechanic’s Lien or Bond Claim release form is printed. The default is ‘Checked’;

Print Stop Notice Release: This option determines whether a Stop Lending Notice release form is printed for the states that allow Stop Lending Notices. The default is ‘Checked’.

Joint Check Agreement: This form is an agreement that specifies that any checks issued shall be payable to both you and any other parties to the Joint Check Agreement:

General Contractor Letter: This letter is a notice to a general contractor of your joint check agreement. It is normally used when a supplier and a subcontractor enter into a joint check agreement. The default is ‘Checked’.

State Payment Terms: This option allows you to include specific language as to the terms of your Joint Check Agreement. This language prints only on the Joint Check Agreement being printed, and is not saved. If you place nothing in the fields, the ‘TERMS OF PAYMENT’ header is not printed. If you press the % key, 6 blank lines are printed instead of text. The default is ‘Unchecked’;

Endorsed Checks to You?: If set to ‘Checked’, this option will print text stating that all joint checks under the joint check agreement must be delivered to your hands instead of your customer’s. The default is ‘Unchecked’.

Promissory Note: This form is an Promissory Note between you and any of the other legal parties of the job. It is most often used in conjunction with an Extension of Claim (see above) agreement to extend payment terms to an owner to payment against a lien claims. In the event the property is sold, the promissory note provides for immediate acceleration of the amount due so the claim can be paid at the sale of the property.

Calc. Monthly/Weekly: Set this field to the default calculation you desire by the month or week. You can set the value you normally use, and then change it on the fly.

PAGE #3

Print Label Setup: These options set the type of label you will be using for your printer:

Print File Label?: This option determines if a Label with job information for your paper file will print along with your address labels. The default is ‘Unchecked’;

Print Company Label?: This option determines if a Label with the Company Information for a particular job will print with your address labels. The default is ‘Checked’;

Use Small Labels: Lien Writer® is designed to use one of three label types. Use 1" X 3.5" pin-fed labels if your printer is not a Laser printer. If your printer is a laser or inkjet printer, if you use 1" X 4" Avery type labels (Type 5161, two across) set this field to ‘Unchecked’. Otherwise, if the field is set to ‘Checked’ you will need to use 1" X 2 5/8" Avery type labels (Type 5160 or 8160, three across) in your laser printer. The default is ‘Unchecked’;

Use Walz Forms: Set to ‘Checked’ if you are going to use Walz Forms as your labels. If you have a laser type printer, it will automatically set up to use laser Walz forms. The default is ‘Unchecked’;

Label Printer Setup: Enter number values here for printer setup strings only for label printers. See Printer Setup Strings, below.

Mailing Options: This option sets the requirements for printing certified number on your Pettit Forms or a Certified List of your letters:

Certified Number Prefix: While the Postal Service insists it is not necessary, at the request of a number of users we have added the ability to print a four character prefix to the certified number. This will be in keeping with those Post Office’s who assign a block of certified numbers by handing you a stack of in sequence certified tags rather than a printed number block. You may add any combination of numbers and characters, but don’t add a dash. The program will add that character automatically;

Certified Starting #: Certified numbers are supplied by the Postal Service (either from a stack of certified slips from your local Post Office, or the pre-printed numbers supplied with Pettit or Walz forms), and, so long as the number is greater than zero, which is incremented by Lien Writer® every time you print a Preliminary Notice or Lien Warning Notice. The default is <0>;

Current Certified #: The next certified number to be printed;

Certified Ending #: The ending Certified Number assigned to you by the Post Office. If, during the printing of forms, this number is exceeded the program will insist you obtain a new number block. The default is <0>;

Use Certified Numbers: If you want to use Pettit or Walz Forms with Certified Number, or use Certified Numbers print on your notices and mailing logs, set this field to ‘Checked’. The default is ‘Unchecked’;

Re-Use Certified Block: IMPORTANT!! This option will be invalid to use after May 1, 1996: If you are using a block of numbers assigned by your local Post Office, and they allow you to reuse the block set this field to ‘Checked’. The default is ‘Checked’;

Print Customer Notice: If you always send a copy of your Preliminary Notice or Lien Warning Notice to your customer (whether required to do so or not by law), and you plan to print a Certified List, or are using Pettit or Walz Forms, set this field to ‘Checked’. The default is ‘Unchecked’.

