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Using the Lacerte Appointment Manager

by Intuit Updated 4 months ago

Table of contents:

To set up a one time appointment:

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Select Appointments from the Appointment Manager window.
  3. Select Insert.
  4. Select the Preparer from the dropdown menu.
  5. Locate the Client Name field.
  6. Select Browse and select a client from the Browse Clients window.
    • Once a client is selected from the list, Lacerte should populate the Client Number, Client Name , and Phone number.
  7. Select the desired Appointment Type.
  8. Select or enter a Location.
  9. Enter any Comments (if applicable).
  10. Enter the appointment date in the Start Date field.
    • You can select the box to the right of the date to select the date from a calendar view.
  11. Enter the Start Time.
  12. Enter the End Time.
  13. Select OK.

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To set up a recurring appointment:

When setting an appointment to recur on a specific date, Lacerte won't automatically adjust for weekends. To avoid this, make sure to set the appointment to recur on a specific day of the week.

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Select Appointments from the Appointment Manager window.
  3. Select Recurring.
  4. Select the Preparer from the dropdown menu.
  5. Locate the Client Name field.
  6. Select Browse and select a client from the Browse Clients window.
    • Once a client is selected from the list, Lacerte should populate the Client Number, Client Name, and Phone number.
  7. Select the desired Appointment Type.
  8. Select or enter a Location.
  9. Enter any Comments (if applicable).
  10. Enter the Start Date.
  11. Enter the End Date.
    • Enter the future End Date. For instance, if you are setting up a recurring monthly meeting that should go until the end of the next calendar year, you would want to select the next year as your End Date.
    • To create an appointment for March 15 from 2020–2025, enter the Start Date of 03/15/2020 and the End Date of 03/15/2025.
  12. Enter the Start Time.
  13. Enter the End Time.
  14. Select the applicable Occurs option:
    • Daily:
      1. Enter or select the Daily occurrence in Every __ days.
      2. Select OK.
    • Weekly:
      1. Enter or select the Weekly occurrence in Every __ weeks.
      2. Select the Day of the Week.
      3. Select OK.
    • Monthly:
      1. Select the applicable radio button for the Monthly occurrence.
      2. Select the applicable criteria for the Monthly occurrence.
      3. Select OK.
      4. Example 1: If you want to setup a monthly meeting on the 5th of every other month
        1. Select the first radio button.
        2. Select or enter 5 in the first field.
        3. Select or enter 2 in the second field.
          The occurrence should read as Day 5 of every 2 month(s).
      5. Example 2: If you want to setup an appointment to recur on the last day of every 12 months.
        1. Select the second radio button.
        2. Select Last from the first field.
        3. Select Day from the second field.
        4. Select or enter 12 in the third field.
          The occurrence should read as The Last Day of every 12 month(s).
  15. Select OK once the appointment is complete.

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How to delete an appointment in Lacerte

Follow the steps below to delete an appointment for a client in Lacerte.

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Locate the appointment for your client in the Day or Week tab, or in the Clients tab select the Browse button to locate the client in which you would like to delete the appointment.
    • You can display a different Day or Week by clicking the left and right arrow buttons just above the calendar.
  3. Right-click the client's appointment and choose Delete Appointment.
  4. The Confirm window will appear stating "Delete appointment for ClientName?" with the following options to choose from:
    • Yes - The appointment will be deleted from the Appointment Manger database.
    • No - The appointment won't be deleted from the Appointment Manager database.
    • Cancel - The Confirm dialog screen is closed and the appointment won't be deleted from the Appointment Manager database.

Note: If you select Yes for a client that has recurring appointments, an additional Confirm dialog box will appear stating "This is a recurring appointment.  Delete all recurring appointments for ClientName?"

  • If you want to delete all of the recurring appointments in this series, select Yes. The program deletes all the appointments.
  • If you only want to delete this one appointment in the series, select No. The program deletes only the selected appointment.

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How to set up appointment defaults

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Select Setup.
  3. In the Times section, click the arrows to set the Start Time and Duration in minutes for appointments.
  4. In the All Preparers Tab section, click the arrows to set the maximum of preparers number (up to six) that the program displays on the All Preparers tab.

Click Defaults to restore the Lacerte default settings for the Appointment Manager. Appointments can be from 15 minutes to 24 hours long.

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How to print existing appointments in Lacerte

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Select the tab for the list of appointments you would like to print:
    • Day
    • Week
    • Month
    • Client
    • All Preparers 
      • If you would like to include the client phone numbers on the report, select the Day or All Preparers tab. The Month tab will print only the total number of appointments for each day of the month selected.
  3. Select the Preparer or All Preparers from the dropdown menu. 
  4. Select File.
  5. Select Print Current Page or Print All Appointments.
    • Print Current Page will print the appointments listed in the current Day, Week, or Month tab selected.
    • Print All Appointments will print all appointments, including recurring appointments if applicable, but will not include the clients phone number.

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How to use the To-Do List

The To-Do List tab can be used to create a list of tasks and organize by priority. To create a To-Do task:

  1. From the Tools menu, select Appointments (or press Ctrl+F5).
  2. Select the To-Do List tab.
  3. Select All Preparers or a specific Preparer from the Preparer drop down menu or.
  4. Select Add at the bottom of the window to create a new task
  5. Enter a Description.
  6. Set the Priority (0-99).
    • The To-Do List tasks will appear in the order of the Priority set.

The To-Do list of tasks will continue day to day until completed. Check the box next to the Description to indicate a task is complete. After the box is checked, the task will remain in your list until the Appointment Manager is closed and re-opened.

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