Reviewing Information in the Lien Programs
Reviewing information in Lien Program®
One of the most important means of protecting your lien rights is to keep track of your various jobs, including the dates you begin and end performance. The Lien Program® allows you to view all of your jobs, and rapidly find the relevant information.
To select a table for review, select the File option from the Main Menu. When selected, the choice of files is displayed in a drop down menu as shown below:
The first five choices are five of the seven tables maintained by the Lien Program® database system: Current Jobs/Liens, Reference, History, State Information and Zip Code tables. Choose the Current Jobs/Liens option by either clicking on it or highlighting it and pressing <Return>, or pressing C to select the option.
Current Jobs/Liens Table (and History Table)
There are six information screens for Current Jobs/Liens and History tables. The first screen shows the customer name, customer number and project name.
To see other information, use the control arrow key combinations (hold down the Control key and then press either the right or left arrow key) to scroll the information screens. The second shows the project information and record ID numbers. The third screen shows the general contractor and other legal parties to the job. The fourth screen gives information as to the Project, Lender (if any), the Payment Order (PO) Number, generally the customer’s number, and the Job number, generally your job or invoice number: The fifth screen shows the relevant dates: the date the preliminary notice was printed (normally mailed on the day you prepare it), the date you began performance (by shipping material or performing labor) and the date you ended performance. The screen also requests the date you ended performance. In addition, the screen shows the date the your job was declared completed (often the date of ending performance), and the date a notice of completion was filed by the owner or general contractor, which in some states (such as California) is the date used to calculate the time limit to file a lien. The screen also shows the balance owing on the job. The sixth and final screen shows the certified numbers of each mailing (added when the notices are printed).
For each screen, a status line is displayed at the bottom of the screen, which shows which line is being viewed, and other information.
Once in the Current Jobs/Liens table, you may use any of the Function (<Fn>) key options listed below under Within the Scrolling Area. If a record is deleted from this table, it is placed in the History table.
The Reference Table option allows you to list, sort and edit your customer, project, owner, general, lender and surety information. Like the Current Jobs/Liens option, you may sort your customers in several ways by using the <Magnifying Glass> button, by clicking on any blue field name on the entry screen <F4> option in the scrolling area via the <Binoculars> button.
Once in the Reference table, you may use any of the function (<Fn>) key options listed below under Within the Scrolling Area.
History Table: Old Jobs
When you mark a record for deletion by pressing the <Delete> from the Current Jobs/Liens table, the record is not immediately destroyed but is instead marked to be moved to the History table, where can be looked up again later. The reason for this is to allow you to keep important data from being accidentally lost. The layout of the table is exactly the same as the Current Jobs/Liens table.
Once in the History table, you may use any of the <Fn> key options listed below under Within the Scrolling Area with the exception of the “key. If a record is deleted from the History table, it is removed from your hard disk and the record space reclaimed.
Note: With the exception of new input <Document> button, anything that you can do in the Current Jobs/Liens table you can do in the History table, including the printing of preliminaries, releases or mechanic’s liens. A handy feature when you need an old job release for the one the owner lost.
State Information Table:
Lien Program® includes a table listing the various requirements for Mechanic’s Lien related documents for all 50 states, the Federal Government and the District of Columbia. The information contained within is kept accurate as possible and is updated at least once a year. Please report any inaccuracies known to you to FWM Software, LLC. As soon as possible.
You cannot enter a new state information record. You can view the information contained within by highlighting the desired record and pressing the) key for on screen viewing, or press the <F4> key to print the current record.
Warning: All information contained within this data base is subject to change at any time by the various states and is not guaranteed in any way by FWM Software, LLC, LLC., nor does FWM Software, LLC. Assume any liability or responsibility for its content. Please use at your own risk and in conjunction with advice from your attorney.
Other Lien Parties and Additional Legal Parties Tables: (not on menu)
Lien Program® has two other tables that are accessible only from the Current Jobs/Liens and History tables during data entry. The Other Liening Parties table is used to record, if you are a general contractor or subcontractor, preliminary notice lien filings against yourself for the same job you are liening.
The Additional Legal Parties table is used to record additional owners, general contractors, lenders and sureties to a job. The information stored in this table prints out as Exhibit ‘D’, and helps you cover all parties to a job.
To use these tables, you must have an entered a Job or Invoice number in that field of the Current Jobs/Liens or History tables and set those fields for accessing the Releases for other Companies or Additional Legal Parties to ‘Checked’.
Within the Record Area
When you choose from File the Current Jobs/Liens, Reference, History or State Information tables, the program enters the Entry/Update screen of the table. Within this area you can display and review all of your records for the various tables. The following function keys handle your access to the various tables:
Important: The currently highlighted record is the currently selected record to be used for editing, duplicating or printing of any of the various forms.