Print Mailing Logs: This option will print a log of your mailings. You do not have to use certified numbers to print mailing logs, but the numbers will print if the next field is activated;

Print Post Office List: This option generates a Certified Mailing List (or First Class Mailing list for some states) that is a printed record of your Certified Mailings. This list may be used optionally as record of your Preliminary Notice and Lien Warning Notice mailings, but it is a requirement if you are not using the Postal Service’s green Certified Proof of Service cards or if you are using Pettit Forms without a green return receipt card. To prepare this form, you must set this field to ‘Checked’. The default is ‘Unchecked’;

Use Return Request: If this option is set to ‘Checked’, the statement "Return Receipt Requested" is printed in the various mailing logs. The default is ‘Checked’;

Postage Costs: Basic Postage, Certified Mail Cost and Return Request Cost: Enter the current cost of certified postage. It is printed in the various mailing logs. The default are the current U.S. Postage. Depending on the setting of Use Return Request? the Total Mail Cost field will change;

Pettit Form Options: These are preprinted forms for Preliminary Notices and Lien Warning Notices. See Section 14.1 for ordering information:

Use Pettit Forms: Set to ‘Checked’ if you will be using Pettit Forms. The default is ‘Unchecked’;

Pettit Form Type: There are 6 different Pettit Form Types. See section 14.1 for ordering information. Enter a number between 1 and 12. Pettit forms type 2 , 5, 8 and 11 require your printer work in 12 CPI mode;

Print Signature Line: This option allows you to turn off the signature line if you elect not to sign your Pettit Forms, the absolutely fastest way to process these forms. Your name and title will still print. IMPORTANT!: We do not recommend that you sign or not sign Pettit Forms- check your company policy and with your attorney for clarification of the laws of your state. Most states do not specifically require a signed preliminary notice, just that the notice be served in accordance with the law;

Printer: Enter number values here for printer setup strings only for Pettit printers. See Printer Setup Strings, below.

Other Default Parameters: These are miscellaneous program options:

Set Lien/History Index#: The current issue of Lien Writer® has 18 different indexes to sort and display Current Jobs/Liens and History table records. When the program is first set up the default sorting index is set to #11, or Follow Date, and records display in that order. If you want your display sort to occur by another index, go to the Scrolling Area, press the ^ key to display the sort keys, count from the top (as #1) to the sort key you wish to select, and enter that number in the Set Default Index # field. For example, if you want to always display records in Customer Name order, set this value to <2>. The default is <11>;

Set Reference Index#: The current issue of Lien Writer® has 2 different indexes to sort and display Reference table records. When the program is first set up the default sorting index is set to #1, or Customer Number, and records display in that order. If you want your display sort to occur by another index, go to the Scrolling Area, press the ^ key to display the sort keys, count from the top (as #1) to the sort key you wish to select, and enter that number in the Set Default Index # field. For example, if you want to always display records in Customer Name order, set this value to <2>. The default is <1>;

Add Notes to File: Lien Writer® allows you to keep extensive notes within the program7 on each job in a memo field. This memo field can be accessed from the Scrolling Area by highlighting your choice of record and then pressing the % key. While you can enter all notes yourself, you can also instruct the program to enter an additional note to this memo field every time you print a program form. This way, you always have a paper trail of what forms you have printed, for what amount and when. The default is ‘Checked’;

Screen Time Out: Lien Writer® has a screen blanking feature to prevent screen damage (‘burn-in’). After a set time in minutes the screen saving ‘Worm’ will appear. Press any key to restore your previous screen. This feature only works from the Scrolling Area. To disable this feature, set this field to <0>. The default is <5>, or 5 minutes;

Zero Balance as Line: Normally, dollar values of zero printing on a form will display as ‘0.00’, but occasionally that value may be zero only because you don’t know the value as yet! Setting this field to ‘Checked’ will cause zero values to print as ‘$__________________’ so you can hand fill the correct value in later. This is an especially handy option for Lien Waivers and Releases where you need to fill in the value away from the office. The default is ‘Checked’;

Re-use Modifications?: If you modify printer setup screens on a regular basis, this option allows you to keep the modifications in effect when using the marked record options. Otherwise, changes will revert to the saved settings every time a record is printed. The default is ‘Unchecked’.

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System Files: These fields identify your system files and their correct Path names. This information is vital for modifications to your computer’s system files so Lien Writer® will operate:

Config.sys: This gives the path to your computers CONFIG.SYS file;

Autoexec.bat: This option gives the path to your computer’s AUTOEXEC.BAT file.

Printer Setup Strings: Printers sometimes require special software setup, especially in network situations where a number of users may need to use a printer in different ways. Further, if you are a user of type 2 Pettit forms, you will need to set your printer in the 12 CPI mode to use them. A typical printer setup string might be something like ESCAPE (CHR(27)) + 1 (CHR(49)) + 2 (CHR(50)). To send this control string enter 027049050 in the Printer Setup field, and the program will automatically send the setup string every time a run of Pettit forms is printed on the specified printer. All control characters must be in the format of nnn (three numbers) per control character, with a maximum of 18 characters entered, 6 control characters sent:

Printer Setup String: This string is sent when the printer job is started;

Printer Reset String: This string is sent when the printer job is completed.

Address and Contractor Verification: Enter the information here for the research company that you will fax property address verifications. See APPENDIX F for a list of companies offering this service:

Research Company: Name of the Research Company;

Research Fax: The Research Company’s fax phone;

Research Phone: The Research Company’s telephone number;

Billing Company: Your Company’s name (or name of the company with account);

Account: Your account number with the Research Company;

Billing Fax: Your return fax number;

Billing Phone: Your telephone number.

Notice of Commencement: If set to ‘Checked’ a Notice of Commencement is printed with each notice set. The default is ‘Unchecked’;

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Mailing Party Information: A number of users, especially service resellers and credit depar®ents handling filings for multiple locations, have complained that the Certified Mailing List (now called the Firm Mailing Log of Accountable Mail to confirm with the requirements of some Post Offices) was not always printing the correct ‘Mailing Party’ information if preliminary notices were printed for multiple companies. Since most Post Offices are anally retentive about having one sequenced mailing log for any certified mailing set, we came up with a way to have you pre-define the name and address of the Mailing Party for all cases:

From the SETUP Main Menu option, select System Defaults. Press the p key and go to page #5. Press ) to edit the Mailing Party Information fields, entering the name, address and phone numbers for the permanent Mailing Party. After entering this information, at the command line press " to save your changes. From now on the ‘Mailing Party’ information on the Firm Mailing Log of Accountable Mail form will contain this data rather than that of the last company record being printed

Import/Export Data: IMPORTANT!: Also see Appendix C and Appendix I for more information!!

To speed the importing and exporting process you can preset the import or export files. Typical settings might be A:\ (for those of you swapping diskettes) or C:\LIEN\. The next field is used to set a file extension to identify program import/export files for importing and exporting. The default extension is ‘LWT’ (Lien Writer text). You may set the type of file suffixes in the File Suffixes fields, but we recommending using the defaults;

When Exporting files, the program generates a default filename for saving. It is based on a random number function of the program, and always creates a unique file name . The name is modifiable by the user. This means if you export on a daily basis the program can generate a unique file name to a pre-determined path without thought on your part. When importing, the program will already have chosen a drive/directory path for searching for your import files.

When Importing files, you have the option to determine whether the Entry Date for an imported record is going to be set to the date provided by the import file or set to the date you are importing. To have the program use the date when you do the import set as the Entry Date, set the Use Today’s Entry Date field to ‘Checked’. The default is ‘Unchecked’, which means the import will use the date provided by the import file.

For both importing and exporting, we have added an new function to search for the import or export files. This function is particularly useful during the Import routine since you can use it to locate your files to import. To use the function, press the * from the Import or Export set-up screens, and enter the file drive and path names. The DOS wildcards ‘*’ is allowed. For example, to search your ‘A’ drive for files with the extension ‘LWT’, enter the text:

A:\*.LWT <Return>

and the resulting display list will only show files with the ‘LWT’ extension. Select the file you want, and press ESC and the new file and path name will now appear in the set-up screen.

How data is imported is important and adaptable. Some customers are unable to import all data necessary for a job, and so just import what they have available and hand enter the rest. This is fine unless they are also importing to update records because the fields that don’t have data in the import would overwrite the hand entered data! Now, if the data is imported as new records, the import will occur as before. But, if you import to update records blank import fields will not overwrite current field information, with two exceptions: 1) the balance due is always imported, including zero balances, so if you have balance due, make sure it is imported; 2) and if a zero balance is imported, the record’s paid field is automatically set to "Y", allowing you to purge all paid records with the new EDIT command.