<F1> - Help: Throughout the program, this key gives you the various options for movement and operations within the scrolling area, but the nine other function keys are of special interest, too. Function keys listed here work only within the scrolling area;
<F3> - Move Current Jobs/Liens or History Record: Sometimes you may accidentally delete a record from the Current Jobs/Liens table into the History table, along with all of your work and notes. While you can do anything in the History table that you can do in the Current Jobs/Liens table, it is a nuisance to have to remember to find that one particular removed record in the correct table. However, by pushing the <F3> key from the record of either the Current Jobs/Liens or History tables, you can immediately move the record from the current table to the other table. Current Jobs/Liens records move to History, and vice-versa. If you are moving a record back from the History table you might want to permanently clear out any History records marked for deletion first by exiting the program and selecting the Deletion Records and Quit from the Exit menu;
<F7> - Mark Paid: A new paid field has been added to both the Current Jobs/Liens and History tables and to the related Other Liening Parties table. With this field you can mark whether jobs or claims made against you have been paid in full. You can either edit the record to mark it paid, or use the <F7> key to set the paid status from the scrolling/browse areas (see below). The paid field can now also be used in the Edit Main Menu selection to mark records for deletion, and the paid field is automatically set to ‘Checked’ when an unconditional final release is issued;
<F9> - Duplicate Record: This function key allows immediate duplication of any record in the Scrolling Area for the Current Jobs/Liens or History tables only. With this option you can make a copy of lien record where a previous job has almost the same information, saving you the time of reentering all the data again. Just modify what is different. The Record Entry defaults to the duplicated recorded in the current sort order, allowing easy modification via the) key;
<F11> - Quit Immediately: By pressing this key from anywhere in the program Lien Program® will immediately terminate and take you back to the DOS prompt or MS-Windows. This new feature saves you the trouble of exiting the program via the File Main Menu option. One note: If you are in the middle of entering a new record, that record will not be saved. Always complete entries first. Choosing the Terminate Quit option of Quit will return you to where you were previously working;
Import from File and Export to File
If you have a company-wide computer accounting program that contains information that you can use in Lien Program®, and that accounting program can export or print a file containing that information, you can save yourself double entry and import that information directly from your accounting program using Lien Program's® Import/Export interface. All the file has to do is being the required import format. Please see Appendix C for more information.
Importing Records: To import records from a file, choose the Import from File selection of the File Main Menu option. Enter the file path name, enter if you want each of the records imported displayed for approval, if you want the imported records to update the current records (this requires that you have the Job/Invoices #: field filled and the imported records have exactly the same job or invoice numbers) or import all records as new records, and whether to use the imported entry date or today’s entry date as the record’s entry date, and whether to mark the records as they come in. If you have Set System Defaults field Import/Export Electronic (page #8) to ‘Checked’, the import will come from the Receive subdirectory. Otherwise, specify the import path on page #5 of Set System Defaults;
Exporting Records: To export records to a file, choose the Export from File selection of the File Main Menu option. Press the enter the file path name, enter if you want each of the records exported displayed for approval, and note if you want marked records unmarked as they are exported. Press <Return> to begin the export. If you have Set System Defaults field Import/Export Electronic (page #8) to ‘Checked’, the export will go to the Send sub directory. Otherwise, specify the export path on page #5 of Set System Defaults;
Note: Records can be directly imported and exported between the Lien Program®, Lien Releaser® and Lien Releaser Pro® programs.
Receive Files and Transmit files
See Appendix I: Electronic Data Interchange for more information
Backing Up and Restoring Data
See Lien Program Setup (Chapter 10), Backup/Restore Data, for more information.
To leave Lien Program®, choose the Quit option from the File main menu option, or press <F11> to leave immediately anytime.
The Edit Main Menu option offers the following choices:
Clear All Record Marks will ‘unmarked’ (think of a marked record having an electronic check mark that says "use me") marked record fields in the Current Job/Liens and History tables. It is useful to use when you have done a batch printing option and have neglected to clear the record ‘marks’, or for previously completed batch jobs (Batch jobs are found under Notices, Releases and Liens Main Menu options). If you don’t clear the record marks, these formerly marked records will print along with the next batch printing operation you set up.
Mass Delete History Records will do a mass mark for deletion of History table records. Choose which records are to be deleted by the value of the follow date field. When a record is removed from the History table it is gone forever.
Mass Move Current Job Records will do a mass removal of Current Jobs/Liens, table records into the History table. For example, when a record is setup in the Current Jobs/Liens table, the follow date field is set to that day’s date. It is, of course, modified as you do new work on the job over the course of a year, but eventually, if you do not intentionally move the record to the History table, you will cease to work on a job and the follow date will afterwards remain unchanged. This date can then be used to determine which records are to be deleted. You can delete by any date you choose.
Mass Move Paid Current Job Records will do a mass removal of Current/Jobs table records which are marked Paid.
Help displays three options. First, the Main Menu Help screen, which defines your main menu options. Operations help can also be accessed by pressing <F1> while in the scrolling area. Second, the Locations option, which shows which locations Lien Program® presently covers, and, third, the About Lien Program option, which advises you of the present version of the program, the expiration date of the program, and current telephone numbers of FWM Software, LLC.
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