Use Record ID: Older versions of the Lien Programs checked for unique records on imports via a job number, which not all customers used. The newer versions check on a basis of an automatically generated unique id number for each record. If you have been using the import features of the program via a job number, the program will continue to do so unless you direct it to use record id. If you are a new installation the Use Record ID field defaults to ‘Checked’. IMPORTANT!: If you are interchanging data between different systems the record id method is the way to go. You can transmit all record data with this method anywhere in the world!;

# Backup/Restore Data: The program has sub-routines to do backups and restores of program data files. They are accessed from the FILE Main Menu selection, and are only needed if you do not presently have some sort of backup and restore system for your program data files. How and where you backup from and restore to, however, depends on some new program settings found under the System Defaults.

Enter the Backup Drive destination (e.g., A, B, C, D, F, etc., default is C). If you are planning to backup to your local or network hard drive, also enter a Backup Path (default is \LIEN\) and Backup File name (default is LIENDATA.LZH)- the path and file name are not a concern if you are going to backup to diskettes. Press " to save your changes. The following describes the differences in backing up to hard drives and diskettes:

TO BACKUP TO YOUR HARD DRIVE OR TO A NETWORK DRIVE: This is the fastest option since it simply makes a backup of your data files to another place on your hard drive or, better yet, a spot on your network hard drive. However, it relies your backup being secure- if you backup to a hard drive, and lose the hard drive, your backup is for naught! On the other hand, if you are not presently backing up your local drive each day, but you are connected to a network drive that is backed up nightly, this option will give you a secure backup if you store the backup file someplace on the network drive.

TO BACKUP TO DISKETTES: This is the most secure option since you are making a backup onto diskettes independent of any hard drive., but it takes the longest. Using a set of pre-formatted, EMPTY diskettes, feed the diskettes in as requested and mark each diskette with it’s sequence number (1, 2, 3, etc.). Save the diskettes in a secure place. If you do a restore, the program will prompt for the diskettes in sequence order. You cannot load the diskettes out of sequence, and the program will warn you if you try.

Files are stored in a one-file, compressed format (LHA/LZH standard), making them very compact. Copies of files stored to diskettes could be re-installed on another new program installation. IMPORTANT: Only the program data files are backed up or restored! If you have completely lose your program and your data files, re-install Lien Writer®, Lien Releaser"! or Lien Releaser Pro"! as a new installation, reset the System Default settings for the location of the restore files or diskettes, do your data Restore and your old files will re-appear!

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Notary/Sworn Statement Defaults: Instead of having to hand fill a Notary Jurat form each time you need one the program now allows you to fill in the required data directly on the computer. If you choose not to fill in the fields blank lines print on the form instead. You also may opt to permanently save certain information for the Notary form such as the Notary’s name, county, the type of Document, etc., here in System Defaults. Either fill it in and save it during the printing of a form set that requires a jurat;

Other Letters Setup: These options determine how the various letters of the system will be printed;

Print Return Address: This option will print your company’s return address top centered on plain paper. If you are using letterhead, set it to ‘Unchecked’. The default is ‘Checked’;

Other Reports Setup: These options determine how the various report of the system will be printed;

8.5" x 11" Label Setup: If you have a laser or inkjet printer, these options determine how the labels and laser type Walz forms for the system will be printed;

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Electronic Data Transmission: To properly use Electronic Data Interchange via your telephone modem, you must instruct the program how to use it. See Appendix I, Preparing for EDI Transmission for more information.

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Default Input Setup: These options are used for default settings in the input of new records. By setting this fields to ‘Checked’ or ‘Unchecked’ you can define what will be the initial value of the field in the new record. This allows you to customize your system to you needs;

Default Printing Setup: When forms are printed you can exercise some additional control how they will be printed::

Auto-Detect Legal Parties: If this field is set to ‘Checked’, the program will automatically detect how many notice copies you need for a particular mailing. If set to ‘Unchecked’, you must state how many notice copies of each type you need on page #1 of System Defaults, Preliminary Notices. The default is ‘Checked’;

Print Job# on Green Cards: If you are using Pettit Forms and this field is set to ‘Checked’ the Job number will print on the return certified card instead of the Record ID number. The default is ‘Unchecked’;

Printing File Path name: If you are printing to a file instead of a printer, you can specify which filename here. The default is blank, which sends printed data to a file named FILE;

Add 1st Lien of Project Name in Pettit Form types 2, 5, 8 and 11: A few Pettit Form users have expressed a desire to have Project Name information print on Pettit Forms, even though the only state requirement is that the address of the project be printed. Pettit Manifold Forms is looking into adding an additional line to the Pettit Forms to provide for this request, but in the meantime we have added an option to allow you to add the 1st Line of the Project Name to generic Pettit Form Types 2, 5, 8 and 11 (it will not work with custom forms presently). To turn this option on, enter ‘Checked’ in the Add 1st Line of Pettit Form... field, Page #8 of the System Defaults selection of the SETUP Main Menu option. IMPORTANT: You are limited to a total of 72 characters for the Project Name (1st line only), Address, City, State and Zip fields. The 2nd name line of the Project block does not print at all!;

Print Owner Est. Amt.: and Print General Est. Amt.: Except for a few states, the program does not print Preliminary Notices with the estimated amount due on the notices for the owner and general contractor when you are using the program with the Auto-Detect feature turned on. To force the printing of the amount due for the owner or general contractor notices, on the new Page #8 of the System Defaults selection of the SETUP Main Menu option press ), then enter ‘Checked’ in the Printer Owner Est. Amt. or the Print General Est. Amt. and the notices will print with the Estimated Amount due instead of ‘#####.##’.

Print ‘Notice Requested By’ Instead of ‘Recording Requested By:’ Some states allow the filing of Preliminary Notices with the county recorder’s office local to the owner, but few clients opt to file their pre-liens due to the expense of doing so and the lack of protection a recording actually provides (California is a good example of such a state). Because of this fact, and to alleviate the fears of some customers who hate to see the RECORDING REQUESTED BY AND RETURN TO statement at the top of the pre-lien form, if this field is set to ‘Checked’ the statement NOTICE REQUESTED BY AND RESPOND TO prints instead. Don’t make this change if you regularly record your pre-lien notices. The default is ‘Unchecked’;

Print Bond Request?: When sending a Public Work pre-lien most states do not require that you make a demand for a copy of the public bond. Lien Writer® defaults to always ask for copy of the public bond. If you set this field to ‘Unchecked’ the program will ask for a copy of the public bond only when required by statute;

No Pre-Lien if Send Certified = ‘N’?: Lien Writer® has the option to print pre-liens with certified numbers on them, and determines if this will occur by the setting of the Send Certified? field during input for each of the legal parties. If you are using plain paper form setting Send Certified? will still print, but without certified numbers, handy if would still like to send a notice by cheaper regular mail for a non-required party. Pettit Forms do not send at all for a particular legal party if Send Certified? is set to ‘Unchecked’. If you would like to suppress printing of plain paper notices where Send Certified? is set to ‘Unchecked’ for all parties set the No Pre-Lien if Send Certified = ‘N’ field to ‘Unchecked’. The default is ‘Checked’.

Record Copying Defaults: These options control if the last page of an input/edit screen (page #4) is copied or if Additional Legal Parties or Other Liening Parties are copied if the <F9> record copy key is pressed:

Copy Data Last Page?: Normally the data on this page is ignored if copied because it tends to be unique to the job. If this field is set to ‘Checked’ all fields in a record are copied;

Copy Add. Legal Parties?: Normally the additional legal parties for a job are not copied to a new record using the ( key. This forces a copy;

Copy Other. Liening Parties?: Normally the other legal parties for a job are not copied to a new record using the <Document> button key. This forces a copy;

Repair Indexes

Lien Writer® uses indexed tables to operate. These indexes speed up searches, and allow for the rapid sorting of the data. However, these index files are subject to damage if the computer is turned off (power failure, etc.) before you exit the program. If the program will not run correctly, or if you cannot find records which should be in the files, it is possible that the indexes have been damaged. To repair indexes, select Repair Indexes.

Depending on how many records you may have, re-indexing may take some time. WARNING: To avoid data loss due to power failures, make sure that you have made a recent backup of your system files (using Backup or a related program) before re-indexing.

DOS Shell

This option allows you to exit to a DOS shell to perform DOS functions without actually leaving Lien Writer®. Unlike many shell programs, Lien Writer® will provide you with a great deal of memory to run other programs. To return from the shell, type EXIT at any DOS prompt.

Note: Appendix A and B have been replaced and do not exist.

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